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HomeMy WebLinkAbout2014-10-14 - AGENDA REPORTS - CNTRL PRK PHASE IV/PROJ P4013 (7)CONSENT CALENDAR ID7.1101 SUBJECT: DEPARTMENT: Agenda Item: 4 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by: October 14, 2014 Chris Price CENTRAL PARK PHASE IV/TENNIS FACILITY, PROJECT P4013 - AWARD DESIGN CONTRACT Parks, Recreation, and Community Services RECOMMENDED ACTION City Council: 1. Award the design contract for the Central Park Phase IV/Tennis Facility, Project P4013, to RIM Design Group in the amount of $419,315, and authorize a contingency in the amount of $50,318, for a total contract amount not to exceed $469,633. 2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The design for the Central Park Phase IV/Tennis Facility was authorized in the FY 2014-15 budget as part of the capital improvement program. It represents the final phase of the 120 acres contemplated in the master plan for Central Park. This portion of the project will include the design of between six and ten lighted tennis courts, a restroom, a small staff office building with user -serving amenities, and a parking lot. The general location and scope of the proposed facility is in accordance with the approved park master plan. This location, in the southernmost area of the park, presents a unique opportunity to provide a public tennis facility having a north -south court orientation and groupings of courts terraced along the base of a hillside. The north -south orientation of the courts is favored by the tennis playing community because it eliminates the impact of glare created by the rising or setting sun. The new facility will be adjacent to the existing dog park, allowing for the addition of amenities not originally available. The design of this phase will also include a lighted, disabled -accessible walkway to the existing dog park from the expanded parking lot, as well as lighting of the dog park itself, allowing for visitors to use the facility year-round until closing time at 10:00 p.m. Staff is recommending that RJM Design Group of San Juan Capistrano, CA, be selected to prepare the design and construction documents for this project. RIM has designed every phase of Central Park, including the Master Plan prepared in 1997. In designing the recently completed Phase III, RIM and its sub -consultants tackled the most complicated water quality issues that Parks, Recreation, and Community Services has yet had to face in order to present a plan that would satisfy a Regional Water Quality Control Board audit. Staff is recommending RJM based on their extensive technical background specific to Central Park, their expertise in tennis facility design, their ongoing success with Central Park, and their site specific detailed knowledge of the water quality control concerns that will have to be addressed again during this phase. Were staff to recommend a different designer, staff and that consultant would need to reconstruct the entire process by which the overall design, drainage, lighting, irrigation, and parking circulation already established, likely generating substantially increased fees for that consultant. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT Adequate funds are appropriated in Expenditure Account P4013601-5161.001. ATTACHMENTS Professional Services Agreement- Central Park Tennis Center, Phase IV - Design - Project P4013 available in the City Clerk's Reading File 2 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND RJM DESIGN GROUP, INC. Contract No. 14-00344 This AGREEMENT is entered into this _ day of 20_, by and between the CITY OF SANTA CLARITA, a municipal corporation and general law city ("CITY") and RJM DESIGN GROUP, INC., A PLANNING AND LANDSCAPE ARCHITECTURE FIRM ("CONSULTANT"). 1. CONSIDERATION. A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below; and B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; and C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed FOUR HUNDRED AND SIXTY-NINE THOUSAND SIX HUNDRED AND THIRTY-THREE dollars ($469,633) for CONSULTANT's services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit "A," which is incorporated by reference. 2. SCOPE OF SERVICES. A. CONSULTANT will perform services listed in the attached Exhibit "A," which is incorporated by reference. B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. Revised 1/2011 Page I of 10 U, 4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A") the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date. 5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 6. ADDITIONAL WORK. A. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide the CITY with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost. 7. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has: i. Carefully investigated and considered the scope of services to be performed; and ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 8. TERM. The tens of this Agreement will be from OCTOBER 14, 2014 to OCTOBER 14, 2017. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: A. Completion of the work specified in Exhibit "A." B. Termination as stated in Section 15. Revised 12011 Page 2 of 10 9. TIME FOR PERFORMANCE. A. CONSULTANT will not perform any work under this Agreement until: CONSULTANT furnishes proof of insurance as required under Section 22 of this Agreement; and ii. CITY gives CONSULTANT a written notice to proceed. B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement's schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services. 11. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties. 12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number. 13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement. 14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 15. TERMINATION. A. CITY may terminate this Agreement at any time with or without cause B. CONSULTANT may terminate this Agreement at any time with CITY's mutual Revised 1/2011 Page 3 of 10 5 consent. Notice will be in writing at least thirty (30) days before the effective termination date. C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT'S own cost; CITY will not be obligated to compensate CONSULTANT for such work. D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY's option, become CITY's property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C). E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY's own risk. 17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 18. INDEMNIFICATION. CONSULTANT agrees to indemnify and hold CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of the performance of this agreement by CONSULTANT. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by CONSULTANT of services rendered pursuant to this Agreement, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or costs incurred in defense otherwise. Notwithstanding any provisions of this Agreement to the contrary, design professionals shall be required to defend and indemnify the City only to the extent allowed by Civil Code Section 2782.8, namely for claims that arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of the design professional. The term "design professional" includes licensed architects, licensed landscape Revised 1/2011 Page 4 of 10 Z architects, registered professional engineers, professional land surveyors and the Business entities which offer such services in accordance with the applicable provisions of the business and Professions Code. 19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services. CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's written approval are prohibited and will be null and void. 20. INDEPENDENT CONTRACTOR CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only. 21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement. 22. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Professional Liability Business automobile liability Workers compensation Limits $1,000,000 $1,000,000 $1,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be Revised 1/2011 Page 5 of 10 excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. C. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A: VII. " F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 15. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under this agreement, City may cancel the Agreement immediately with no penalty. G. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to expiration of the policy. CONSULTANT must notify City within 24 hours of receipt of notice of cancellation. Furthermore. CONSULTANT must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must ensure that there is no lapse in coverage. 23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation. 24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update. Revised 1/2011 Page 6 of 10 25. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: RJM Design Group, Inc. 31591 Camino Capistrano San Juan Capistrano, CA 92675 Attention: Robert J. Mueting If to CITY: City of Santa Clarita 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 Attention: Glenn Bogna Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's Conflict of Interest Code (on file in the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to notify the CITY pursuant to Section 25. NOTICES of any staff changes relating to this Agreement. A. In accomplishing the scope of services of this Agreement, all officers, employees and/or agents of CONSULTANT(S), unless as indicated in Subsection B., will be performing a very limited and closely supervised function, and, therefore, unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of CONSULTANT, except as indicated in Subsection B. Initials of Consultant B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be performing a specialized or general service for the CITY, and there is substantial likelihood that the CONSULTANT'S work product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following CONSULTANT(S) shall be subject to the Disclosure Category "I" of the CITY's Conflict of Interest Code: 27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed not retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT's bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability. Revised 1/2011 Page 7 of 10 28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement. 31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. There is 1 (one) Attachment(s) to this Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns. 32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party. 33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY's executive manager, or designee, may execute any such amendment on behalf of CITY. 35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. Revised 12011 Page 8 of 10 10 38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will immediately terminate without obligation of either party to the other. 39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. 40. PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. [SIGNATURES ON NEXT PAGE] Revised 1/2011 Page 9 of 10 IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written. FOR CONSULTANT: Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER By: City Manager Date: ATTEST: By: City Clerk Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY Lm City Attorney Date: Revised 112011 Page 10 of 10 IZ 31591 Camino Capistrano San Juan Capishano, CA 92675 www.RJMdesigngfoup.com (9491493-2690 tnx (9491493.2600 Phos„ September 26, 2014 Mr. Tom Reilly Park Development Administrator City of Santa Clarita 23920 Valencia Blvd. Santa Clarita, CA 91355 Exhibit A Community Inspired, Abir, 14 RJ M DESIGN GROUP Re: PROPOSAL FOR PROFESSIONAL DESIGN SERVICES (Revised) City of Santa Clarita's Central Park - Tennis Complex Preliminary Design, Design Development & Construction Documents Dear Tom: Per our recent discussions, we have prepared our revised scope of work and fee proposal for the City of Santa Clarita's Tennis Complex expansion at the City's Central Park. This revised proposal provides for the preparation of a 'Base Bid' Construction Document package for eight (8) tennis courts. The preparation of a Bid Alternate set of documents accounting for four (4) additional courts has also been noted herein. The attached scope of work includes Preliminary Design, Design Development and Construction Documents. It is our understanding that the proposed improvements will have the following goals, program and direction: 1. This project will be constructed at the southern portion of the existing Central Park site. 2. The Scope of Work provides for Preliminary Design, preparation of Design Development Plans, and Construction Documents for all proposed tennis complex improvements. For reference the attached EXHIBIT A has been provided to illustrate, in concept only, the potential nature and extent of improvements. Our proposal assumes that the final design will be the result of the planning and design process outlined. 3. The specific program elements for the Preliminary Design Phase will include: a. Lighted USTA Standard Tennis Courts (12 total; 8 in a 'Base Bid' package, 4 additional courts noted as a Bid Alternate) b. (1) Championship Court with an informal adjacent spectator viewing area c. Parking for 50 75 cars d. Water Retention / Recharge Zone e. Pedestrian Walks / Seating Areas E Preservation of Existing Open Space / Cross Country Trail (Includes relocation of existing disc golf holes as required) g. Two (2) Volleyball Courts h. +/- 1,200 s.f. Restroom (with changing area) / Office Building (with public counter) i. Pedestrian walkway lighting to and around the existing dog park 13 Mr. Tom Reilly September 26, 2014 Page Two Exhibit A As you review the enclosed, please do not hesitate to call should additional information or clarification be required. Thank you again for the opportunity to continue working with you, the rest of the staff, and the City of Santa Clarita on this important contribution to the community's recreation opportunities. With Best Regards, RIM Design Group, Inc. Craig Sensenbach, LLA, LEED AP Associate Landscape Architect 12 Exhibit A CITY OF SANTA CLARITA - CENTRAL PARK TENNIS COMPLEX SCOPE OF WORK PHASE 1.0 - PRELIMINARY DESIGN A. Meet with City staff, project civil engineer, and the City's geotechnical consultant, to review existing conditions, site opportunities and constraints, and coordinate geotechnical, hydrological and Flood control issues. Discuss any updates to the park's overall hydrology study (separate contract) which may be available. This kick-off meeting will be an opportunity to identify and discuss the involvement of the Tennis Complex Focus Group during the design process. B. Prepare updated Topographic Survey for the project area. This aerial survey will provide for 1' topographic contours, location of all existing above grade elements, (paving, structures, fencing, vaults), etc. Our proposal has provided for 15 acres of aerial survey. Our proposal has assumed the City will provide for the removal of the existing surficial mulch layer that currently exists throughout portions of the site. The removal of this loose debris will allow for a topographic aerial that more accurately indicates existing grade than if the mulch was to remain. Our survey team will provide the City with an approximate 2 -week advance notice of the intended Flight for the survey. C. Attend site meeting with City staff at a predetermined existing tennis facility to discuss 'likes' and 'dislikes' of this 'case -study' facility. Review existing preliminary tennis complex plans and discuss preferences regarding court arrangement and configuration, spectator viewing areas, circulation, programming, special events, etc., to incorporate into the final preliminary design. D. Review preliminary on-site and off-site hydrology analysis and retention basin studies/recommendations (as available), provided during hydrology master plan update (separate contract). Our proposal has assumed that the park site's overall hydrology / water management design study will be conducted in advance of Preliminary Design for the Tennis Complex. This Study should assess and determine the likelihood of removing / reducing in size the detention basin at the "Phase III" site, as well as water management opportunities along the project's western property line. E. Prepare tennis complex hydrology / water runoff management study to identify the required detention zone required for the proposed tennis complex improvements. This review will also verify that the volume of runoff from the existing off-site water shed southeast of the proposed tennis courts will be appropriately accommodated for. F. Prepare Conceptual Site Plan for the proposed Tennis Court Complex. This Plan will illustrate the proposed location of the various program elements, court configuration, parking plaza areas, water treatment zones, etc. within the project area. The plan will indicate twelve (12) courts total. As noted above, our proposal has assumed that the project bid documents will provide for eight (8) 'Base Bid' courts and four (4) 'Bid Alternate' courts. The existing adjacent open space trail, existing parking and retention/detention zones, dog park, etc. will be indicated to illustrate context and 'linkages' within the park to the tennis complex restrooms. 14-0S1112 Santa Clarita - Central Park Tennis Complex Page 3 of 16 15 Exhibit A G. Meet with the City and the designated focus group to review and discuss the Preliminary Plan, H. Revise the Preliminary Design in response to comments and suggestions received by the City and Focus Group. Submit revised Preliminary Plan for City review and approval. Our proposal has assumed the City will review this revised Preliminary Plan with the Focus Group members. Prepare Conceptual Grading Plan to 'test' the feasibility of the Preliminary Design's ability to fit within / around the adjacent existing hillside and adjacent trail. K. Prepare initial cut -fill analysis based on preliminary grading concept. This preliminary cut / fill calculation will prompt revisions to the Conceptual Grading Plan to allow for a'balanced' earthwork calculation. L. Prepare preliminary architectural design for: Proposed / restroom (with changing area) / office building (with public counter) Preliminary design will include schematic floor plan layout and elevation for the proposed structure. The design of this structure shall be consistent with and complementary to the existing park structures. M. Meet with City Staff to review preliminary design of restroom / office building. N. Prepare preliminary opinion of probable construction costs. 0. Submit preliminary plans to utility companies, track design process and maintain required interface with utility representatives to obtain preliminary design for city approval. Conduct site investigation and review pertinent dry utility data as made available from the electric, telephone and cable television companies. Discuss with each utility to determine capacities, specific source locations, and estimates of design and contract preparation time frames. Develop updated Statement of Probable Construction Cost based upon preliminary plans. MEETINGS: (1) - Kick-off meeting (1) -Site visit/ meeting to review existing tennis facility (I) - Meetings with City and Focus Group (1) - Meeting with City to review preliminary architectural plans PRODUCTS. Updated topographic aerial survey, Preliminary Design, conceptual grading plan, cut -fill quantities, existing utility plan, preliminary opinion of probable construction costs Preliminary Design for Tennis Complex "Pro Shop"I Restroom / Office Building 14-051R2 Santa Clarita -Central Park Tennis Complex Page 4 of 16 a Exhibit A PHASE 2.0 - DESIGN DEVELOPMENT Prepare Design Development Plans and cost analysis based upon the Preliminary Design documents in order to fix and describe the scope and character of the entire Project, including landscape architectural, architectural, civil, and electrical systems, materials and such other elements as may be appropriate. Consideration shall be given to availability of materials, equipment and labor, construction sequencing and scheduling, economic analysis of construction, user safety and maintenance requirements, and energy conservation. A. Prepare base plans at 1" = 20' scale utilizing topographic survey obtained during preliminary design. Specific design alignment and location of site elements will be indicated on project base plans. Once the base plan has been approved, a routing for fire, emergency vehicle and accessibility will be prepared and submitted to City for review and preliminary approval. B. Prepare Design Development Details for landscape architectural components. These elements include fencing, gates, light poles, drinking fountains, fencing, spectator viewing areas, volleyball courts, etc. C. Prepare Design Development Plans, elevations, and materials/color board for the architectural components: ■ Tennis Building (, restroom, office) D. Prepare one (1) dry utility Composite Exhibit, overlaying all utility company provided drawings on a single plan. This plan will be utilized for reference throughout the preparation of construction documents. E. Identify design / construction alternatives that may reduce project costs and minimize conflicts between proposed improvements, and existing site conditions. F. Refine Plans based on City comments and direction. G. Refine design concepts for grading and alignment for wet and dry utilities. H. Update earthwork take offs. Update opinion of probable construction costs based on approved Design Development plans. Conduct up to (2) staff meetings to review design development prior to construction drawings. MEETINGS. (2) -Meetings to review design development package PRODUCTS. Design development plans, site layout; grading, drainage, sewer, and utility plans; updated earthwork calculations; design development statement of probable construction costs and sections of all plan elements Design development for proposed / Restroom / Office Building 14-OS1RZ Santa Clarita - Central Park Tennis Complex Page S of 16 1-7 Exhibit A PHASE 3.0 - CONSTRUCTION DOCUMENTS This phase of the project consists of the preparation of the construction documents to include final drawings, specifications, calculations, and final cost estimates. Our proposal has assumed that the Construction Documents shall be prepared for a single phase of construction. The packaging of this set of documents will provide for a 'Base Bid' reference of eight (8) tennis courts as well as the design, detail and quantifiable reference to four (4) additional Bid Alternate courts. The construction document package will include complete landscape architectural, structural, civil, mechanical, and electrical engineering services required to execute the project. Construction drawings, draft specifications and cost estimate will be submitted at 50% and 90% completeness for interdepartmental review. 100% complete construction drawings and specifications shall be submitted for final City plan check review and approval. Specifically, our Construction Document package has included the following disciplines. A. Landscape Design/Documentation Services during the Construction Documents Phase consist of preparation of drawings and specifications based on approved Design Development Documents, setting forth in detail the landscape and irrigation requirements for the project including: 1. Site Construction/Layout Plans 2. Landscape Construction Details 3. Planting Plans and Details 4. Irrigation Plans and Details B. Civil Engineering Design/Documentation Services during the Construction Document Phase consist of preparation of final civil engineering calculations, Drawings and Specifications based on approved Design Development Documents, setting forth in detail the civil construction requirements for the Project. Prepare Construction Documents for the tennis court improvements. ■ Title Sheet / Details ■ Details / Section Sheets* • 20 -Scale Grading Plan • 10 -Scale Area Grading Plan Details • Horizontal Control Plan ■ Erosion Control Plan • Field Survey • Water Plan for Tennis Courts • Sewer Plan and Pump Station (if required) for Tennis Courts ■ Phase 111 Restroom Grading/ Water / Sewer ■ Hydrology Study ■ Hydro -Modification / Retention Design • Water Quality Management Plan (Including SUSMP) • NDPES including N01 & Storm Water Pollution Prevention Plan (SWPPP), including N.O.T. • Quantities / Earthwork • Specifications • Process / Management / Meetings 14-051R2 Santa Clarita -Central Park Tennis Complex Page 6 of 16 Exhibit A * Details to specify pavement sections based upon information provided by Geotechnical Engineer. C. Architectural Design / Documentation This scope is specific to the construction of a tennis "Pro Shop" / restroom / office building: 1. Architectural: Documents provided for both the tennis "Pro Shop'/ restroom/ office building as well as the restroom/storage building. a. Building Floor Plans b. Foundation Plan Plans c. Roof Framing Plans d. Reflected Ceiling Plans e. Exterior elevations f. Roof Plans g. Interior elevations of the restrooms and other critical areas h. Architectural Details i. Door Schedules and Details j. Structural Details 2. Structural: a. Structural Calculations b. Framing Layouts c. Structural Details in Sketch Form d. Structural Material Specifications 3. Plumbing: a. Plumbing Plan, Details and Notes b. Plumbing Isometric Drawings of the Waste and Vent Systems c. Plumbing Isometric Drawings for the hot and cold water systems 4. Mechanical: a. It is anticipated that the office/pro shop at the tennis courts will require air conditioning. Ductless wall units with isolated remote condensers will be shown for these spaces. b. Mechanical plans with ventilation required by the building dept. for the restrooms will be provided if S. Electrical: a. Electrical Power and Lighting Plan for the buildings b. Electrical Details, Schedules, Notes and Specifications We anticipate two (2) City plan check reviews during the construction document phase. D. Electrical Design(Documentation Final drawings and specifications shall be completed. All power, lighting and control schemes, complete with diagrams and details shall be finalized for the new project area: 14-051 R2 Santa Clarita - Central Park Tennis Complex Page 7 of 16 19 Exhibit A 1. Electrical load calculations. 2. Coordination with power, and telephone companies. 3. Electrical drawings and specifications including the following: a. Walkway and security lighting systems adjacent to the new tennis courts, walkways and adjacent existing dog park. b. Electrical provisions for court lighting and controls. c. Electrical service and distribution. 4. Title 24 lighting calculations. E. Structural Design Documentation Services during the Construction Documents Phase consist of preparation of final structural engineering calculations, Drawings and Specifications based on approved Design Development Documents, setting forth in detail the structural construction requirements for the Project. These services shall be limited to the new tennis court area and shall include: 1. Structural Details (tennis court fencing, plaza seatwalls, light fixture footings, retaining walls less than 5' in height, terraced concrete seating) 2. Structural Calculations for new construction (lateral and vertical loads) Note: Our proposal has not provided for the design and detailing of MSE (Mechanically Stabilized Earth) walls to retain the site's adjacent hillside grades. These "reinforced soil" walls, if required, for the site's development are typically designed and detailed by the project geotechnical engineer. F. Traffic Erngineerine Our proposal has assumed that any and all traffic engineering will be provided for by the City'in house' traffic engineer. G. Technical Specifications Technical specifications for each of the above disciplines will be incorporated into the project manual. Site work construction will be prepared utilizing the 'Green Book' format. Architectural specifications will be prepared in C.S.I. format. City to provide Notice Inviting Sealed Bids, Instructions to Bidders, Information required by Bidders, Bid Form, Bid Bonds, Agreement, Performance Bond, Payment Bond, Insurance Documents, General Provisions, General/Supplementary Conditions, and General Requirements. H. Statement of Probable Construction Cost Statement of Probable Construction Cost services during the Construction Documents Phase consist of advising the City of any adjustments, and, when the Construction Documents are approximately 50%, 75% and 100% complete, updating of the Statement of Probable Construction Cost of the Project, taking into account: 1. Changes in materials, systems or details of construction which have occurred during preparation of the Construction Documents. 2. Known changes in the cost of materials, labor and services since preparation of the previous Statement of Probable Construction Cost. 14-051112 Santa Clarita -Central Park Tennis Complex Page 8 of 16 20 Exhibit A 3. Adjustments for known or anticipated changes in the bidding market relative to the Project. MEETINGS. Two (2) Plan review meetings PRODUCTS. Construction Plans, Details, and Technical Specifications for eight (B) 'Base Bid' Tennis Courts; Bid Alternate package for four (4) additional courts Restroom / Office Building PHASE 4.0 - BIDDING A. Bidding Procedures The Consultant shall assist the City with the Bidding Phase of the project. Questions, clarifications, or conflicts arising out of the bidding process will be resolved by addenda prepared by the Consultant. Addenda to the contract for construction shall be prepared in writing to document any clarification or modification made to the contract documents. In addition, the consultant shall attend a pre-bid conference, if required, and assist the city in awarding the construction contracts. PHASE 5.0 - CONSTRUCTION ADMINISTRATION A. After the completion of Construction Documents, the exact scope of construction services will be determined in conjunction with City's representative. During the Construction Administration Phase of the project, the following services listed below are suggested for our design team's involvement: 1. Pre -construction Conference A pre -construction conference shall be organized and conducted to brief all parties concerned with general and special requirements of the contract for construction. Procedural matters, routing of information and project representatives shall be defined. Attendees shall include representatives from the City's staff, the Consultant, the Contractor, and all major subcontractors. 2. job Site Meeting Consultant shall attend job site meetings to generally monitor the construction progress in the field. Review of scheduling, coordination, requests for information, and changes to the contract are routinely monitored. The consultant shall prepare and distribute a field report for each job site meeting, documenting the progress of construction, and specifically noting current and delinquent action items. 3. Submittal and Shop Drawing Review The Consultant Team shall review all required shop drawings and related submittals as specified in the contract documents. 14051112 Santa Clarita - Central Park Tennis Complex Page 9 of 16 21 Exhibit A 4. Quotation Requests / Change Orders Services consisting of: a. Preparation and distribution of Drawings and Specifications to describe Work to be added, deleted, or modified. b. Review of proposals from Contractor(s) for reasonableness of quantities and costs of labor and materials. C. Review and recommendations relative to changes in time for Substantial Completion. d. Coordination of communications, approvals, notifications and record- keeping relative to changes in the work. S. Project Close -Out At the completion of the Construction Phase a final job site meeting and review of the entire facility shall be conducted. A final punch list will be published and distributed by the Consultant to all parties concerned, specifically noting required corrections, non -conforming work, and work remaining to be completed. A second walk-through shall be conducted when all punch list items have been corrected, at which time a Final Notice of Completion shall be filed by the City. 14-051112 Santa Clarita -Central Park Tennis Complex Page 10 of 16 22 Exhibit A CITY OF SANTA CLARITA - CENTRAL PARK TENNIS COMPLEX AND RESTROOM BUILDING IMPROVEMENTS FEE PROPOSAL It is the objective of our .Design Team to provide the most comprehensive, yet efficient, approach to the development of the Santa Clarita Tennis Complex and Restroom Building improvements. This fee includes all costs to be incurred by RJM Design Group, Inc. with the exception of selected supplemental services. Fees for the work are as follows: Phase 1.0 - Preliminary Design $ 60,690.00 Phase 2.0 - Design Development $ 72,085.00 Phase 3.0 - Construction Documents $ 271,540.00 Phase 4.0 - Bidding Hourly Phase 5.0 - Construction Administration Hourly Total Professional Fee: $404.315.00 Reimbursable Allowance (estimate): $ 15.000.00 Note: This fee summary represents our current understanding of the project scope and complexity for the Tennis Complex Improvements. Should the anticipated scope of work change, we would welcome the opportunity to meet with you to discuss our approach to this Scope of Work and revise it as necessary to more accurately meet the needs of the City of Santa Clarita. All reimbursable costs including printing, reproduction, photo and delivery will be billed to the City in addition to the basic fee at cost plus 15%. The costs for these services are not included in the fee proposal noted above. When incurred, the following project expenses will be billed at cost plus 15% handling fee: • All consultant reproduction • Printing, plotting, copying, photography, graphic expenses, special delivery and handling of documents, and shipping • Permits, plan check, and inspection fees • Soils testing Payments are due and payable on a monthly basis following the completion of any substantial phase of work. Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1.5% of the amount due, compounded monthly. 14-051R2 Santa Clarita -Central Park Tennis Complex Page 11 of 16 2J Exhibit A The above fee proposal is based upon the following assumptions: A. Assumes sewer connections are a private system from existing sewer in adjacent street. B. Excludes "pot holing" and survey of existing utilities. C. Surface drainage and minor on-site storm drain only. Includes on-site and off-site Hydrology Study. Excludes off-site storm drain rerouting. Available drawings, studies and Master Plan Drainage and site conditions will be evaluated in the Hydrology Study. (Separate Contract) This proposal assumes that the grading / reconfiguration of the existing Phase III detention basin, if pursued, will be provided for as a separate contract. D. Excludes any special manholes, retention basins and/or pump systems to retain initial storm runoff on-site. E. Assume on-site drainage treatment by flow filters to meet SUSMP. Excludes additional mitigation including additional storm drain facilities/on-site detention resulting from Regional Water Quality Control Board requirements and/or the SUSMP. F. Assume off-site street plans or public street plans are not required. G. All on-site Storm Drain will be shown on Precise Grading Plan in plan view only. H. City shall provide all drawings of existing on-site and off-site facilities and utilities shall be made available to the Consultant for review prior to design. 1. Our proposal has assumed Traffic Engineering will be provided by the City. The work will include but not be limited to review and approval of proposed vertical and horizontal road gradients, vehicular circulation, parking allowances, sight lines, etc. J. Preparation of legal descriptions / exhibits, land subdivision, ALTA Survey, and/or additional boundary survey are additional work. Included is 1 day of field survey for critical utility/"join' elevations plus 1 -day to set targets. Includes plotting of easements if record documents provided. Aerial at 20 -scale to be tied to County bench and GIS coordinates. K. Our proposal tentatively provides for the gravity feed of the optional tennis/restroom building sewer line. In the event that is not possible, our proposal provides for 1,200 foot gravity / force main with pump station. Sewer pump station, if required, to be "design -build" during construction from design criteria shown in Construction Documents. Our project design team will review / approve shop drawings of pump station. L. Assumes onsite water system connects to existing 14 -inch water line approximately 750 feet from the Tennis Courts. MCE will loop water thru site for domestic service, hydrants or sprinkler system, and irrigation. Excludes public water system, any capacity or pressure studies. M. Environmental services / mitigation has not been provided. If required, this information will be provided as an additional service as requested for by the City. N. Surface drainage and onsite storm drain only with discharge to existing water recharge/detention basin or adjacent onsite channel. Includes onsite Hydrology Study and collection of adjacent offsite drainage areas. Excludes off site Hydrology/Storm Drain Plans. Excludes upsizing of existing facilities, permits/processing wit Corps of Engineers/Fish & Game/Flood Control. 14.051112 Santa Clarita - Central Park Tennis Complex Page 12 of 16 2-4 Exhibit A 0. A Storm Water Pollution Prevention Plan (SWPPP) per the Construction General Permit formatted per CASQA Handbook will be prepared by MCE's qualified SWPPP Developer. P. Includes a preliminaryand final Water Quality Management Plan (WQMP) addressing tennis court area design, treatment control, structural/non-structural BMPs, LID requirements. Q. Excludes any special manholes, drilled dry wells, pump systems, underground storage or clarifier design. Assume flow filters/standard manufactured unit (stormceptor or equal/bioswales/above ground retention basins to meet any City requirements for storage and treatment. R. All on-site Storm Drain will be shown on Precise Grading Plan in plan view only. Assume one detail of plan/profile for connection to adjacent basin, if require. S. Existing trail within the Grading Plan area to remain in place, assuming drainage sheet Flows away from trail or along trail in small earth channel requiring minor storm drain. Includes design of road crossings at entries for offsite drainage channel which discharges to existing water recharge/detention basin. The following services will be performed atyour request, and shall be considered additional services to the above, reimbursable on an hourly basis: A. Additional meetings and construction site visits beyond those identified as authorized by the City of Santa Clarita. B. Preparation of architectural drawings for a trash enclosure with an architectural roof to match the adjacent structures has been excluded. In the event such a provision is required, we will provide for such as an additional service as requested for by the City. C. Exhibit preparation beyond that identified in the Scope of Services. D. Revisions to the work following authorization by client to proceed with working drawings, changes in scope or modifications of the project, design of and/or participation in work beyond the designated site. E. Preparation of mitigated negative declaration and/or special studies. F. RIM shall provide the necessary objective plan check revisions requested by the City for two plan check reviews. All subjective changes after two plan check reviews shall be done in accordance with the attached Standard Hourly Fee Schedule. G. If it is in the interest of the project to engage or retain the services of any other consultants (graphic/sign designer, environmental engineer, mechanical engineer, etc.), then upon Client's written authorization, RIM Design Group, Inc. may engage or retain any such consultant, and the engagement of each consultant shall be an expenditure reimbursable to RIM Design Group, Inc., plus a 15% coordination fee. 14-051R2 Santa Ciarita -Central Park Tennis Complex Page 13 of 16 25 Exhibit A H. Should the services of geologist, or soils engineer be required, the Client shall select, retain, or engage such consultant directly. Construction survey to verify contractors' grade elevations, certifications, inspections, or administration. Preparation of legal descriptions/exhibits, any land subdivision, ALTA Survey, and/or additional boundary survey. K. Excludes site retaining walls exceeding 5' in height. L. Development of record drawings to document'as builts' as provided by Contractor No special consulting services other than those identified are included as part of the professional services. Compensation for supplemental services will be on an hourly basis at our standard rates as follows: RIM DESIGN GROUP, INC. PRINCIPAL LANDSCAPE ARCHITECT $145.00 - $165.00 per hour ASSOCIATE LANDSCAPE ARCHITECT $130.00 - $140.00 per hour LANDSCAPE ARCHITECT / PROJECT MANAGER $115.00 - $125.00 per hour JOB CAPTAIN / LANDSCAPE DESIGNER $100.00 - $110.00 per hour CADD TECHNICIAN $ 85.00 - $ 95.00 per hour DRAFTSPERSON $ 70.00 - $ 80.00 per hour WORD PROCESSOR $ 55.00 - $ 65.00 per hour MCE CONSULTANTS PRINCIPAL $160.00 per hour PROJECT MANAGER $120.00 per hour PROJECT ENGINEER $100.00 per hour PROJECT SURVEYOR $120.00 per hour DESIGN ENGINEER $ 90.00 per hour COMPUTER DRAFTSPERSON $ 70.00 per hour PROJECT ASSISTANT $ 50.00 per hour 3 -MAN SURVEY CREW $280.00 per hour 2 -MAN SURVEY CREW $230.00 per hour EXPERT WITNESS (TRIAL AND DEPOSITION) $250.00 per hour JAMES MICKARTZ, ARCHITECT PRINCIPAL ARCHITECT $125.00 per hour ASSOCIATE ARCHITECT $105.00 per hour 14-051R2 Santa Clarita - Central Park Tennis Complex Page 14 of 16 210 Exhibit A TK1SC(ELECTRICAL) PRINCIPAL $210.00 per hour SR. ASSOCIATE $195.00 per hour ASSOCIATE $185.00 per hour SR. PROJECT MANAGER $175.00 per hour PROJECT MANAGER $150.00 per hour ENGINEER $130.00 per hour DESIGNER $110.00 per hour CAD DRAFTING $ 90.00 per hour CLERICAL $ 75.00 per hour ADS CONSULTING ENGINEERS (STRUCTURAL) - PRINCIPAL $150.00 per hour PROJECT ENGINEER $135.00 per hour CAD OPERATOR/DRAFTER $ 95.00 per hour TECHNICAL TYPING AND REPRODUCTION $ 85.00 per hour SITE VISIT $135.00 per hour Billings for all time and materials and contract extension work shall be in accordance with the level of work performed and will be broken into the categories listed above. Hourly rates will be escalated each August 1st in accordance with any increase in the Consumer's Price Index or other mutually agreed upon cost index, beginning with August 1, 2015. All provisions for fee escalation pertain to all contract extensions and additional work. 14051 R2 Santa Clarita - Central Park Tennis Complex Page 15 of 16 27 Exhibit A hk jipp O IW2014 E" BIT A J ots Gn Moo N.Ts. SANTA CLARITA CENTRAL PARK PHASE IV CITY OF SANTA CLARITA, CALIFORNIA 14-051112 Santa Clarita - Central Park Tennis Complex Page 16 of 16 `IM