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HomeMy WebLinkAbout2003-03-11; City Council; 17096; Amendment to Agreement for Design Services0 w > 0 e 0, a a .. z 0 F 0 a 0' J z 3 0 0 CITY OF CARLSBAD -- AGENDA BILL AB# 17, nqc; TITLE : AMENDMENT #2 TO CONSULTANT MTG. 311 I /03 AGREEMENT FOR DESIGN SERVICES FOR PINE CITY ATTY DEPT. Recreation SCHOOL PARK CITY MGR- I RECOMMENDED ACTION : Adopt Resolution No. 2003-064 approving Amendment #2 to the Consultant Agreement for Park Master Plan Services for Pine School Park with Schmidt Design Group, Inc.. On January 21 , 2003, the City Council approved the Park Master Plan for the Northwest Quadrant Community Park (Pine School Park) in concept and directed staff to proceed with project entitlements. An amendment to the original agreement, increasing the consultant's scope of work, is necessary to prepare the required design exhibits for the Conditional Use Application. Staff is seeking a Conditional Use Permit for the entire Park Master Plan at this time, however, due to budget constraints, the actual construction of the project may be done in phases. The Planning Director has determined that approval of a consultant agreement to prepare xeliminary design exhibits for the Conditional Use Permit submittal is exempt from wvironmental review pursuant to Section 15262 of the CEQA Guidelines (re: feasibility and Aanning studies). The Conditional Use Permit will be required to go through environmental -eview. %CAL IMPACT: Staff has negotiated an agreement with SDG in the amount of $84,592 for the amendment covering preliminary design and permit processing. Sufficient funds are available in the Pine School Park capital project account (Public Facility Fee funds) to cover the cost of the amendment for preliminary design and permit processing. Spent to date for master planning $1 66,189 Proposed amendment for preliminary design 84,592 TOTAL DESIGN (master plan and preliminary design) $250,781 EXHIBITS: 1. Resolution No. 2003-064 2. Location Map 3. Amendment #2 to Consultant Agreement for Park Master Plan Services for Pine School Park with Schmidt Design Group, Inc.. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2003-064 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSLBAD, CALIFORNIA, APPROVING AMENDMENT NO. 2 TO THE EXISTING AGREEMENT WITH THE SCHMIDT DESIGN GROUP FOR PRELIMINARY DESIGN AND CONDITIONAL USE APPLICATION EXHIBITS FOR PINE SCHOOL PARK. WHEREAS, the City Council of the City of Carlsbad, California desires to develop a community park in the Northwest Quadrant of the City to meet the recreational needs of the citizens, and WHEREAS, the Parks and Recreation Element of the General Plan of the City of Carlsbad calls for the development of a community park in the Northwest Quadrant, and WHEREAS, funds have been appropriated in the FY 2002-3 Capital Improvement Program to develop the Pine School Park in the Northwest Quadrant of the City; and WHEREAS, an existing agreement for park master planning and design services was executed on April 12,2002, with the Schmidt Design Group for Pine School Park; and WHEREAS, an Amendment No. 2 to the existing consultant contract is necessary to increase the scope of work for the Schmidt Design Group to prepare preliminary design and conditional use application exhibits; and WHEREAS, Amendment No. 2 has been negotiated with Schmidt Design Group in the amount of eighty nine thousand five hundred and ninety two dollars ($89,592) for a total contract amount to date of two hundred fifty thousand seven hundred and eighty one dollars ($250,781). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That Amendment No. 2 for eighty nine thousand five hundred and ninety two dollars ($89,592) to the existing consultant contract to increase the scope of work for the Schmidt Design Group to prepare preliminary design and conditional use application exhibits is hereby approved. 3. That the Mayor and the City Clerk are hereby authorized and directed to execute Amendment No. 2 to the existing contract with the Schmidt Design Group. 1 c L 1 4 4 d 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council helc on the 11th day of MARCH 2003 by the following vote, to wit: AYES: Council Members Lewis, Kulchin, Hall , Packard ATTEST ?age 2 of 2 of Resolution No. 2003-064 -2- 3 VICINI.TY MAP NOT TO SCALE EXHIBIT 2 Y AMENDMENT NO. 2 TO AGREEMENT FOR PARK MASTER PLAN AND DESIGN SERVICES FOR PINE SCHOOL PARK Schmidt Design Group This Amendment No.2 is entered into and effective as of the ! 4 $4 day of “Agreement”) by and between the City of Carlsbad, a municipal corporation, (“City”), and Schmidt Design Group, Inc., a corporation (“Contractor”) (collectively, the “Parties”) for park master plan and design services. 1 1 Ifikzt-t , 2003, amending the agreement dated April 12, 2002 (the RECITALS A. On April.12, 2002, the City executed an agreement with the Schmidt Design Group for park master plan and design services for Pine School Park; and B. On September. 20, 2002, the Parties executed Amendment No.1 to the Agreement to include additional services to conduct a traffic study; and C. The Parties desire to alter the Agreement’s scope of work to include professional design services related to preliminary design and conditional use permit application exhibits; and D. The Parties have negotiated and agreed to a supplemental scope of work and fee -schedule, which is attached to and incorporated by this reference as Exhibit “A”, scope of services and fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein,-City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit “A’. 2. City will pay Contractor for all work associated with those services described in Exhibit “A not-to-exceed Eighty Four Thousand Five Hundred and Ninety Two dollars ($84,592). Contractor will provide invoices sufficiently detailed to include hours activities and costs for approval by City. . 3. Contractor will complete all 31, 2003. City, on a monthly basis, copies of performed, hourly rates, and related work described in Exhibit “A” by May 4. Amendment No. 2 of the Agreement, as may be amended from time to time, is approved and the Agreement is hereby extended for a period of one year from the date of the expiration of the Agreement (to April 12, 2004). City Attorney Approved Version #05.22.01 1 EXHIBIT 3 5. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 6. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 7. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR ATTEST: CONTRACTOR 0 (print nameltitle)’ ATTEST: **By: (sign here) (print namehitle) If required by City, proper notarial acknowledgment of execution by contractor must be attached. Coruoration, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-president **Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONmR. BALL, City Attorney By: City Attorney Approved Version #05.22.01 2 February 18,2003 Mark S te yaert Park Development Manager Recreation Department City of Carlsbad 1200 Carlsbad Village Dr. Carlsbad, CA 92008 Regarding: Northwest Quadrant Community Park Preliminary Design (Conditional Use Permit) Dear Mark: The following scope of work and fee proposal reflects my understanding of the work that is required for revising the Master Plan booklet and exhibits, Preliminary Design, and completing and submission of the Conditional Use Permit (CUP) application. The CUP portion of this proposal is based on the City of Carlsbad application checklist for Conditional Use Permits, and our meeting with City of Carlsbad staff on December 1 1, 2002. Please review this information and let me know if you have any questions. We are looking forward to continuing our work on this exciting project. The following key consultants are anticipated for this phase of the project and are included in the fee proposal. We have worked extensively with each of the consultants and are familiar with the quality of their service: Civil Engineering FLM Flores, Lund & Mobayed 7220 Trade Street, Suite 120 San Diego, CA 92 12 1 Phone: (858) 566-0626 Architecture Manuel Oncina Architects, Inc. 571 1 La Jolla Boulevard La Jolla, CA 92037 Phone (858) 459-1221 SCHMIDT DESIGN GROUP, Iwc. Northwest Quadrant Community Park - Conditional Use Permit Application 2/18/2003 Page 2 Traffic Engineer Linscott Law & Greenspan 1446 Front Street, Third Floor San Diego, CA 92 10 1 Phone (619) 233-9373 SCOPE OF WORK A. MASTER PLAN REVISIONS 1. REVISIONS TO MASTER PLAN BOOKLET Based on the approved Master Plan for the Northwest Quadrant Community Park, the Schmidt Design Group, Inc. team will provide the following services to revise the Master Plan booklet for submission to the City of Carlsbad: a. Revise and finalize the Preferred Master Plan and Alternate Master Plan. b. Revise the plan descriptions and exhibits within the book to reflect the approved Master Plan and Alternate. c. Remove the previous Alternate Master Plan section from the appendix and replace with the approved Alternate Master Plan including park element descriptions. d. Revise the Opinion of Probable Cost based on both plan revisions. e. Revise the Northwest Quadrant Park and Holliday Park connection exhibit for f. Provide the City with a master plan for their final review. g. Revise the booklet based on any comments fiom the City. clarity. Total Fee, Revisions to Master Plan Booklet, Lump Sum $3,500.00 2. MASTER PLAN BOOKLET PRINTING After find approval of the Master Plan booklet and per City of Carlsbad’s request we will provide (30) bound copies of the master plan booklet for their distribution. Total Fee, Master Plan Booklet Printing, Not to Exceed (Estimate) $1,500.00 B. PRELIMINARY DESIGN / CONDITIONAL USE PERMIT SUBMITTAL Based on the approved Master Plan for the Northwest Quadrant Community Park, the Schmidt Design Group, Inc. team will provide the following services (please note: documents are listed from the City’s CUP application form). The following scope of work and fee proposal is based on the responsibilities that have been noted for the SCHMIDT DELlPl EROUP, INC. Northwest Quadrant Community Park - Conditional Use Permit Application 2/18/2003 Page 3 services that are required. Services to be provided by the Schmidt Design Group, Inc. team are included in the following scope of work and fee proposal. Services to be provided by City Staff or Not Applicable are not included in this scope of work and fee proposal. Site Plan including: - Schmidt Design Group, Inc. Team o General Information o Summary Table o Site Information o Street and Utilities o Water Facilities o Sewer Facilities o Grading and Drainage Landscape Plan, including water conservation plan - Schmidt Design Group, Inc. Team Building Elevations and Floor Plan - Schmidt Design Group, Inc. Team Roof Plan - Schmidt Design Group, Inc. Team Constraints Plan showing easement locations - Schmidt Design Group, Inc. Team Colored Site Plan and Elevation Plan - Schmidt Design Group, Inc. Team Reduced Site Plan and Building Elevations - Schmidt Design Group, Inc. Team Location Map - Schmidt Design Group, Inc. Team Land Use Review Application Form - City of Carlsbad Staff Coastal Development Permit Supplemental Application - Not Applicable Environmental Impact Assessment Form - City of Carlsbad Staff Disclosure Statement - City of Carlsbad Staff Preliminary Title Report - City of Carlsbad Staff Existing Sewer - City of Carlsbad Staff Potential Impacts - Schmidt Design Group, Inc. Team Noise Study - Not Applicable Preliminary Soils / Geotechnical Report - Already Completed Project Description / Explanation sheet - City of Carlsbad Staff Notice of Time Limits on Discretionary Applications - City of Carlsbad Staff Hazardous Waste Substances Statement Form - City of Carlsbad Staff Storm Water Management Plan (SWWP)- Schmidt Design Group, Inc. Team Property Owners List and Address Labels - City of Carlsbad Staff Site Photographs - Schmidt Design Group, Inc. Team Construction Materials Board and Color Samples - Schmidt Design Group, Inc. Team Application Fees - City of Carlsbad Staff 9 Northwest Quadrant Community Park - Conditional Use Permit Application 2/18/2003 Page 4 1. PRIME CONSULTANT / LANDSCAPE ARCHITECTURE (Schmidt Design Group, Inc.) Schmidt Design Group, Inc. will prepare and compile the required documents as specified above, coordinate and compile all consultants’ work, and complete the forms necessary to submit the application for a Conditional Use Permit. The following work to be completed by Schmidt Design Group, Inc. for the first submittal (deemed complete by Planning Department) to the City of Carlsbad: a. b. C. d. e. f. g* h. 1. j. k. 1. Site Plan including: 1) General Information 2) Summary Table 3) Site Information Landscape Plan, including water conservation plan - Constraints Plan showing easement locations Reduced Site Plan Location Map Required Documents including: Land Use Review Application Form Potential Impacts in association with Traffic Engineer. Site Photographs Meet with staff and consultants as required to the CUP submittal. Submit package to Park and Recreation staff for review and approval prior to the formal submittal to the Planning Department. Make any modifications as necessary based on Park and Recreation staff. Revise CUP submittal prior to Planning Commission. We will attend up to (4) meetings with City staff to discuss the CUP submittal. We will attend (1) Planning Commission Board meeting. Total service fee for Conditional Use Permit Submittal, Lump Sum: $38,675.00 2. CIVIL ENGINEERING SUPPORT SERVICES (Prepared by Flores, Lund & Mobayad) Scope: Civil Engineering services for Conditional Use Permit Submittal for the Carlsbad Northwest Quadrant Community Park in the City of Carlsbad, as described in Services 1 & 2, shown below. Service 1: Civil Engineering Support Services for Conditional Use Permit Submittal. This will consist of preparation of Civil Engineering Items listed in the City of Carlsbad application checklist for Conditional Use Permits. Attend (2) 2 hour meetings Service Fee for Service 1 : Lump sum $1 2,500.00 SCHUIDT DESlDll OAOUP, INC. Northwest Quadrant Community Park - Conditional Use Permit Application 211 812003 Page 5 Service 2: Storm Water Management Plan (SWMP) for “Priority Development Projects”, as defined by Section F. 1 .b (2) (a) of the California Regional Water Quality Control Board, San Diego Region, Order No. 2001-01, and as required Item I1 (N). This will consist of preparation of Civil Engineering Items listed in the City of Carlsbad application checklist for Conditional Use Permits Service Fee for Service 2: Lump sum $3,500.00 Notes regarding these services: Our services will address utility issues required by the Application Checklist, but do not include capacity studies of existing public utilities systems. Total service fee for Civil Engineering Support Services: $16,000.00 Schmidt Design Group Coordination Fee (15%) $2,400.00 Total Service Fee, Lump Sum: $18,400.00 3. 4. ARCHITECTURAL SUPPORT SERVICES (Prepared by Manuel Oncina Architects, Inc.) Scope: a. Provide all required drawings (floor plan and elevations) for submittal per the b. Prepare Materials Color Board c. Project Coordination d. Attend (2) 2 hour meetings e. Attend Planning Commission Meeting Conditional Use Permit application. Total service fee for Architectural Support Services: Schmidt Design Group Coordination Fee (15%) Total Service Fee, Lump Sum: TRAFFIC ENGINEERING SUPPORT SERVICES (Prepared by Linscott Law & Greenspan) $6,370.00 $955.50 $7,325.50 Scope: a. Review the maximum and typical uses for each of the park’s amenities on a weekday (daily and evening) and weekend (midday). The information for these three time periods will be forwarded to LLG from the City of Carlsbad. findings from item a above for the three time periods outlined above. Compare the proposed parking supply to the calculated parking demand. c. Summarize the methodology and calculation for items a and b in a parking letter assessment. b. Calculate the site-specific parking demand for the project based on the Northwest Quadrant Community Park - Conditional Use Permit Application 2/18/2003 Page 6 d. Provide a traffic letter assessment outlining the project trip-generation, distribution and assignment for the project based for the weekday, evening, and weekend midday conditions. These are expected to be the project’s peak operating times. Since the project is too small to warrant a full analysis (it is expected to generate less than 1,000 ADT), the letter assessment will not include formal Highway Capacity Software (HCS) analysis, but will instead provide a qualitative assessment of traffic operations in the neighborhood. Total service fee for Traffic Engineering Support Services: $3,775.00 Schmidt Design Group Coordination Fee (15%) $566.00 Total Service Fee, Lump Sum: $4,341.00 5. 6. 7. PROCESSING OF CONDITIONAL USE PERMIT APPLICATION JHOURLY) (Schmidt Design Group, Inc.) This scope of work assumes that Schmidt Design Group, Inc. would be responsible for processing the permit application through the City. It is anticipated that processing will mostly involve the response to comments from city staff. The magnitude and depth of these comments is difficult to anticipate. Additional meetings with City and Schmidt Design Group staff may also be necessary as the application is processed through the City. For this reason, processing the CUP (once it has been submitted and deemed complete) will be billed on an hourly time and materials basis according to the hourly fee section of this proposal. Total Service for Submittal and Processing of Conditional Use Permit: Hourly, Not to Exceed: $5,000.00 MEETINGS We propose that any additional meetings beyond the (4) that are specified above for Schmidt Design Group, Inc. to attend will be billed out on a time and materials basis. Includes up to 12 hours of meetings during the course of the project. Total service fee for meetings, billed on a time and materials basis, not to exceed: $1,350.00 CUP REIMBURSABLE EXPENSES / REPRODUCTION a. Per the CUP application, after all details have been worked out, Schmidt Design Group, Inc. will provide the City with (20) bound copies of the CUP document prior to the scheduling of the public hearing. Northwest Quadrant Community Park - Conditional Use Permit Application 211 812003 Page 7 b. Reproduction printing to develop the drawings, plotted check sets for review, and photo Mylar reproducible plan set to the city for printing and distribution. Reproduction printing costs, film and film developing, delivery service fees, soils testing: Schmidt Design Group, Inc. cost marked up by a factor of 1.15. Total Fee, CUP Reimbursable Expenses / Reproduction, Not to Exceed (Estimate) SUMMARY OF FEES A. Master Plan Revisions 1. Revisions To Master Plan Booklet: 2. Master Plan Booklet Printing I Reimbursable: Subtotal B. Conditional Use Permit Submittal 1. General Development Plan I Conditional Use Permit Submittal: 2. Civil Engineering Support Services: 3. Architectural Support Services: 4. Traffic Engineering Support Services: 5. Submittal and processing of conditional use permit application 6. Meetings 6. Reimbursable Expenses I Reproduction Subtotal Grand Total: $4,500.00 $3,500.00 $1,500.00 $5,000.00 $38,675.00 $1 8,400.00 $7,325.50 $4,341 .OO $5,000.00 $1,350.00 $4,500.00 $79,591.50 $84,591.50 Project Assumptions General Detailed perspective drawings are not included. Construction Documents and Specifications are not included. Bid forms and documents, (excluding plans and specifications) are not included. Costs of permits and fees are not included. Additional services may be requested if modifications to the site plan are requested based on issues unrelated to our work. Conditional Use Permit processing will be billed hourly. Property Owners List and Address Labels including radius map are not included and will be completed and sent out by City Staff. Geotechnical Investigation has already been completed and report has been prepared. ECHYlDT OEIlDl OROUP, IN. Northwest Quadrant Community Park - Conditional Use Permit Application 2il8/2003 Page 8 Hourly rates if required for hourly and additional services: Schmidt Design Group, Inc. Fees will be charged for technical work, consultation, and additional services. Charges will be made for typing, as in the preparation of reports, and for time and costs of printing. No direct charges will be made for normal secretarial service, office management, or general accounting; these items are included in overhead. Hourly rates are as follows. Principal Landscape Architect (Glen Schmidt) Associate Landscape Architect Senior Project Manager Project Manager Project Landscape Architect Irrigation Designer Assistant Landscape Architect Landscape Architectural Drafter Clerical/Typist $150.00/hr. 1 15.00/hr. 95.00/hr. 75.00hr. 65.00hr. 65.00/hr. 55.00/hr. 50.0Oh. SO.OO/hr. Time spent in travel in the interest of the client will be charged at hourly rates. A minimum of 1 hour will be charged for any site visit. No more than 8 hours of travel time will be charged in any one day. Subsistence will be charged when it is necessary for personnel to be away from the office overnight. Vehicular use for travel in the interest of the client: .37/mile Consultants employed by Schmidt Design Group, Inc.: their billing marked up by a factor of 1.15. Reproduction printing costs, film and film developing, delivery service fees, soils testing: Schmidt Design Group, Inc. cost is marked up by a factor of 1.15. All rates herein are valid for 6 months. All lump sum and hourly fees stated herein are valid for six(6) months from the date of the Landscape Architect's signature. If this contract is not executed within that time, the Schmidt Design Group, Inc. reserves the right to revise their fees and charge at its current rates at that time. Upon execution of the agreement, hourly fees for additional services may be adjusted by the Schmidt Design Group, Inc. one time annually. Thank you for your consideration, we look forward to continuing our work with you on this exciting project.