HomeMy WebLinkAbout25F - AGMT - LANDSCAPE CONSULTING SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 18, 2014
TITLE:
AMENDMENT TO THE AGREEMENT WITH
TATSUMI AND PARTNERS, INC., FOR ON-
CALL LANDSCAPE ARCHITECTURE
CONSULTING SERVICES
CITY MA14GER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
:--:• 11
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2 "d Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute a first amendment to the agreement
with Tatsumi and Partners, Inc., subject to nonsubstantive changes approved by the City Manager
and City Attorney, to provide additional on -call landscape architecture consulting services in the
amount of $67,349, for a total not -to- exceed amount of $367,349, expiring on June 30, 2015.
DISCUSSION
Approval of this recommended action will extend the professional services contract agreement with
Tatsumi and Partners, Inc., (Tatsumi) to include preparation of plans, specifications, and a cost
estimate (contract documents) for the Pacific Electric Park project, as is identified in the 2013/2014
Capital Improvement Program. These contract documents will be used to competitively bid and
construct the project.
On March 2, 2009, the City Council authorized an agreement in the amount of $300,000 to Tatsumi to
provide on -call landscape architectural services. Tatsumi has provided high - quality professional
services for a variety of City projects, including the McFadden and Fairview Triangle bicycle rest
stops, the Edna Park improvements, and the Santiago Park Vernal Pool improvements.
The Public Works Agency requested a proposal from Tatsumi to prepare contract documents for the
Pacific Electric Park project under the existing on -call services agreement. Tatsumi's proposed fee for
this work is $216,346, which is $67,349 more than the contract's unexpended balance of $148,997. A
review of the proposed fee to the Scope of Work for this project determined that the fee is reasonable
and appropriate. With the exception of the Scope of Work and Compensation, all terms remain
unchanged, with the amended agreement remaining in effect until funds are expended or until the
agreement terminated.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
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Amendment to Agreement for On -Call Landscape
Architecture Consulting Services
February 18, 2014
Page 2
FISCAL IMPACT
Funding is available in the Community Development Block Grant Fund (Account 13518783 - 66220).
Edwin "William" palvez, P.E.
Interim Executive Director
Public Works Agency
Interim Executiv irec
Community Dev lopment Agency
WG /SF
APPROVED AS TO FUNDS AND ACCOUNTS:
ER�ltticoeZhT°a� \. ..
Francisco Gutierrez 0151
Executive Director
Finance & Management Services Agency
Exhibit: 1. Amendment to Agreement with Tatsumi and Partners, Inc.
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FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT is entered into on February 18, 2014,
by and between Tatsumi and Partners, Inc., a California corporation ( "Consultant ") and the City
of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ( "City ").
RECITALS:
A. The parties entered into that certain Agreement # A- 2009 -022, dated March 2, 2009,
(hereinafter "said Agreement ") by which Consultant has provided engineering and landscape
architecture services.
B. In accordance with the terms and conditions of said Agreement, the parties wish to amend the
Scope of Services and increase compensation to pay for the additional services.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this First Amendment to
Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be amended to read in full, as follows:
"Consultant shall provide all engineering and landscape architecture services, labor,
materials, tools, equipment, services and incidental customary work required to fully and
adequately prepare and deliver the final Plans, Specification and Estimates (PS &E); and
provide construction administration for the development of the Pacific Electric Park, as set
forth in Consultant's Proposal dated December 10, 2013, attached as Exhibit A to this
Agreement, and incorporated by reference. In providing such services, Consultant shall
adhere to the City's CADD standards.
2. Section 4, COMPENSATION, shall be deleted in its entirety and replaced with the following:
"a. City agrees to pay, and Consultant agrees to accept as total compensation for
services provided for the design and construction administration of the Pacific Electric Park a
total amount of $216,349.00, at the rates and fees set forth in Exhibit A -1. The total amount
to be paid for all services pursuant to said Agreement shall not exceed $367,349.00, during
the term of said Agreement.
b. Invoices
i. Consultant shall submit a monthly invoice to the City by the fifteenth of the
month, for the services rendered in the prior month.
ii. All invoices for work performed under said Agreement shall be submitted in a
format approved by the City. Invoices shall include the following information at a minimum:
(a) Consultant's invoice number
(b) Beginning and ending dates for services
(c) City project number and /or name (if applicable)
(d) Work site address /location (if applicable)
(e) Tasks or deliverables completed, and percentage ( %) of total services completed.
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c. City shall, within forty -five (45) days of receipt, review and make payment on the
invoice. City shall retain fifteen percent (15 %) of the invoice amount from each payment
until the completed Project has been accepted by the City."
3. Section 5, TERM, shall be deleted in its entirety and replaced with the following:
" This Agreement shall commence on March 2, 2009, and terminate on June 30,
2015, unless terminated earlier in accordance with Section 14, below. The term may be
extended in writing by the City Manager."
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement
on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SON LA R. CARVALHO
City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
TATSUMI AND PARTNERS, INC.
DAVID H. TATSUMI
President
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EXHIBIT A -1
Project: Pacific Electric Park
Subject: Proposal for Landscape Architectural Services
TAP No.: 2009643.12.00 R2
PROJECT UNDERSTANDING
Utilizing the design concept drawing provided by City, Consultant will begin work at the
design development phase and move forward through preparing the full PS &E
package.
SCOPE OF WORK
TASK I — PRELIMINARY DEVELOPMENT ($13,216.00)
1. Kick -off Meeting: Tatsumi and Partners (Tatsumi) will attend a kick -off meeting
with the City to review the wants, needs, and requirements of the site.
(Tatsumi)
2. Site Visit: Tatsumi personnel will conduct a visual and photographic survey
and note existing above- ground conditions and features. (All)
TASK II — Design Development ($51,246.00)
Utilizing the conceptual design that was provided as a point of beginning design
development will begin with;
1. Preliminary Engineering — Bas ®mapping (site and utilities) & Preliminary Site
Plan Coordination will occur. (CW)
2. Preliminary CAD base development — Based on the Preliminary Engineering A
preliminary design development cad layout of the proposed park layout will be
developed and submitted to the city for review and comment. (Tatsumi)
3. Geotechnical Analysis of the site will begin with data review, subsurface
exploration, laboratory testing and analysis /reports (including agronomic soils
est). (DYA)
TASK III — 65% PS &E ($91,562.00
Upon approval of the Preliminary cad base layout the 65% PS &E preparation will
begin.
1. Prepare Civil Design Plans (CW)
a. Site Erosion Control Plan.
b. Site Grading and On -Site Drainage Plan.
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c. Site Utility Plan (Water and sewer for the restroom building).
d. Construction Details Plan.
e. Civil Specifications.
f. Civil Construction Cost Estimate.
2. Construction Staking Plan, Legend, Notes, Details, and Specifications (Tatsumi).
3. Construction Schedule of Materials (Tatsumi)
4. Site Element Details (Tatsumi)
5. Architectural Plans (DKY).
a. Site & Floor Plans
b. Reflected Ceiling Plan.
c. Roof Plan.
d. Interior Elevations.
e. Finish Schedule,
f. Door Schedule.
g. Interior & Exterior Details.
h. Foundation & Framing Plan, General Notes, Foundation and Framing Details.
i. Mechanical /Plumbing Plans, Mechanical HVAC Plan, Plumbing Plan, Plumbing
Fixture Schedule, Legends, Abbreviations, Mechanical &
Plumbing Details, Title -24.
j.Calculations.
k. Specifications.
I. Structural Engineering Calculations.
6. Electrical Plans (OMB)
a. Complete Pedestrian walkway, Park and Landscape Lighting Plans.
b. Power to Irrigation Controllers.
c. Amphitheatre Lighting.
d. Computerized Footcandle Calculations.
e. Specifications.
f. One Line Diagrams.
g. Electrical Load Calculations.
h. Panel Schedules, Details, Diagrams, Equipment Elevations and Legends.
i. Meetings.
7. Planting Plan, Legend, Notes, Details, and Specifications (Tatsumi),
8. Irrigation Plan, Legend, Notes, Details, and Specifications (Tatsumi).
9. Estimate of Probable Landscape Construction Costs. (Tatsumi).
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TASK IV — FINAL PS &E ($46,695.00)
Upon approval of the Preliminary cad base layout the 65% PS &E preparation will begin.
1. Prepare Civil Design Plans (CW)
a. Site Erosion Control Plan.
b. Site Grading and On -Site Drainage Plan.
c. Site Utility Plan (Water and sewer for the restroom building).
d. Construction Details Plan.
e. Civil Specifications.
f. Civil Construction Cost Estimate.
2. Construction Staking Plan, Legend, Notes, Details, and Specifications (Tatsumi).
3. Construction Schedule of Materials (Tatsumi)
4. Site Element Details (Tatsumi)
5. Architectural Plans (DKY).
a. Site & Floor Plans
b. Reflected Ceiling Plan.
c. Roof Plan.
d. Interior Elevations.
e. Finish Schedule.
f. Door Schedule.
g. Interior & Exterior Details.
h. Foundation & Framing Plan, General Notes, Foundation and Framing Details.
i. Mechanical /Plumbing Plans, Mechanical HVAC Plan, Plumbing Plan,
Plumbing Fixture Schedule, Legends, Abbreviations, Mechanical &
Plumbing Details, Title -24.
j. Calculations.
k. Specifications.
I. Structural Engineering Calculations.
6. Electrical Plans (OMB)
a. Complete Pedestrian walkway, Park and Landscape Lighting Plans.
b. Power to Irrigation Controllers.
c. Amphitheatre Lighting.
d. Computerized Footcandle Calculations.
e. Specifications.
f. One Line Diagrams.
g. Electrical Load Calculations.
h. Panel Schedules, Details, Diagrams, Equipment Elevations and Legends.
i. Meetings.
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7. Planting Plan, Legend, Notes, Details, and Specifications (Tatsumi).
8. Irrigation Plan, Legend, Notes, Details, and Specifications (Tatsumi).
9. Estimate of Probable Landscape Construction Costs. (Tatsumi).
TASK V— CONSTRUCTION ADMINISTRATION ($13,628.00)
Following the award and signing of the construction contract, construction administration support
services will begin. These services will include the following items:
1. Civil Engineering (CW)
a. Respond to civil related RFI's and shop submittals.
b. Attend two (2) site meetings.
c. Prepare as -built plans (based on City /Contractor provided redlined plans).
2. Architecture (DKY)
a. Assist the city to issue construction documents to general contractors for
bidding.
b. Respond to general contractors' questions, issue addenda and
clarifications as required.
c. Respond to Contractor's questions (RFI's) during construction.
d. Issue clarifications and addenda as required.
e. Review shop drawings and submittals as required.
f. Attend two (2) site meetings to review construction progress.
g. Perform a final "punch list' observation to create a list of deficient items
(one site visit by each discipline included).
3. Landscape (Tatsumi)
a. Attend two (2) Site meetings during construction.
b. RFI Processing. Tatsumi will respond with clarifications to landscape and
irrigation - related Requests for Information. Fee assumes up to four (4) RFI's.
c. Planting and Irrigation submittal reviews. Tatsumi will review the Contractor's
submitted tear sheets and other information regarding the planting and irrigation
materials.
SUBMITTALS
All PS &E submittals will be electronic. Tatsumi will provide one (1) set of .pdf files
with B &W full size .pdf files of the Irrigation and Planting Plans, Cost Estimate and one
(1) set of B &W 11"xI T' .pdf files of the Irrigation and Planting Plans on a DVD /CDRom
for the City's reproduction use.
FEES
The proposed lump sum fee for services described in this Scope of Work is Two
Hundred Sixteen Thousand Three Hundred Forty Nine Dollars and No Cents
($216,349.00.00).
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ASSUMPTIONS
1. The limit of Tatsumi's work is the open space area on the north side of McFadden Avenue
between Maple Street and Orange Avenue.
2. The City will provide Tatsumi with digital base plans and other relevant project data for the
sites including, but not limited to: all design alternatives (design concepts, treatments, colors
and proposed materials), owner preferred option /s, elevations, safety sight line data;
easements; above - ground and below - ground utility locations; utility easement locations;
topographic information; drainage data; and other information which may impact the
placement of structural and landscape architectural elements for use in the preparation of the
construction documents.
3. The City will provide Tatsumi with CAD digital base plans and all electronic files necessary for
completion of the project in a usable format, as well as other relevant project data.
4. The City will provide any and all State, Federal, County, City, and Agency landscape
standards.
5. The City will provide any and all County, City, and Agency CADD standards.
6. All submittals will be electronic — no hard printed sets.
7. Tatsumi will not be required to obtain and /or pay for any permits, licenses and necessary
notices required by law that are associated with the performance of the Scope of Services
and Project.
8. Liquefaction mitigation or deep foundations will not be feasible for this project and any
proposed structures will be supported on mat foundations that can tolerate settlement during
a seismic event.
9. Recommendations for liquefaction mitigation and /or deep foundations are not included.
10. Soil and groundwater are not contaminated or hazardous.
11. Borings backfilled with cuttings.
12. Geotechnical observation, checks, or plan reviews during construction are not included.
13. No adjacent street improvements, widening's, or modifications are expected.
14. It is assumed that water and sewer facilities are located in the adjacent streets with sufficient
capacity to serve the project improvements.
15. It is assumed that the project drainage improvements can be connected to the existing catch
basin and /or storm drain system located in McFadden Avenue.
16. The proposed stream can also be utilized as a drainage swale and runoff treatment device
during storm events.
17. Off -Site Drainage Report is not included in the scope and fee.
18. Traffic Handling Plans are not included in the scope and fee.
19. LEER- related calculations or documentation are not included in the scope and fee.
20. Security, sound and /or audio- visual systems are not included in the scope and fee.
21. Demolition plans and relocation of existing utilities are not included in the scope and fees.
22. Train electrical equipment design is assumed to be designed and provided by others,
Tatsumi will provide a single point power connection for the train equipment.
23. As- Builts are not included in the scope and fee and may be added as an extra service.
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