2007/08/14 City Council Resolution 2007-131RESOLUTION NO. 2007 -131
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH
DAVID GATES & ASSOCIATES TO PREPARE CONSTRUCTION DOCUMENTS FOR
THE DEVELOPMENT OF PEDESTRIAN - ORIENTED PUBLIC IMPROVEMENTS AND
A DOWNTOWN PLAZA IN THE CITY CENTER AREA
WHEREAS, on March 14, 2006, the City of Rohnert Park entered into an agreement
with Gates & Associates ( "Consultant ") for design services associated with the development of
the City Center Plaza; and
WHEREAS, Consultant has completed the Plaza design and the City desires to produce
construction documents based upon the design; and
WHEREAS, Task 4 of Phase 1 of the Scope of Work indicates that the Consultant shall
produce such documents; and
WHEREAS, Consultant is qualified and experienced to provide such services; and
WHEREAS, Consultant has submitted a proposal to complete the construction document
phase of the project; and
WHEREAS, the progress schedule has been revised to allow for the completion of Task 4
and has been incorporated in the Scope of Work for the project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve Amendment No. 1 to the Agreement by and
between David Gates & Associates, an Urban Design Consultant, and the City of Rohnert Park, a
municipal corporation, for design services associated with for the development of construction
documents for the development of the City Center Plaza.
BE IT FURTHER RESOLVED that the Amendment includes the revised schedule to
allow the completion of Task 4.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to execute the Amendment.
DULY AND REGULARLY ADOPTED this 14th day of August, 2007.
CITY OF ROHNERT PARK
ZG 4
ATTEST: ° "`�k P4 R
Clerk
BREEZE: AYE MACKENZIE: AYE SMITH: AYE STArrORD: AYE VIDAK- MARTINEZ: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
AMENDMENT NO. 1
TO AGREEMENT FOR SERVICES
This Amendment No. 1 is made and entered into this day of , 2007,
by and between the City of Rohnert Park, hereinafter referred to as the "City," and, David Gates
& Associates, hereinafter referred to as the "Consultant."
WHEREAS, on March 14, 2006, City entered into an agreement with Consultant for
design services associated with the development of the City Center Plaza; and
WHEREAS, Consultant has completed the Plaza design and City desires to produce
construction documents based upon the design; and
WHEREAS, Task 4 of Phase 1 of the Scope of Work indicates that the Consultant shall
produce such documents; and
WHEREAS, Consultant is qualified and experienced to provide such services; and
WHEREAS, Consultant has submitted a proposal to complete the construction
document phase of the project and the corresponding progress schedule; and
NOW, THEREFORE, City and Consultant for the considerations hereinafter set forth,
mutually agree as follows:
SECTIONI OF THE AGREEMENT IS AMENDED AS FOLLOWS:
1. SCOPE OF WORK. The Scope of Work of the Agreement is hereby amended
to include a revised progress schedule that-allows for the completion of Task 4 as specified in
the Scope of Work, as shown in. Exhibit "A" which is attached hereto and incorporated herein.
SECTION 2 OF THE AGREEMENT IS AMENDED AS FOLLOWS:
2. COMPENSATION. Subsection A is hereby amended to include the compensation
for Task 4 in the sum of $107,554 as specified in the Scope of Work attached as Exhibit "A" for,
a total contract sum not to exceed $174,524.
All remaining provisions of the Agreement shall remain in force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed
the day and year first above written.
CITY OF ROHNERT PARK:
By:
('Title)
ATTEST:
CITY CLERK
CONSULTANT:
By:
(Title)
1
"Exhibit A!"
CITY CENTER PLAZA DESIGN, ROHNERT PARK
PHASE I-
SCHEMATIC
PLAZA DESIGN
TASK I — PROJECT The objective of this task is to provide. on -going project management and
MANAGEMENT communication with City.
.SubTask 1-1 —,Orientation Attend a kick-off meeting with City Staff.to obtain existing base data and review project
objectives. At this meeting, we will:
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GATES & ASSOCIATES
• Review scope of services and define in detail the working relationship between the
Consultant Team and the City Staff
• Develop a preliminary schedule. Specify checkpoints, work products and other
aspects of project management.
• Review project objectives
• Develop revise format for public outreach program
Sub Task 1.2 — Ongoing
0 Monitor project program, schedule budget and scope
Coordination
0 Facilitate communication between consultant, City, Staff and other agencies
• Prepare summary memos of key decisions, meetings, etc.
PRODUCTS.
Work Program/Schedule
Project Tracking, Memos and Other Management Tools
MEETINGS:
Staff
TASK 2 — DATA
The objective of this phase is to collect base information regarding site constraints and
COLLECTION
community goals through meetings with the City Staff and through field reconnaissance
and existing document review.
Sub Task 2.1 - Base Map
Conduct topographic survey, prepare a project base maps and obtain as-builts from City
Preparation
of adjacent projects.
Sub Task 2.2 - Field.
Conduct field reconnaissance to review existing site conditions including:
Reconnaissance
0 Existing vegetation - identify species., size and condition
• Utilities - vaults, boxes, overhead wires, underground lines
• Drainage patterns to be preserved or improved
• Relationship to adjacent properties
• Overall character of the setting including special natural features, wind patterns,
architectural style of area
* Regional context — links to trails, bikeways, special community events
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GATES & ASSOCIATES
Sub Task 2.3 - Document Analyze existing documents including:
Review City Codes & Standards
• Improvement plans for proposed projects
• City Center Concept Plan
• Relevant Maintenance and Parks & Recreation Commission reports
• Site Data (soils reports, arborist reports, etc.)
Sub Task 2.4 - Utility
Coordinate with both City Staff and utility companies to identify and address potential
Coordination
issues regarding site utilities and response to C3 requirements.
Sub Task 2.5 -
Record data collected onto base maps to identify suitability of various portions of the
Opportunities and
site for development. Data would include adjacent interface, access, infrastructure
Constraints Analysis
constraints, vegetation, setbacks, etc.
Sub Task 2.6 - Community Prepare workshop exhibits to stimulate discussion including:
Workshop #1 . Overall site analysis diagrams
"Opportunities 0 Images of plaza improvements in other communities
Identification & Program . Other interactive materials
Development "
Facilitate discussion with community to identify initial issues and program priorities.
Summarize input into initial "program" for park.
PRODUCTS:
Base Maps
Opportunities and Constraints Diagram
Images of Plaza Amenities
Workshop Materials
Preliminary Program
MEETINGS:
Staff 1
Workshop 1
.TASK 3 -
The objective of this phase is work with the community to identify a preferred
PRELIMINARY
development scenario for park.
DESIGN
Sub Task 3.1 - Alternative
Meet with staff to review workshop input and define options to be explored with
Development
alternatives.
Prepare alternative schematic plans (3) illustrating plaza development options. Each
alternative will diagrammatically describe functional relationships and design concepts
regarding pedestrian circulation, buffers and plaza amenities (interactive water features,
outdoor dining, art elements, shade structures and other features).
Sub Task 3.2 -Alternative
Prepare workshop materials, which clearly illustrate the design character of the option
Concept Development
including sketches and illustrative sections.
Workshop #2 (Parks and
Recreation Commission)
At this second workshop hosted by Parks and recreation, the Consultant Team will
present the alternatives and assist the community in reviewing and evaluating the plans.
A preferred alternative or combination of alternatives will be identified.
GATES & ASSOCIATES
SubTask 3.3 — Preferred Based upon community input, prepare a "preferred plan' ' and support drawings which
Plan Development illustrate:
• Site Layout
• Grading/Drainage Concept
• Landscape Concept
• Lighting Concept
• Concept details for site features
• Materials and site furniture images
SubTask 3.4 — Opinion of Prepare an opinion of probable cost based upon preferred plan.
Probable Cost
Sub Task 3.5 — Preferred Meet with staff to review preferred plan and estimate. Refine as necessary.
Plan Review
Sub Task 3.6 — Preferred Prepare workshop exhibits.
Plan Review
Workshop #3 (Planning At workshop hosted by Planning Commission, facilitate discussion of preferred plan and
Commission) any required modifications.
• Identify focus issues which require further study and refinement
• Further define the desired character of park
• Prepare meeting synopsis for City review
Sub Task 3.7 — Schematic Incorporate workshop comments and prepare final schematic design submittal
Design Submittal Including update to cost estimate.
Sub Task 3.8- Schematic Submit Schematic plan to City Council for review and authorization to proceed to
Design Approval Construction Document.
TASK 4-
CONSTRUCTION
DOCUMENTS
Sub Task 4.1 — 60% Plans
Sub Task 4.1 A —
Landscape Plans
PRODUCTS:
Alternative Plans (3)
Preferred Plan (support drawings and estimate)
Workshop Exhibits (plans, sketches, sections) (2)
Preliminary Design Submittal Package and estimate
MEETINGS:
Staff 2
Workshop/ Park & Recreation 1
Workshop/ Planning Commission 1
City Council 1
The objective of this task is to work with City staff to prepare construction documents,
bared upon approved schematic plans, which actually reflect Community's desires.
Prepare 60% construction documents, including:
• Cover Page with Index and Vicinity Map
• Plaza Grading Plan
• Layout Plan — Horizontal layout for parking and site amenities
• Planting Plan and Details
• Irrigation Plans & Details - sizing for future
• Site Construction Details
• Fountain Plan and Details
GATES & ASSOCIATES
Sub Task 4.IB— Civil . Demolition Plan
Plans 0 Storm Drainage Plan Erosion Control Plan
• Utility Plans
• Lighting & Electrical Plan
• Structural Plans and calculations as necessary
Sub Task 4.2— Prepare Special Provisions (technical sections) using Standard City Specifications that
Specifications cover all aspects of the project including catalog cuts, and product literature
maintenance considerations
SubTask 4.3— Cost Prepare an updated statement of probable construction costs based on the 60 % submittal
Estimate documents.
Sub Task 4.4= Quality Conduct internal quality control and coordination prior to City submittal.
Control
SubTask 4.5— City Review Meet with City Staff to review plans.
SubTask 4.6 — 90% Set Revise and complete the construction documents (drawings and specifications) to a 90%
submittal stage, based on the City's comments on the 60% submittal. Update cost
estimate_
Sub Task 4.7— Quality Conduct internal quality control and coordination prior to City submittal.
Control
SubTask 4.8— City Review Meet with City Staff to review plans.
SubTask 4.9 — 100% Prepare a final statement of probable construction cost be used as the City Engineer's
Submittal Estimate.
Incorporate final review and plan check comments from City staff, revise the
construction documents and furnish signed reproducible copies of the 100% complete
construction documents ready for reproduction and binding for bidding by the City.
Work Products and Deliverables:
60 %Submittal (PS &E)
95% Submittal (PS &E)
100% Submittal (PS &E)
MEETINGS:
Staff Meetings 3
PHASE 2-
IMPLEMENTATION
TASK 1 - BID PHASE Assist in obtaining bids and in awarding construction contracts for the project as follows:
• Assist City in developing list of potential bidders.
• Prepare an addenda and clarification both written and in drawing form for timely
issuance prior to bid opening date.
• Participate in Pre -Bid Meeting and on -site "walk- through" with the prospective
bidders.
• Consult and advise the City on bids submitted by contractors for the construction of
the project.
GATES & ASSOCIATES 2
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TASK 2 - Provide general assistance during the progress of the project so as to assure proper
CONSTRUCTION construction according to the construction contract terms. This assistance including:
ADMINISTRATION
ASSISTANCE . Attend a Pre -Award Meeting between selected Contractor's Staff and City Staff.
• Provide a minimum of ten (10) progress site visits, as needed, to insure project
construction consistent with the contract documents.
• Furnish definitions and interpretations of the plans and specifications for the project
as requested.
• Review for compliance any product submittals specified written guarantees,
instruction booklets, diagrams and charts required by the Contract Documents.
• Review or evaluate construction schedule, schedule of values, change orders and
payment requests.
• Preparation of proposal requested and review Contractor's quotations for change
orders.
• Assist City in performing final review /evaluation and preparation of punch list.
• Attend closeout meeting.
GATES & ASSOCIATES
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