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HomeMy WebLinkAbout2002-04-15; Parks & Recreation Commission; 402-4; Consultant Approval: Pine School Master PlanningPARKS & RECREATION COMMISSION -AGENDA BILL AB# 402-4 TITLE : INFO MTG. DATE: 4-15-02 CONSULTANT APPROVAL FOR PARK MASTER PLANNING OF THE ACTION STAFF: BEVERLY RECOMMENDED ACTION : PINE SCHOOL SITE Accept and Fie. ITEM EXPLANATION : Attached is the City Council Agenda Bill for the Consultant Agreement for Master Planning of the Pine School Site. Also attached as Exhibit 2 is a letter to all interested parties informing them of the progress to date regarding the status of the Pine School Site and the implementation of the Master Planning Process. The letter was sent to interested people who have been added to a distribution list for the Pine School Project. Staff is anticipating to initiate the Master Planning for the park beginning in May with the first public workshop. The Commission will be notified as the date is confirmed. City Council approved the consultant selection at its’ April 9, 2002 meeting. EXHIBITS: 1. City Council Agenda Bill #16,713 2. Letter Regarding the Status of the Pine School Site. CITY OF CARLSBAD --AGENDA BILL AB# 16,713 MTG. 4./9102 7 TITLE : PLAN SERVICES FOR PINE SCHOOL PARK DEPT. Recreation CONSULTANT AGREEMENT FOR PARK MASTER RECOMMENDED ACTION : “t Adopt Resolution No. 2002-108 approving the consultant agreement with Schmidt Design Group for master planning of Pine School Park. ITEM EXPLANATION : The City Council has approved funds in the Fiscal Year 2001-2002 Capital Improvement Program for master planning of Pine School Park. The proposed 7-acre park is located in the Northwest Quadrant of the City, bordered by Pine Avenue, Harding Street, Chestnut Avenue and the Madison Street alley. The site is the former location of Pine Elementary School and was purchased by the City in 2000. The first step in the Master Plan process is selection of a park planning consultant. Staff sent out Requests for Qualifications and received 12 submittals. A Review Committee of 6 staff and 2 Parks and Recreation Commissioners evaluated the submittals, short-listed 4 firms, and after interviews, unanimously recommended the award-winning firm of Schmidt Design Group (‘SD”’) as the most qualified to assist the City in preparing a park Master Plan. SDG’s scope of work includes data collection, opportunities and constraints analysis, public outreach, preliminary park design alternatives, final Master Plan, and participation in presentations to Parks and Recreation Commission and City Council. There is also a public art component to the project and it is proposed that the artist will be hired separately from the contract with SDG. The Art’s Office will issue a Request for Qualifications and will make a recommendation as to the most qualified artist for this project. It is anticipated that the artist will be involved during the master plan process in order to integrate the art into the design of the park. PROPOSED MASTER PLAN PROCESS To begin the planning process, staff would recommend that a community workshop be held which includes City Council participation. As such, the workshop would assume the structure of a regularly noticed City Council meeting. However, the only agenda item would be dedicated to the future of the park site. During the initial meeting, staff would propose outlining several existing planning documents which, to date, have contributed to a vision for this community park. Such documents include, but are not limited to, the Parks and Recreation Element of the Carlsbad General Plan, the Capital Improvement Program Budget, and the Park Site Facility Standards and Guidelines for community park construction. These documents, while flexible, are typically used as starting point for discussions around new park programming. After considering the planning documents, the size and location of the site, and most importantly, previously received public input, staff would request that Council establish “guiding principles’’ for the park development. More specifically, staff would look to the Council to establish “parameters” within which to create the park Master Plan. For example, the “guiding principles” or “parameters” might consider such things as including or restricting the development of a swimming pool, a EXHIBIT I I?” Page 2 community center/gymnasium, or a cultural center. Other considerations might include additional areas, which should or shouldn’t be considered in the Master Plan (i.e. Chase Field, the recently purchased Madison Street properties, etc.) By establishing the “guiding principles” of this park Master Plan, any subsequent public input process can become more focused on the ultimate recommendations for development of this It has been determined that approval of the consultant agreement for master planning services of Pine School Park is exempt from CEQA Guidelines under Government Code Section 15306. I FISCAL IMPACT: Staff has negotiated a contract for the master planning with SDG for $155,309, There is currently an available balance of $683,000 in the Pine School Park account (Public Facility Fee funds) that will cover the cost of the master planning effort. These funds are also earmarked for the demolition of existing school buildings and implementation of the “interim use plan” adopted by Council last year. A separate Agenda Bill will be following shortly to address the demolition project. EXHIBITS: 1. Resolution No. 2002-108 2. Location Map 3. Agreement for Master Plan and Design Services for Pine School Park t I s IC 11 12 13 14 r 15 16 17 18 19 20 21 22 23 24 25 26 27 28 r RESOLUTION NO. 2o02-108 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH SCHMIDT DESIGN GROUP FOR MASTER PLANNING AND DESIGN OF PINE SCHOOL PARK. WHEREAS, the City Council has determined it necessary, desirable, and in the public interest to appropriate funds and has budgeted in the 2001-2001 Capital Improvement Program for master planning and design of Pine School Park; and WHEREAS, Request for Qualifications were solicited, finalist selected, and interviews completed by a Selection Committee of staff and Parks and Recreation Commissioners; and WHEREAS, Schmidt Design Group was determined by the Selection Committee to be the most qualified to provide the master planning and design services for the Pine School Park project; and WHEREAS, a fair and equitable fee was negotiated with Schmidt Design Group for a determined scope of work. 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. The Professional Services Agreement with Schmidt Design Group is hereby approved and the Mayor and City Clerk are authorized and directed to execute said agreement. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the day of ,2002 by the following vote, to wit: AYES: NOES: ABSENT: CLAUDE A. LEWIS, Mayor ATTEST LORRAINE M. WOOD, City Clerk VICINITY MAP NOT TO SCALE EXHIBIT 2 . AGREEMENT FOR PARK MASTER PLAN AND DESIGN SERVICES FOR PINE SCHOOL PARK WITH SCHMIDT DESIGN GROUP THIS AGREEMENT is made and entered into as of the day of , 2002, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and Schmidt Design Group, a Corporation, ("Contractor"). RECITALS A. City requires the professional services of a landscape architectural / . B. Contractor has the necessary experience in providing professional C. Selection of Contractor is expected to achieve the desired results in an D. Contractor has submitted a proposal to City and has affirmed its planning firm that is experienced in park master planning and design. services and advice related to Pine School Park Master Plan. expedited fashion. willingness and abiiity to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: r 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined .in attached Exhibit "A', which is.cincorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contra.ctor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one year from the date first above written. The City Manager may amend the Agreement to extend it for one additional one-year period or parts thereof in an amount not to exceed thirty thousand dollars ($30,000) per Agreement year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. P 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 1 City Attorney Approved Version #05.22.01 \q 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be One hundred fifty five thousand three hundred and nine dollars ($155,309). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (1 0%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or' subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION City Attorney Approved Verslon #05.22.01 2 rc Except as to the sole negligence or willful misconduct of City, Contractor will defend, indemnify and hold City, its officers, agents and employees, harmless from any and all loss, damage, claims, demands, liability, expense or cost, including attorney's fees, which arises out of, or is in any way connected with the performance of, the Services by Contractor or any of Contractor's employees, agents or subcontractors, notwithstanding that City may have benefited from their services. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self- administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of the Agreement. 10. INSURANCE . Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than ''A-:V'. /I 10.1 Coveraqes and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1 .I . Commercial General Liabilitv Insurance. $1,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liabilitv (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Emplover's Liabilitv. Workers' Compensation limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident for bodily injury.' Workers' Compensation and City Attorney Approved Version #05.22.01 3 au -7 Employer's Liability insurance will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2. Additional Provisions. Contractor will ensure that the policizs of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage, 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coveraqe. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. I I. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this City Attorney Approved Verslon #0522.01 4 ;;c Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records. 14. COPYRIGHTS Contractor agrees that ali copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For Citv: For Contractor: Title: Park Development Manager Name g&m;df Department: Recreation Title Pew4ed- City of Carlsbad Address U 55 Fmlrtz? p\ve . Address : 1200 Carlsbad Village Dr. Sa~%eso Gk q2W3 Carlsbad, CA 92008 Phone No. 6+[y - Z3b. l+bZ Phone No.: (760) 434-2855 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST City will evaluate Contractor’s duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City’s Conflict of Interest Code is required of Contractor or any of Contractor’s employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor’s affected employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. 7 Contractor, for Contractor and on behalf of Contractor’s agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. City Attorney Approved Version #05.22.01 5 a1 r Contractor further warrants that neither Contractor, nor Contractor’s agents, employees, subcontractors and consultants have any ancillary real .property, business interests or income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor’s services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants that the services required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (IO) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be fowarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. City Attorney Approved Version #05.22.01 6 ic 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon 'notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assem.ble the work product and put it in order for proper filing and closing and deliver it to City. contractor wit1 be paid for work performed to the termination date; hawever, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this . Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. ,- 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment - proceeding as the result of which Contractor may on any public work or improvement for a period be prevented to act as a Contractor of up to five (5) years. Contractor City Attorney Approved Version #05.22.01 7 acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JUR~SDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. 26. AUTHORITY The individuals executing this Agreement 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 Agreement. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California ,f By: City Manager or Mayor **By: (sign here) LORRAINE M. WOOD City Clerk (print nameltitle) City Attorney Approved Version #05.22.01 8 If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation, 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: RONALD R. BALL, City Attorney By: Deputy City Attorney City Attorney Approved Version #05.22.01 9 I County of On before me, personally appeared Dale Namelsi of Stgner(s1 - .L personally known to me evl ence r, to me on the basis of satisfactory '1. " * acknowledged to me that he/d&Wy executed .,'. the same in his/h&tWIT authorized ; capacity(m and that by hislhehYheir signatur-n the instrument the persowor .. the entity upon behalf of which the person& OPTIONAL Though the mformatjon below IS not required by law. It may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of thrs form to another document. Description of Attached Document Title or Type of Document:. ct Document Date: Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer Signer's Name: .- Individual .- Partner - 7 Limited Z General .I! cc: TIC - '#Corporate Officer - Title(s): Q-rsccled i: I Attorney-in-Fact I Trustee Guardian or Conservator . .. L Other: I 1 j 3:. Signer Is Representing: SCOPE OF PROFESSIONAL SERVICES PINE SCHOOL PARK MASTER PLAN March 22,2002 1.0 GENERAL ITEMS 1.1.1 The basic services to be provided consist of all landscape architecture and architectural design services for the Pine School Park through the General Development Plan, which includes topographic survey, geotechnical survey, research, information gathering, site analysis plan, park development program (schematic design) and the general development plan (master plan). The additional phases of design including design development, construction documents, construction bidding, and construction administration, will be negotiated as a separate contract. 1.1.2 CONSULTANT, with City concurrence, shall determine which civil engineering, soils engineeringlgeotechnical, surveying, architecture services, and.other services will be necessary to complete the Project. Separate subcontracts for the consultants listed herein will be arranged by the CONSULTANT. 1.1.3 At each design review stage, the CONSULTANT will provide the City, for review and approval design drawings and documents as requested for City, Steering Committee, School District and Little League review. 1.1.4 Provide to the City minutes of all design meetings as a record for all involved as to the process of the design project. Minutes from the meetings will be sent to the City within the week following the meeting. 1.2 SITE ANALYSIS AND RESEARCH 1.2.1 Initial Proiect Meetinq. The initial project meeting will include a discussion between the members of the consultant team and the City staff. The goal of the meeting will be to establish a clear and concise direction for this project, review project schedule, and discuss party roles throughout the project. 1.2.2 Initial Site Visit. The consultant team will visit the project site to continue the discussion of the relevant issues associated with this project. 1 1.2.3 1.2.4 1.2.5 1.2.6 1.2.7 Topoqraphic Survey Extension. The survey and aerial mapping consultants will prepare a topographic map at 1” = 20’ scale extending the aerial topography shown on the existing ALTA survey documents provided by the City of Carlsbad, to cover the Chase Field Baseball Field areas and three residential parcels west of the alley, north of Chestnut Avenue. The topographic survey will be prepared by Flores Lund Consultants and will include: 0 20 scale aerial mapping at 1 foot contours 0 Aerial targets set and surveyed 0 All easements of record shall be plotted 0 Any fence line or other encroachments as evidence by surface The format of the digital map will be AutoCAD Release 14. All research for reference survey map. Base Map Production. A digital base map will be prepared at 1” = 20’ for use in the planning of the project. The format of the digital map will be AutoCAD Release 14. Information gathered from existing plans regarding existing boundary, utilities and right-of-ways will be added to the base map. The consultant will be provided a title report by the city for the completion of this work. Review Previous Studies and Proiects. All existing plans, policies, reports and other available data will be reviewed to familiarize the consultant team with the previous planning and design efforts. Inventory Existinq Conditions and Conduct Site Analysis. The consultant team will inventory the project area to gather information on existing conditions, surrounding uses, physical features and microclimatic conditions. The site will be analyzed for opportunities and constraints such as the adjoining land use, views into and out of the park, wind, sun exposures, soil formations, drainage patterns, etc. Consultant will catalog, and present graphically, the existing conditions, utilities, hydrology, views, microclimates, solar orientation and other project characteristics (Site Analysis Plan). Preliminan/ Geotechnical Evaluation. This evaluation will be completed by Ninyo and Moore and will include the following: Review of readily available background information such as pertinent improvement shall be determined and noted. existing geotechnical reports, aerial photographs, and topographic and geologic maps. Perform a geologic reconnaissance of the site. Site visit to mark boring locations and coordinate with Underground Service Alert for utility clearance. 2 b ,- 0 Drilling, logging, and sampling of six exploratory test borings with a truck-mounted drill rig. The borings will be drilled to depths of 10 to 15 feet, or refusal, whichever occurs first. Bulk and in-place samples of the encountered soils will be collected and transported to the laboratory for testing. 0 Perform geotechnical laboratory testing on selected samples to include in-situ moisture content and dry density, grain size analyses, shear strength, expansion index, R-value, and corrosivity. conclusions, and geotechnical recommendations for the design and construction of the subject project, including site seismicity, liquefaction potential, site preparation and earthwork, slope stability, foundation types, potential for subsidence, settlement, pavement sections, uplift or collapse, and anticipated corrosion potential of the on-site soils. Prepare an illustrated report to provide preliminary findings, 1.2.8 Review Project Amroach. The consultant will evaluate the program information obtained from city staff in conjunction with the site analysis in order to refine the project approach. 1.3 PARK DEVELOPMENT PROGRAM 1.3.1 1.3.2 1.3.3 1.3.4 City Council Meetinqs. Consultant will attend two City Council Meetings/workshops to listen to Council discussion and the City's objectives for the project. Consultant will prepare notes and minutes. Guidinq Principals. Consultant will attend a meeting with city staff to determine the general parameters established by the City Council. This meeting will be held to describe design processes, identify committee roles, and present the Site Analysis Plan identifying the opportunities and constraints of the site. All future meeting dates will be established. The first community workshop will be discussed and planned. Public Art Component. It is understood that a public art component will be a part of the design effort. The City of Carlsbad will select and fund the participation of a public artist. The consultant team will coordinate the participation of this artist in the design process. Prepare Development Plan Alternatives. With direction provided by the Council, guiding principals and community, the consultant will prepare design alternatives for the site and building. Up to four alternatives will be prepared and will consider direction received as well as existing conditions, site analysis, construction budget and the previous studies obtained by the consultant. The plans will illustrate the composition of the site elements including all proposed buildings, access and parking, general hardscape design, general field lighting parameters and plant 3 a5 1.3.5 1.3.6 1.3.7 1.3.8 1.3.9 massing. Consultant will provide preliminary floor plans and elevations for buildings. Conduct Communitv Workshop I. The Consultant (Schmidt Design Group, Inc. and Manuel Oncina Architect) will conduct the first of two community workshops. Consultant will present the Site Analysis Plan to illustrate the opportunities and constraints of the site. The guiding principals will be presented as determined by the City Council. The consultant will guide the attendees through a discussion regarding their hopes and vision for the proposed park. Consultant will ask for and note all of the technical and design issues and concerns of the community. Consultant team will meet with staff to discuss and refine the alternative plans. Strategy for the next community workshop will be included. Conduct Communitv Workshop II. The Consultant (Schmidt Design Group, Inc. and Manuel Oncina Architect) will conduct the second community workshop. Consultant will present the alternative park and building designs. Consultant will ask for and note all of the technical and design issues and concerns of the community. Prepare Refined Development Plan Alternatives. With direction provided by the community and staff, the consultant will refine up to two design alternatives for the site and building. The plans will illustrate the composition of the site elements including all proposed buildings, access and parking, general hardscape design, general field lighting parameters and plant massing. Consultant will provide preliminary floor plans and elevations for building. Consultant team will meet with staff to discuss the refined alternative plans. 1.4 MASTER PLAN 1.4.1 Preliminary Electrical Enqineerinq Studies. Turpin & Rattan Engineering, Inc. will provide the following: Develop preliminary electrical load calculations to determine the 0 Various electrical distribution schemes and design will be investigated rn Preliminary contact with San Diego Gas & Electric will be voltage and size of the electrical services. and reviewed for future growth, initial cost, and life cycle costs. accomplished to determine point of service, service requirements, 4 ..- IC location of transformer pad, and if any off site improvements are required to bring electrical service to the site. 0 Field investigation to determine existing as built conditions. Provide a study that determines lighting impacts to surrounding Attendance at one (1) community meeting with the client and the entire Conceptual utility parameters will be prepared for the various electrical An estimate of probable electrical construction ’costs will be residents. NE team to determine the specific electrical scope, requirements. systems and sub-systems. established. 1.4.2 Prepare Conceptual Landscape Plan. A conceptual landscape plan will be shown for each alternative shown within the Master Plan. 1.4.3 Prepare a Final Cost Estimate. A final estimate of construction improvements for both design alternatives will be prepared during this phase. 1.4.4 Prepare Final Concept Sketches. Concept sketches will be prepared to illustrate the proposed site elements. Final building floor plans and exterior elevations will be included. Recommendations for the material costs and finishes will be provided. 1.4.5 Final Presentation to Council and Boards. The revised Master Plan and Cost Analysis will be presented at separate public meetings for the Parks and Recreation Commission and City Council for resolution adoptions of the final Master Plan.. The CONSULTANT will prepare a Powerpoint presentation for these two meetings. 1.4.6 Prepare Master Plan. Using the input gathered during the community workshop and committee meetings, the consultant will prepare the Master Plan showing up to two (2) alternatives. This. plan will be in 8 E’’ x 11” book format detailing the design process and including illustrative drawings of the proposed improvements. This Master Plan will include the following items: a. Introduction including location maps b. Existing Conditions d. Park Programming e. Master Plan including project sections g. Landscape Concepts including recommended plant material list h. Engineering Concepts including utility conncections i. Estimated Construction Costs . c. Preliminary Design Concepts f. Architectural Concepts including floor plans and elevations 5 j. Summary of Master Plan process 1.5 CIT’ , :3ESPONS!BILITES 1.5.1 The CITY shali provide full information as to the requirements of the project, 1.5.2 The CITY shall furnish all legal advice and services required far the Project. 1.5.3 The CITY shall notify the Consultant of administrative proc‘:,-bes req?dFed and name representatives, if any, authorized to act in its behk,<. 1.5.4 The CITY shall review documents submitted by the Consultant and shall promptly render decisions pertaining thereto to avoid unreasonable delay in the progress of the project. 1.5.5 The CITY shall provide traffic and parking calculations required for this project. 1.5.6 The CITY will provide a title report for all properties. including budget limitations and scheduling. 1.6 EXCLUSIONS 1.6.1 1.6.2 1.6.3 1.6.4 1.6.5 1.6.6 The initial design phases do not-include construction documents, bidding & contract award, and construction administration. Three Dimensional Conceptual Site Model Investigation of existing conditions that are hidden or concealed beneath walls, slabs or underground. Any existing condition that will require destructive testing to determine the existing conditions is not included. Therefore cannot assume any responsibility for these “concealed” conditions. Environmental sampling and testing of the subsurface soils is not included within the scope of this proposal. A detailed cost for these services, if needed, will be provided upon request. Any additional reports, studies, surveys or other tasks required as a result of agency requirements, which are not described above, shall be considered additional services. Our services do not include Traffic Engineering. The municipality may require traffic signing and striping plans, signals plans, construction phase traffic control plans or other Traffic Engineering services. If desired, we would be happy to arrange a Traffic Engineering subconsultant to provide these services. COSTS FOR SERVICE The following fixed fees are proposed for the scope of work outlined above: Consultants fees noted Flores Lund Consultants (FLC), Turpin and Rattan (RT), Manuel Oncina Architect (MOA). Consultant fees include a 15% mark up. 6 !- 1.2 1.3 1.4 SITE ANALYSIS AND RESEARCH Topographic Survey Extension (FLC) Preliminary Geotechnical Evaluation (Ninyo & M Research / Information Gathering / Site Analysis (N . q~ TOTAL THIS PHASE PARK DEVELOPMENT PROGRAM Two City Council Workshops: Preparation of up to four Master Plan alternatives: Prepare and refine space program for buildings (MOA) Coordination with team for building structure into park Prepare alternative floor plans and concept elevations (MOA): Electrical Engineering Consultation(TR): Prepare refined Master Plan alternatives TOTAL THIS PHASE: MASTER PLAN Preparation of Master Plan and Report Civil Engineering Consultation (FLC): Electrical Engineering Consultation (TR): Architectural concept report preparation (MOA): Preparation of two preliminary cost estimates: Final presentation to Parks and Rec. Commission and Council: Refinement and completion of report: TOTAL THIS PHASE: Master plan (MOA): $1 3,685.00 $7,360.00 $6,700.00 $27,745.00 $5,500.00 $1 7,300.00 $1 2,937.00 $5,175.00 $25,875.00 $2,012.00 $1 5,540.00 $84,339.00 $1 0,450.00 $2,300.00 $2,012.00 $7,763.00 $5,200.00 $3,500.00 $6,500.00 $37,725.00 Grand Total: $1 49,809.00 Reproduction and expenses all phases (estimate) $5,500.00 SECTION 2 ADDITIONAL SERVICES HOURLY BILLING RATES For additional services requested by the owner, 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) $1 50.00/hr. Associate Landscape Architect / Director of Environmental Planning 11 5.00/hr. Senior Project Manager (Jeff Justus) 95.00/hr. Project Manager 75.00/hr. Project Landscape Architect 65.00/hr. Irrigation Designer 65.00/hr. Assistant Landscape Architect 55.00/hr. Landscape Architectural Drafter 50.00/hr. Clerical/Typist 50.00/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: .35/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 1.1 5. 8 c IMPROVING QUALITY OF LIFE BUILDING COMMUNITY PRIDE .c STRENGTHENING FAMILIES DEVELOPING TOMORROW'S LEADERS April 2, 2002 To All Interested Parties: This letter is meant to inform you of the status of several issues that are presently occurring with respect to the Pine School Property. Over the past several months, City staff has been actively involved in the following efforts which will soon have a direct impact on the site, they include: The Geotechnical and Environmental Sciences Consulting firm of Ninyo and Moore has been contracted to perform a Pre-Demolition Hazardous Building Materials Survey for all of the Pine School buildings (including the maintenance yard) and three residential properties on Madison Street. The report was recently completed. The Survey Report is required in order to identify and properly dispose of environmentally toxic materials associated with the buildings before demolition can occur. Such materials include lead base paints, fluorescent light ballasts, thermostat controls containing mercury, asbestos tile, etc. . City maintenance crews have installed utility hook ups to the location on site where the Centro De lnformacion and Stay-N-Play recreation program will be temporarily housed in modular units. The City has contracted with a modular manufacturer that will soon be installing those units. Each of the modulars will be equipped with internal restroom facilities. City staff has been preparing bidding documents and a Public Works Contract for the demolition and removal of the former residences from three properties on Madison Street and all buildings on the Pine School property, with the exception of the Carlsbad Village Academy. The Academy has been authorized to operate under the current lease at its existing location until December 31, 2002. EXHIBIT 2 www.ci.carlsbad.ca.us . The Park Planning Manager solicited and received proposals from twelve firms to provide park-planning services for the Master Plan process. After a considerable revi,ew process by our staff and representatives of the Parks and Recreation Commission, we are recommending the firm of Schmidt Design Group (“SDG”) out of San Diego. The firm has significant background in terms of previous park master planning and design experience both locally and throughout California. We anticipate going to City Council April 9th and requesting them to approve the consultant agreement with “SDG” for park master plan services for the Pine School site. As such, we will also be requesting to begin the master planning process and hold public workshops sometime in May and June. When the date(s) for the public workshops are confirmed, notices will be sent to you seeking your involvement and input to the park master planning process. In addition, an extensive outreach program to notify other interested parties will also be undertaken. In the meantime, thank you for your patience with this matter and we look forward to collaborating with you as part of the master planning and development of this Northwest Quadrant Community Park. Respectfully. I KEITH BEVERLY SENIOR MANAGEMEN C: City Manager Assistant City Manager Recreation Director Park Planning Manager