HomeMy WebLinkAbout2014-04-22 - AGENDA REPORTS - RYE CYN RD MEDIAN PROJ B1012 (2)CONSENT CALENDAR
DATE:
SUBJECT:
L1149F.1 J1802116
Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:Curtis Nay
April 22, 2014
J
RYE CANYON ROAD MEDIAN LANDSCAPE, PROJECT B1012
- AWARD DESIGN CONTRACT
Public Works
RECOMMENDED ACTION
City Council:
1. Award the design contract to Pacific Coast Land Design, Inc., for the Rye Canyon Road
Median Landscape, Project B1012, in the amount of $58,639, and authorize a contingency in
the amount of $5,864, for a total contract amount not to exceed $64,503.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The Rye Canyon Road Median Landscape project will enhance the aesthetics of Santa Clarita's
major entrance into the Valencia Industrial Center. Located on Rye Canyon Road from Avenue
Stanford to Avenue Scott, this project will beautify approximately 3,100 feet of median
landscape and make preparations to use recycled water when it becomes available in
approximately three to five years. This median landscape project is part of the City of Santa
Clarita's (City) adopted Capital Improvement Program.
In addition, the project will remove existing asphalt in the raised medians and install hardscape,
trees, irrigation, shrubs, and ground cover, consistent with the City's standard median design.
These improvements will provide an efficient irrigation delivery system and unify the median
landscape and hardscape appearance on major thoroughfares citywide.
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Santa Clarita residents. Investing in high-quality landscape projects within the public
right-of-way helps maintain higher property values and keeps the City on water management's
cutting edge. This project is one facet of an overall program to improve our water management
infrastructure while keeping the City's public areas well landscaped.
A Request for Proposal (RFP) was sent to four qualified landscape architecture firms who have
previously worked with the City. The RFP asked firms to identify their relevant experience in
similar projects and demonstrate their design approaches to the project.
On December 16, 2013, four firms submitted proposals. City staff reviewed the proposals and
based on their evaluations, scored the firms on a scale of 100 possible points.
Rank Company
Score Location
Desian Cost
1. Pacific Coast Land Design, Inc.
94 Ventura, CA
$ 58,639
2. Valleycrest Design Group
85 Santa Ana, CA
$159,122
3. L. Newman Design Group, Inc.
80 Westlake Village, CA
$ 53,639
4. JMD Landscape Architecture
78 Glendale, CA
$ 59,467
The scoring system heavily emphasized the understanding of the following: required scope of
work; key development items; potential issues and resolutions; understanding of the City's
median landscape design guidelines; experience with previous median landscape designs;
qualifications of the project team and their resources; and organization of the proposal.
Pacific Coast Land Design, Inc., (PCLD) demonstrated an in-depth understanding of the project
needs and illustrated a detailed scope of work. PCLD identified issues related to the preparation
of an existing concrete and/or asphalt median for planting and was the only firm to realize the
importance of this assessment, illustrating their understanding of the design needs for the project.
Based on their design experience on previous projects and the completeness of their proposal,
staff recommends PCLD for this design project.
California Government Code 4526 prescribes selection of architectural and engineering services
to be based on demonstrated competence and professional qualifications necessary for the
satisfactory performance of the services required and does not authorize the selection of
professional architect and engineering services based on cost. The City was able to reach an
agreement with PCLD at a fair and reasonable price.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds from Landscape Maintenance District Fund 357 (Zone 2008-1) were previously
appropriated into the project Expenditure Account B1012357-5161.001.
2
ATTACHMENTS
Location Map
Exhibit A Scope of Work available in the City Clerk's Reading File
Exhibit B Table of Scope and Fees available in the City Clerk's Reading File
Contract for Pacific Coast Land Design, Inc available in the City Clerk's Reading File
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Rye Canyon Road Median Landscape
Project No. 81012
1
EXHIBIT 'A'
SCOPE OF WORK
TASK 1 PRELIMINARY INVESTIGATION
SUB -TASK 1.1 SITE INVESTIGATION
After reviewing City provided mapping and background data, Pacific
Coast Land Design and Hunsaker will walk the site with the City Project
Manager. PCLD will note existing conditions that will effect the landscape
design and review possible locations for the new water and electrical
service points of connection.
The team will identify the items to be catalogued through field surveying
(e.g. utilities, existing irrigation facilities (if any), traffic signs, limits of existing
stamped concrete to remain), as well as any other conditions that may
require team coordination and/or other agencies.
OUTPUT 1. Map of existing conditions for development of design base map.
2. Determine limits of supplemental field survey and features to be
catalogued on the base sheet.
SUB -TASK 1.2 EXISTING UTILITY RESEARCH AND MAPPING
Along with the initial site investigation and the supplemental survey,
Hunsaker will contact dry and wet utility companies and agencies to
obtain record drawing information to document existing utilities within the
work area. Record utility maps will be compiled onto an existing utility
base map used for design. Dig Alert twill be contacted to obtain a list of
providers and utility, owners for the project area. A letter and map will be
sent to each entity on the list with a request for maps or a clearance
statement. Hunsaker will compute alignments of subsurface utilities from
record maps and atlases received in response to requests. Subsurface
alignments will be oriented and adjusted to the digital base map using the
surveyed locations of surface features where possible.
OUTPUT 1. Existing Utility Base Map.
SUB -TASK 1.3 SUPPLEMENTAL FIELD SURVEY
Hunsaker will perform a field survey within the limits of the existing medians.
The field survey will locate surface utilities such as manholes, valves, paint
marks, poles, meters, and other visible utility features. The engineer will
download and compute field survey data. Surveyed features will be
added to digital base map on identifiable layers.
OUTPUT 1. AutoCAD drawing file of the surveyed features.
2. Surveyor's notes, vicinity map, legend, and a control point listing with
descriptions and coordinates will be added to the project design
cover sheet.
Rye Canyon Road Median Landscape, City Project B1012 City of Santa Clarita
EXHIBIT `A'
SCOPE OF WORK
SUB -TASK 1.4 DIGITAL PROJECT BASE MAP
Following completion of the Site Investiaati, Field Survey and DNrity
Research & Mapping, Hunsaker will produce a digital project base map
from a combination of sources including the City provided median plans,
City GIS aerial, acquired utility information and the gathered field survey
data.
OUTPUT 1. Digital project base map in AutoCAD format at 1" = 20' resulting in (3)
24" x 36" 'D' size sheets to be used for design purposes.
SUB -TASK 1.5 STAMPED CONCRETE AND SOIL CORING (WITHIN MEDIANS)
Earth Systems Southern California (ESSC), along with subcontracted
laborers and concrete coring professionals will perform exploration within
the medians at 5 locations determined by the City PM and PCLD during
the initial Site Invesfiaation. Prior to starting exploration, test locations will
be marked, and Underground Service Alert will be notified with at least 48
hours notice before excavation will start. In addition, traffic control (if
required) will be coordinated with Hunsaker survey
The team anticipates an 8 inch square core will be cut through existing
median concrete or asphalt by City Staff prior to advancing 3.5" hand
auger borings. All borings will be advanced to depths of approximately 6
feet, and logged by a project geologist. Core samples of the soils that are
encountered will be obtained from each boring at depths of 24 and 72
inches below existing grade. The depth of the existing median concrete/
asphalt and base will be noted to define removal and soil import
quantities. Borings will be backfilled with cuttings generated during the
excavation process.
Samples will be returned to ESSC's laboratory for testing. Testing will
include approximately 10 (i.e. 2 per boring) measurements of in-situ density
and moisture content (to help determine whether soils are native or
previously compacted fill materials), and approximately 5 (i.e. one per
boring) short hydrometer tests (to determine clay contents for correlation
with permeability characteristics). Five additional samples will be sent to a
subcontracted specialty laboratory (Fruit Growers Laboratories) to provide
nutrient analysis agronomic testing.
The scope of the median coring is based on the City requested data to be
gathered on the soil subgrade. It is anticipated that this scope item will be
reviewed with the City PM at the Project Kick-off meeting and assessed
during the initial site visit to determine if the number of testing locations
can be reduced.
Rye Canyon Road Median Landscape, City Project 131012 City of Santa Clarito
EXHIBIT `A'
SCOPE OF WORK
OUTPUT 1. Geotechnical Report containing test results for all core samples with
permeability interpretations, and recommendations to facilitate ade-
quate permeability within the planted section.
2. Agronomic soils report with recommended actions to amend the soils
for planting and irrigation.
SUB -TASK 1.6a PAVEMENT CORING AND EVALUATION (OPTIONAL)
Irrigation sleeves across Rye Canyon and between the median noses are
expected. PCLD will coordinate with Pavement Engineering, Inc. (PEI) to
perform pavement coring and pavement evaluations with section and
base inventory. The coring information will be provided in the locations
where the proposed new sleeves would impact the roadway section.
Products will be defined at the direction of the City PM should the services
be required.
SUB -TASK 1.6b UTILITY POTHOLING (OPTIONAL)
There is a high likelihood that subsurface utilities exist in close proximity to
the proposed roadway crossings as anticipated above. PCLD will work with
C Below Subsurface Imaging to perform utility potholing. Work will include
saw cutting/coring, vacuum excavation (water or air knife), backfill,
patching, cleanup, and removal of debris.
A report on the findings will be produced and the information added to
the digital basemap. Products will be defined at the direction of the City
PM should the services be required.
TASK 2 PROJECT MANAGEMENT
SUB -TASK 2.1 KICK OFF MEETING WITH WRITTEN SUMMARY
Review and possibly adjust proposal scope of work and schedule. Discuss
communication & documentation format between City, consultants, utility
companies and reviewing agencies. The list of Project Development Team
(PDT) members will be established including the City PM and necessary
City Staff, PCLD, Hunsaker and affected utility companies and Reviewing
Agencies deemed appropriate by the City.
City to transfer site information to Consultant. Consultant/Staff meeting
schedules and date of 60% submittal will also be discussed.
Team will discuss project overview including known site issues and needed
information.
OUTPUT 1. Kick-off Meeting Agenda
2. Meeting Minutes including any revised scope or schedule changes.
3. PDT contact list.
Rye Canyon Road Median Landscape, City Project B1012 City of Santa Clorita
EXHIBIT 'A'
SCOPE OF WORK
TASK 2 PROJECT MANAGEMENT
SUB -TASK 2.2 DETAILED PROJECT SCHEDULE
Produce project schedule for review at kick-off meeting. Define submittal
dates and periods for City review, update schedule as needed through
the course of the project.
OUTPUT 1. Up to date project schedule for review at City review meetings.
SUB -TASK 2.3 CONDUCT MONTHLY PROJECT DEVELOPMENT TEAM (PDT) MEETINGS
Pacific Coast Land Design will conduct the monthly meetings to review the
progress of the project, discuss resolution of any issues such as utility
coordination that may affect the scheduled completion of the project.
The meetings will include affected utility agencies as appropriate at the
direction of the City PM. PDT meetings shall be scheduled at every City
review period if possible to discuss City comments.
(5) total meetings anticipated.
OUTPUT 1. Meeting Agenda
2. Meeting minutes
3. Schedule Updates with revised submittal dates
SUB -TASK 2.4 PREPARE MONTHLY PROGRESS REPORTS
Project progress reports shall be prepared and submitted to the City on a
monthly basis to monitor scope, anticipated work and tasks for the
upcoming month, indicate accomplished tasks, schedule and
budget. Format shall be approved by the City.
OUTPUT 1) Summary report of project progress.
SUB -TASK 2.5 QUALITY ASSURANCE/QUALITY CONTROL PLAN
Quality Assurance and Quality Control are two critical steps applied to all
Pacific Coast Land Design projects. PCLD will implement an internal QA/
QC plan through the entire duration of the project. Submittals of both
plans and specifications will be compiled prior to scheduled delivery dates
to the City and internally reviewed and checked by the Managing
Principal. Review comments are distributed to the project team for
correction prior to final submittal to the City for review.
OUTPUT 1) Quality Control Plan and Check list.
SUB TASK 2.6 ATTEND PUBLIC MEETING AT DIRECTION OF GITY (OPTIONAr
,o 4th -Golly -12M.
Rye Canyon Road Median Landscape, City Project B1012 City of Santa Clarito
i
EXHIBIT 'A'
SCOPE OF WORK
TASK 3 DESIGN
SUB-TASK3.1 PRELIMINARY DESIGN PLANS (60% CONSTRUCTION DOCUMENT SUBMITTAL)
Prepared with the digital mapping and the studies conducted during Site
Investigation, PCLD and its consultants shall develop preliminary design
plans defining the proposed refurbishment of the planted medians.
This submittal will provide the City with the opportunity to review the pro-
posed design prior to production of full construction documents and tech-
nical specifications. This set of plans will include a draft copy of all plan
sheets. Draft technical specification sections will be included with head-
ings tied to an itemized Bid Schedule with costs.
The intent is to give the City the opportunity to review proposed solutions
for making use of the existing irrigation facilities, the planting concept
showing the proposed layout of the new trees and shrubs as well as the
limits of demolition and proposed solution to facilitate permeability in the
planted soil section.
The following products will be produced for the 60% Submittal:
1. Project Cover sheet - (1 sheet) Includes sheet index, consultant & utility
contact info & General notes.
2. Traffic Control Plans - (2 sheets, 1" = 40')
3. Demolition, Removals & Protection Plans (3 sheets, 1"= 20')
4. Preliminary Hardscape Layout & Planting Plans (3 sheets, 1" = 20')
5. Hardscape, Subsurface Drainage & Planting Details (2 sheets)
6. Preliminary Irrigation Plans (3 sheets, 1" = 20')
7. Irrigation Details & AB 1881 Water Use Calculations (3 sheets)
8. Bid Schedule to match City format—will include itemized costs and
function as the preliminary cost estimate to assist with design analysis
and construction budgeting.
9. Technical specifications in draft form
Following review of the 60% Plans and Specifications, the Design Team will
meet with the City Project manager to review the City comments and cor-
rections before moving to production of the 90% Construction Documents.
All City review comments will be processed by PCLD and distributed to the
design team.
Rye Canyon Road Median Landscape, City Project 81012 City of Santa Clarity
EXHIBIT 'A'
SCOPE OF WORK
SUB -TASK 3.2 CONSTRUCTION DOCUMENTS (90% SUBMITTAL)
Following the review of the 60% plans, the design team will move to
produce the 9017. plans and specifications. The ultimate goal of this
submittal is to produce a final plan set for review by all required City
departments. The team will make corrections and revisions to the plans per
the City 60% comments and will result in nearly complete versions of the
listed products below.
OUTPUT The following products will be produced for the 90°% Submittal:
1. Project Cover sheet - (1 sheet) Includes sheet index consultant & utility
contact info & General notes.
2. Traffic Control Plans - (2 sheets, 1" = 40')
3. Demolition, Removals & Protection Plans (3 sheets, 1" = 20')
4. Hardscape Layout & Planting Plans (3 sheets, 1" = 27)
5. Hardscape, Subsurface Drainage & Planting Details (2 sheets)
6. Irrigation Plans (3 sheets, 1" = 20')
7. Irrigation Details & AB 1881 Water Use Calculations (3 sheets)
8. Bid Schedule to match City format—will include itemized costs
9. Technical specifications in final form
Following review of the 907o Plans and Specifications, the Design Team will
meet with the City Project manager to review the City comments and
corrections before moving to production of the 100% plans.
All City review comments will be processed by PCLD and distributed to the
design team.
SUB -TASK 3.3 CONSTRUCTION DOCUMENTS (10076 SUBMITTAL)
Following the review of the 907o plans, the design team will move to
produce the 1007o plans and specifications. These documents will be
completed and submitted to the City for final review of the project by
affected City departments and will undergo a constructability review by
City
Construction Inspector Staff
OUTPUT 1. 100% completed Plans, specifications and estimates for final City
review and comment.
SUB -TASK 3.4 ISSUE PLANS AND SPECIFICATIONS FOR BID
PCLD understands that final, minor comments will be issued following City
review of the 1007o plans and specifications. These corrections will be
made to the project documents and the bid set will be published on Mylar
with stamp and signature.
OUTPUT 1. Completed project plans, printed on Mylar with stamp and signature.
2. Completed project specifications with itemized bid schedule including
project quantities.
3. Project quantify breakdown with back-up for City records.
Rye Canyon Road Median Landscape, City Project 81012 City of Santa Clarita
32
CONSTRUCTION DOCUMENTS 90%SUBMTRAL
321
Project Cover sheet Including sheet index, consultant & utility contact info
and General notes
2
$
180
322
Final Traffic Control Plan (2 sheets, 1" = 40') Hunsaker. Civil LUMP SUM
420
32.3
Demolition, Removals & Protection Plans f3 sheets. 1" = 20'1 Hunsoker. Civil LUMP SUM
$
420
32A
Final Hardsca e Layout & PlantingPlans 3 sheets, 1" = 20'
4 24
$
2,680
32.50
Final Hardscape, Subsurface Drainage & Planting Details (3 sheets)
3 1 3
660
32.5b
Civil - development of subsurface drainage details Hunsaker. Cfvn (LUMP SUM)
$
315
32.6
Final lm ation Plans 13sheets. l"=20' 2 6 24$
3,240
32.7
Final Irrigation Details & AB 1881 Water Use Calculations (3 sheets) 1 5
$
580
32.9
lQosted Bid Schedule to match City format (Updated Cost Est.1 1 4 4
1.030
32.100
Final Technlcalspecifications; w measurement& payment 1 1 6 1 1
$
930
32.106
1CMI- Final Technical specfications sections Hunsakec CIA LUMP SUM)
$
630
Meet with CIN to review City comments on 90% plans.
(included above In
$
Sub -Task 39: CONSTRUCTION DOCUMENTS 90%SubmRla
11,085
3.3
CONSTRUCTION DOCUMENTS 0007, SUBMITTAL
33.1
100% Project Cover sheet including sheet index, consultant & utility contact 1
$
90
33.2
100% Traffic Control Plan (2 sheets. l"=40' Hunsaker. Civil flUUMV SUM
368
33.3
100% Demolition. Removal& & Protection Plans 13 sheets, F= 20'1 Hunsaker. Civil (LUMP SUM)
$
315
33.4
100%Hardscape Layout & Planing Plans (3 sheets. I"= 20') 1 6
$
670
3.35
100%Hardsca e, Subsurface Drains e & Plarning Details3sheets1 2
$
310
33.6
100%Inlalion Plans 3she ets, l'=20' 1 8
$
850
33.7
100% litigation Details & AB 1881 Water Use Calculations (3 sheets) 2 8
$
980
33.9
Costed Bid Schedule to match City format Final Cost Estimate 2 3
$
530
33.10a
100% technical s edicaions w/ measurement & payment 4
520
3.3.10b
Civil- I=Technicals eclficaions sectionsHunsaker. Civil JUIMPSUMI
$
630
Meet With City to review CIN comments on 100% pians.
included above In TASK 9 - PROJECT MANAGEMENTI
$
Sub.Task 3.3: CONSTRUCTION DOCUMENTS I00%SubmRtal
$
5,263
3.4
IISSUE PLANS & SPECIFICATIONS FOR BID
34 is
Final revisions to plans and specifications per City review of the 10D%
submittal. Print & sign m lar Bid Set
4
8
$
1,240
3.4.16
lCivil- revisions per 100% review, issue signed Mylor bid lansHunsoker.
CMI LUMP SUMI
473
Sub -Task 3A: PLANS & SPECIFICATIONS FOR BID
1,713
TASK 3: Total PCLD HOUR 1 9 1 65 1 159 0
SUBTOTAL TASK 3: DESIGN
IJ3
REIMBURSABLE EXPENSES
Draft Plan Sets 1 per submittal 1 B plan sheets x $600/sheet x 4 City reviews 13 formol, n Ininrmal)
$
756
Final signed Mylars for completed bid set- 18 plan sheets x $21.00/sheet
$
378
TOTAL LANDSCAPE ARCHITECTURAL DESIGN FEES - (PACIFIC COAST LAND DESIGN)
$
35,739
TOTAL SU&CONSULTANT FEES HUNSAKPR-CIVIL/SURVEY
15.750
TOTAL SUB -CONSULTANT FEES fLANITISYSTEMS1
$
7,150
TOTALPROJECT DESIGN
' Sub -Consultant fees Include 5% administration charge for processing
Relmbueable Expenses:
Reproduction of all documents and postage and shipping charges requested by the City in addition to those listed above shall be pold shall be paid for at
cost plus I S% for handing.
EXHIBIT'B'
TABLE OF SCOPE AND FEES
TASK T: YPRELIMINARY INVESTIGATION -
Principal
Pro' Mgr
DesignerI
Admin
Fee
TASK DESCRIPTION
S 150
$ 130
$ 901$
75
1.1 Site Investigation
7SUB-TASK
1 1 7 Initial field visit w/Civil Engineer & City PM; include follow-up documentation
and meeting notes
6
5 2 $ 1,500
1.1.2 Civil Engineer initial field visit
Hunsaker. Civil (LUMP SUM) $ 368
Sub -Task 1.1: SRe Inveftationj S 1,868
1Z ExIsfing Utility Research&Wapping Hunsaker. Civil ILUMP SUM) $ 1260
SUB -TASK 1.2: UHIRV Research & Mainsingi $ 1,260
1.3 IFIeld Survey Hunsaker. Survey LUMP SUM
$ 4,725
SUB -TASK 1.3: Field Surveyl
5 4,725
1.0 1 Digital Protect Base Map Hunsaker. Civil LUMP SUM)
$ 1.943
SUB -TASK I A; DI Rai Prolect Base Meal
S 1,943
1A Stompsell Concrete a Soil Corin
1.5.1 Cortina & Feld Exploration Activities 5 Locations totaill Earth Systems: Geotech ILUMP SUM) $ 3.570
1.5.2 jAgnmomic Soils Testing IS moisture density tests,5permeability) Earth Systems: Geotech LUMP SUM) 1 $ ism
1.5.3 Geotechnical Report with recommendations Earth Systems: Geotech LUMP SUM $ 2,100
SUB -TASK 1.5: Stamped Concrete 6 Soil Coding 7.508
TASK 1: Total PCL) Homs r, 0 5 12 13
SUBTOTAL TASK 1 :PRELIMINARY INVESTIGATION $ 17,303
TASK2:: PROJECT MANAGEMENT: Principal Pro]M_W Designer. Admin
Fee
SUB -TASK TASK DESCRIPTION 150 130 90 $ 75
1
2.1 Kick-oM
il eeRn wRh Written Summary
2.1.1 Develop meeting agenda, attendance at meeting, meeting nates. PDT list 6 4 $ 1,140
2.1.2 ICIYII Engineer - attendance at Project Kick-off meeting Hunsaker: CNII ILUMPSUM $ 368
Sub -Task 2.1: Kick-off Neefing with WrMen Summa 1,508
2.2 1 Detailed Project Sc hod ule I 1 5 1 1$ 1190
Sub -Task 2.2: Detailed Project Sched uie 890
2.3
Conduct Monthly Project Development Team Meetings
221
Develop meeting agenda, attendance at meeting, meeting notes, contact
re ulred a encies/utilities 5 freeman total
18
9
2 $ 3,30D
2.22
jCIvII Engineer- attendance at PDT and plan review mtg II total) I
Hunsaker. Civil (LUMP SUM $ 368
Sub -Task 2.3: Monthly Project Development Team Meanings I S 3.668
2.4 Pre are Monthly Protress Report I I 1 6 1 1 $ 930
Sub -Task 2.4: Prepare Monthly Progress Reporil $ 930
2.5 10--IUY Assurance/Q.alfty Control Plan 1 8 1 3 1 1 i
$ 11590
Sub -Task 2.5: Quality Assurance Quality Control Plan
11590
2d
Rulls Tests Rest, A
S
TASK 3: Total PCLD Noua 10 3& 14 2 64
SUBTOTAL TASK 2: PROJECT MANAGEMENT $ 8,585
TASK 3: DESIGN 0 1h
Principal.. Proj M r Designer Admin
Fee
SUB -TASK TASK DESCRIPTION
$ 150 130 $ 90 75
3.1 PRELIMINARY DESIGN PLANS 60%SUBMITTAL)
3.1.1 Project Cover sheet Including sheet index, consultant & utility Into, notes 2 4 $ 620
3.1.2 Traffic Control Plan 2 sheets, 1" =40' Hunsaker. Civil LUMP SUM) $ 1.155
3.1.3 Demolition, Removals & Protection Plans 3 sheets, 1"= 20'j Hunsaker. Civil (LUMP SUM) $ 1.260
3.1 A Hardsca e Lavout & Planting Plans 3 sheets, l• = 20' 1 6 1
22 $ 2,910
3.1.5a Hardsca e, Subsurface Drainage & Planting Details 2 sheep 1 2 1
4 1 $ 770
3.1.5b Civil - development of subsurface drainage details Hunsaker. Civil ILUMP SUM) $ 683
3.1.6 Irn ation Plans 3 sheets. 1" = 20' 2 4 20 $ 2,620
3.1.7 Irn ation Details & AS 1881 Water Use Calculations 3 sheets 2 1 6 1 $ 800
3.1.9 Costed Bid Schedule to match City format (Prelim. Cost Estimate) 4 5 $ 970
3.1.10o Draft Technical specifications 1 6 $ 930
3.1.I0b Civil - Technicalspecifications sections. Hunsaker: Civil ILUMPSUM) $ 840
Meet with City to review City comments on 60% plans
Included above in $
Sub -Task 3.1: PRELIMINARY DESIGN PLANS 60%Sub mMa1 13558
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
PACIFIC COAST LAND DESIGN, INC.
Contract No. 14-00118
This AGREEMENT is entered into this _ day of 20by and
between the CITY OF SANTA CLARITA, a municipal corporation and general law city
("CITY") and PACIFIC COAST LAND DESIGN, INC., a landscape architect design 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 fifty eight thousand six hundred thirty nine dollars ($58,639) 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 `B," 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 home
by CONSULTANT.
Revised 1/2011
Page 1 of 10
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 "B") 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. ADDMONAL 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 term of this Agreement will be from April 2014 to April 2015. 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 112011 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.
I&IO Y DI 93I1EA VOWN
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
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
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
Limits
Commercial general liability:
$1,000,000
Professional Liability
$1,000,000
Business automobile liability
$1,000,000
Workers compensation
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 C]TY 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
re ;uirements 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 U2011 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:
Pacific Coast Land Design, Inc.
3639 Harbor Blvd., Suite # 107
Ventura, CA 93001
Attention: Mike Zielsdorf
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
Attention: Tara Leigh Concepcion
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 "1" of the
CITY's Conflict of Interest Code:
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
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 112011 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/are _ ( ) 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 1/2011 Page 8 of 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.
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Revised 12011
Page 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and
year first hereinabove written.
FOR CONSULTANT:
m
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
m
City Manager
Date
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
Revised 1/2011 Page 10 of 10