HomeMy WebLinkAbout08 - Newport Center ParkCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 8
September 27, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Robert Stein, Special Projects Engineer
949 - 644 -3311
rstein@city.newport-beach.ca.us
SUBJECT: NEWPORT CENTER PARK - APPROVAL OF AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT WITH HALL & FOREMAN,
INC.
RECOMMENDATIONS:
1. Approve Amendment No. 1 to Professional Services Agreement with Hall &
Foreman, Inc., of Irvine, California, for design services at a contract price of
$158,500 and authorize the Mayor and City Clerk to execute the Amendment.
2. Approve a Budget Amendment appropriating $23,500 from General Fund 7014 -
05100805 (Morning Canyon Stabilization Project) into Account No. 7021- C4120656.
DISCUSSION:
The City executed a contract for $128,950 with Hall & Foreman on June 22, 2004 to
complete the planning for the 12.5 -acre Newport Center Park (formerly known as the
Newport Village Park) project, conduct an environmental review and produce "65%
complete" design drawings. The park project includes a 105 -space parking lot.
Under this amendment, Hall & Foreman will complete the construction documents for
the park project. The project is being designed to avoid sensitive areas that would
require permits from the jurisdictional agencies. However, the agreement does provide
for the consultant to conduct informational site - visits with the California Department of
Fish and Game. This area falls outside of the California Coastal Commissions
jurisdiction. The amendment will also provide construction support services.
Specific project tasks include preparing grading plans, storm drain plans, retaining wall
plan and profiles, irrigation and landscape plans (including electrical details) for the park
and Avocado Avenue parkway, landscaping /irrigation plan for the northern perimeter of
the site, parking lot lighting calculations and plans, plans for the circular arbor, and
design for the three "gardens -in- the - park ".
SUBJECT: Newport Center Park - Approval of Professional Services Agreement with Hall & Foreman, Inc.
September 27, 2005
Page 2
Funding Availability:
Staff is proposing that this work be funded with a portion of the remaining fund balance
from the Morning Canyon Stabilization project which was recently awarded and fully
funded at this time. Upon approval of the recommended Budget Amendment, sufficient
funds are available in the following account(s) for the project:
Account Description Account Number Amount
General Fund 7021- C4120656 $135,000.00
General Fund 7014- C5100805 $23,500.00
Total: $158,500.00
Environmental Review:
City Staff will prepare the Initial Study and Mitigated Negative Declaration.
Pre ared by:
0
Robert Stein
Special Projects Engineer
Attachment: Professional Services Agreement
Submitted by:
m G. Badum
Works Director
AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
WITH HALL AND FOREMAN, INC.,
FOR ENGINEERING CONSULTING SERVICES FOR THE PROPOSED
NEWPORT CENTER PARK
(FORMERLY KNOWN AS THE NEWPORT VILLAGE PARK)
THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this day of , 2005, by and between the CITY OF
NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and
HALL AND FOREMAN, INC., a California corporation whose address is 420 Exchange,
Suite 100, Irvine, California, 92602, (hereinafter referred to as "Consultant "), is made with
reference to the following:
RECITALS
A. On June 22, 2004, City and Consultant entered into a Professional
Services Agreement, hereinafter referred to as "Agreement," for
engineering design services for the proposed Newport Center Park, to be
located behind the Central Library on Avocado Avenue (hereinafter referred
to as the "Project "). This Agreement is scheduled to expire on December
31, 2006.
B. City desires to enter into this Amendment No. 1 to reflect additional design
services not included in the original Agreement, including final structural
plans for the Project and the design of three new proposed special
gardens ( "Gardens Within A Garden "). City also desires to extend the
term of the Agreement to June 30, 2007.
C. City desires to compensate Consultant for the additional professional
services needed for Project.
D. City and Consultant mutually desire to amend the Agreement as provided
hereinbelow by this "Amendment No. 1."
NOW, THEREFORE, the parties hereto agree as follows:
1. Consultant shall perform the services outlined in the Scope of Services
attached hereto as Exhibit A and incorporated in full by this reference.
2. City shall pay Consultant for the services on a time and expense not -to-
exceed basis in accordance with the provisions of this Section and the
Schedule of Billing Rates attached hereto as Exhibit B and incorporated
herein by reference. Consultant's compensation for all work performed in
accordance with this Amendment No. 1, including all reimbursable items
and subconsultant fees, shall not exceed One Hundred and Fifty -Eight
Thousand, Five Hundred Dollars ($158,500.00), without additional
authorization from City. No billing rate changes shall be made during the
term of this Agreement without the prior written approval of City.
3. The term of the Agreement shall be extended to June 30, 2007.
4. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in Agreement shall remain unchanged and shall be in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on
the date first above written.
APPROVED AS TO FORM:
Aaron C. Harp,
Assistant City Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
M
Mayor
for the City of Newport Beach
HALL AND FOREMAN:
By:
(Corporate Officer)
Title:
Print Name:
By:
(Financial Officer)
Title:
Print Name:
Attachment: Exhibit A — Scope of Services
f: \users\pbw\shared \agreements \fy 03 -04 \hall - Forman- newport village-amendl.doc
�I I
Engineering. Surveying :Planning -Landscape Architechue
September 12, 2005
Mr. Bob Stein
Principal Civil Engineer
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Exhibit A
04319 -100
Subject: Engineering Consultant Services for the City of Newport Beach Central Park
Dear Mr. Stein:
Hall & Foreman, Inc. (IFI) is pleased to submit our proposal to the City of Newport Beach to
provide engineering consultant services for the Central Park project located behind the Central
Library on Avocado Avenue. HFI's team has completed 65% of the design services pursuant to
the proposal dated May 27, 2004 and the revision to services dated April 1, 2005.
This proposal is for "final design services" which were excluded in the restructured proposal
dated May 27, 2004 and are now included in this Final Design Services proposal. The phase,
task and subtask descriptions used in the May 27, 2004 proposal are used in this proposal for
cross referencing purposes. Also, at completion of the 65% process, it has been determined that
certain services have been deleted or added to reflect the scope necessary for the current 65%
park design. These services will be indicated as deleted, new, or revised in ( ) adjacent to the
task.
The design components included are described in detail in the Scope of Services attached hereto.
Included in the attached Scope of Services, is the Schedule of Hourly Billing Rates used to
prepare the proposal and a Labor I Fee Matrix used to develop the fee proposal for this project.
Pursuant to the previous relationship with the City, Mr. Mark Reader, P. E. (Project Manager)
will be responsible for HFI's services provided to the City and will oversee the civil engineering
design and subconsultants' efforts for this project. Mr. Jess Harris will serve as the project's
Landscape Senior Project Director and will be responsible for finalizing the park aesthetic
concepts and oversee the preparation of the landscape improvement plans.
HFI's subconsultants, Michael Brandman Associates (MBA) will provide environmental services
for the park site. HFI's intention is to be a proactive extension of the City's staff and act as
advisor and advocate, while working with the communitys best interest in mind during the
design on the park.
IMm Rancho CO Mmge Woom Hill.
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Itvire.692002.1301 RatlhO CeumoM 6917303685 WooBYnO Hills, 691%7x537
Tel 714.W5.4580 Tel SMAN.9090 7.1018251,1200
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Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 2 of 10
HFI is proposing to provide the engineering consultant services as described in the attached
Scope of Services for a fix fee of $158,500.
If you have any questions, please do not hesitate to contact me directly at 714- 665 -4518.
Sincerely,
Hall & Foreman, Inc.
Mark Reader, P. E.
Project Manager
cc: Jess Harris — JHA
S904319\Admin\Conncts\Rev Proposal V4\091205.doc
SCOPE OF SERVICES
The following provides a description of Consultant's engineering services to be included in the
Final Design of the Project.
The design plans are "65 %" complete.
The following Design Services are a part of the Phase 2 Final Design Services Contract:
I . The City Review Process for the 65% design precise grading plans and details (including
the title sheet, retaining wall layout and typical sections, and parking lot design);
2. The City Review Process for the 65% design landscape planting and constructions plans
and details;
3. Preparation of retaining wall profile(s) and retaining wall details;
4. Preparation of landscape irrigation plans and details;
5. Issuance of final utility notices and final design coordination with utility companies for
services (water and electrical);
6. Preparation of the construction specifications;
7. Preparation of the final construction cost estimate;
8. Preparation of the project's NOI and SWPPP;
9. Final Plan review and approval for all Construction Documents.
Phase 3 (Environmental Approvals and Permitting) will be based upon an avoidance scenario
whereas the project footprint will be located outside wetlands or riparian areas.
The following pages provide a detailed description of Consultant's services that are included in
this proposal for "Final Design Services ":
PHASE 2: Final Design Services
Task 2A: Geotechnical Investigation (Deleted)
Task 2B: Utility Coordination
As part of Phase 2 services, HFI will contact all potentially affected utility agencies and
companies and provide correspondence records to the City. This effort will include coordination
of the points of connection for water service and power. A summary- tracking table will be
prepared listing all contacts made. At this time, HFI knows of no significant utility conflicts that
could impact the design for the park. Phase 2 will include the issuance of final utility notices and
the transmittal of construction plans to various utility companies.
Si0431941dmin %ContracuVLR Proposal V4\083005 Ro l.doc
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 4 of 10
Task 20 Drawings, Specifications and Cost Estimate
Based upon the City - approved final site plan, HE will prepare final design construction plans
and develop an estimate of the probable construction cost estimate for the proposed park
improvements. Specific activities include the following:
Subtask 2C. 1: Park Grading Plans, Details and Storm Drain (Revised) —
Complete construction plans which locate, dimension and identify the retaining walls,
parking lot, safety lighting, trails and walkways. These plans shall be prepared at
1 " =20' scale. Prepare earthwork quantity estimate to determine cut and fill quantities.
A separate plan for parking lot signing and striping will be developed and details will
be provided to depict striping for standard and handicapped parking stalls. Includes
the City's review process for the park improvement plans.
Upon completion of the 65% design phase it is determined that the preparation of a
detailed hydrology and hydraulic analysis and drainage report is now included. A
new storm drain system plan and profile will be provided.
Subtask 2C. 2: Retaining Wall Profiles and Details — Proposed retaining wall
locations will be identified on the precise grading plans and profiles for each retaining
wall will be prepared (500 feet of retaining wall has been assumed). Small garden
walls (less than three feet of exposed wall) will be shown in plan view only on the
grading plan for the park. One profile sheet and one detail sheet have been assumed
to develop our fee proposal.
Subtask 2C. 2.A: Structural Plan and Detail (New) — Structural plans, details and
structural calculations will be prepared for the overhead trellis structure at the
amphitheater. Plans shall include dimensions and reinforcements for foundations,
pilasters, beams, trellis, and overhead roof structure. These plans sball be prepared at
appropriate scales and conform to the standards of the City. Legends, notes and
details shall also be prepared.
• Subtask 2C. 3: Landscape Construction Plan and Details — Construction plans
shall be prepared to locate, dimension and identify the outdoor amphitheater, trellis
structure, parking lot, concrete walkways, picnic tables, monument signage and park
furniture. These plans shall be prepared at I "=20' scale and conform to the standards
of the City. Legends, notes and construction details at varying scales shall also be
prepared.
• Subtask 2C. 4: Landscape Irrigation Plan and Details (Optional Services) —
Irrigation plans shall be prepared showing locations of heads, valves, piping,
backflow preventer, and automatic controllers as needed for a complete irrigation
design. These plans shall be prepared at I"= 20'scale and conform to the standards of
S: 04319\Admin\Cwtmcis\Rev proposal V41093005 Rev I.doc
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 5 of 10
the City. Legends, notes, details and worst -case pressure loss calculations shall also
be prepared. Three plan sheets and two detail sheets have been assumed.
Subtask 2C. 4.A: Electrical Plan and Details (New) — Electrical plans shall be
prepared to show the wiring and conduits for the electrical supply from power source
to walkway lighting, parking lot lighting, stairways, ramps, area lighting at
amphitheater /trellis and irrigation controller. These plans shall be prepared at 1 " =20'
scale and conform to the standards of the City. Legends, notes and details shall also
be prepared.
• Subtask 2C. 4.B: Preparing Lot Lighting Calculations — Provide calculations of
foot - candles for parking lot safety.
• Subtask 2C. 5: Landscape Planting Plan and Details (Revised) — Planting plans
shall be completed to 100% design showing locations of trees, shrubs, vines, ground
covers and turf areas. These plans shall be prepared at 1 " =20' scale and conform to
the standards of the City. Legends, notes and details shall also be prepared. Will
include the City's review process for the park plans.
• Subtask 2C. 6: Erosion Control / SWPPP — The proposed parking lot will require
grading of more than 15 parking spaces. As a result, HFI will prepare and submit a
Notice of Intent to conduct construction activities for the project as well as prepare
the project's Storm Water Pollution Prevention Plan for incorporation into the
contract bid documents.
In addition, if requested by the City as an Additional Service, a Water Quality
Management Plan (WQMP) for post construction operation will be prepared and
submitted to the City for review and approval.
• Subtask 2C. 7: Construction Specifications — The technical specifications for the
grading, general constriction, electrical, landscaping, irrigation, and plant
establishment/maintenance operations will be prepared as part of this scope. It is
assumed that the City will provide the basic boiler plate and contract agreement
portion of the bid documents to HR in electronic format.
• Subtask 2C. 8: Opinion of Probable Construction Costs — An opinion of
estimated construction costs will be prepared for this project using current
construction costs including contingencies and contractor's overhead and profit. A
final cost estimate will be submitted as part of the final plan submittal.
• Subtask 2C. 9: City Review Comments and Corrections — HFI will respond to
plan check comments from the City with revisions as needed in order to achieve final
S:W431 MdminlCwtmcz\ReV Proposal V4b83005 R" l.doc
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 6 of 10
plan check approval from these agencies. A single submittal of the final construction
documents has been assumed. Correction of design errors will be made at the
expense of HFI.
Task 21): Project Meetings, Coordination and Management (Revised)
During the final design phase, project team meetings with City staff are assumed to be held
approximately once a month and a maximum of four project meetings have been assumed. Our
fee proposal is based on four hours per meeting which includes meeting preparation time,
attendance by one HFI team member, a subconsultant, and the preparation of meeting minutes.
An additional 32 labor -hours have been reserved for Phase 2 project coordination and
management services and for conducting HFI's Quality Assurance and Quality Control
responsibilities for the final design deliverables.
Task 2E: City Committee/Commission Meetings (Deleted)
Task 2F: Add Alternates (Optional Services) (New)
North -half of Park Edge Landscape and Irrigation — Special planting and irrigation of the
"edge" landscaping along the north -half of boundaries of the park site shall be prepared.
Avocado Parkwav Landscape and Irrigation — Planting and irrigation of the parkway along
Avocado Avenue shall be prepared.
"Gardens Within Garden" — The design and construction documentation of three (3) special
gardens shall be prepared. These will include construction layout for special paving, benches,
landscape and irrigation plans at I '= 20' scale. Each garden is estimated at 36 hours as indicated
on the fee proposal spreadsheet.
PHASE 3: Environmental Meetings and Coordination
An "avoidance scenario" is implemented due to the project footprint located outside the wetlands
and riparian areas.
The following describes in detail the environmental scope of services to be provided to the City
for this project:
5:104319V.dmin \ContractS\Rev Proposal V4W83005 Rev I.doc
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 7 of 10
Task 3A: Mitigated Negative Declaration (Deleted)
Not required due to avoidance scenario.
• Subtask 3A. 1: Screencheck Draft Initial Study (Deleted)
Subtask 3A. 2: Revised Initial Study (Deleted)
• Subtask 3A. 3: Produce and Circulate Public Review Draft Initial Study (Deleted)
• Subtask 3A. 4: Responses to Comments and Mitigation Monitoring Program (Deleted)
Task 3B: Orange County Natural Community Conservation Plan (NCCP)
Compliance Memorandum (Deleted)
Task 3C: Regulatory Advisory (Deleted)
Task 3D: Conceptual Mitigation Plan (Deleted)
Task 3E: Pre - Application Consultation with Agencies — Concurrence with Avoidance
(Deleted)
Task 3F: USACE Section 404 Nationwide Permit Notification (Deleted)
Task 3G: RWQCB Section 401 Water Quality Certification Notification (Deleted)
Task 3H: CDFG 1602 Streambed Alteration Agreement (Deleted)
Task 3I: Environmental Coordination of Processing (Deleted)
Task 3J: Environmental Project Meetings, Coordination and Management
As discussed with Bob Stein, HFI will coordinate a meeting with CDFG and the City at the
project site to discuss the verification of avoidance of jurisdictional areas. The proposed trail at
the northerly end of project site and its relationship to the coastal sage/scrub will be discussed.
lEI has planned for two meetings at eight hours per meeting including preparation for each
meeting and the preparation of meeting minutes (for environmental related items only) plus the
additional hours for technical support and processing time to maintain communications with the
City and CDFG.
S.W3191AdminlCon"coAev Proposal WV83005 Rev Ldoe
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 8 of 10
PHASE 4: Construction Administration and Observation Phase
HFI shall provide the Client with limited construction administration and observation items for a
total not -to- exceed twenty (20) man-hours for grading pans and details and forty-eight (48) man-
hours for landscaping plans as described below:
a. Respond to RFI's by providing written clarifications and issue required
addendums.
b. Review and respond to contractor equipment submittals.
c. Limited on -site construction observation. HFI shall make visits to the site at
intervals appropriate to the stage of construction or as otherwise agreed by in
writing to become generally familiar with the progress and quality of the
Work and to determine in is proceeding in accordance with the Contract
Documents.
HFI shall not be required to make exhaustive or continuous on -site inspections to check the
quality of the work.
HFl shall not have control or charge of the installation contractors and shall not be responsible
for construction means, methods, techniques, sequences or procedures, nor for safety precautions
and programs in connection with the work, nor for the failure of any of them to carry out the
work in accordance with the Construction Documents.
SA04319WdmiMContractsuiev Proposal V4%083005 Rev I.doc
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 9of10
Services Not Included
The following Consultant Services have not been included in our scope of services and fee
proposal, but can be provided for as additional services on a lump sum or hourly basis, if
requested by the City:
• GeotechnicalInvestigation;
• Design of water features, i.e. lakes, ponds, fountains, etc.;
• Perspective renderings;
• Preparation of front -end bid documents (by others);
• Landscape architectural plans, beyond limits of project described above;
• Restroom facilities / building structures;
• Construction management, administration, observation, inspection, testing and
staking;
• Major changes to design by the City after commencement of work in each Phase;
• Attendance at additional meetings, workshops or site visits beyond those listed in the
Scope of Services;
• Horizontal Control Plan;
• Colored perspective renderings of the design;
• Plaques and/or signage;
• Park walkway lighting (except stairs);
• On -site construction observation visits and scope beyond those listed above;
• Preparing Construction Documents in separate phased submittals;
• Construction surveying and staking services;
In addition, the scope of the services specifically excludes any investigation needed to evaluate
the presence or absence of hazardous or toxic materials at the site in the soil, surface water, or
groundwater.
Finally, the fee proposal for providing environmental services is based on the "avoidance
scenario ". The preparation of a mitigated negative declaration or a complete Environmental
Impact Report has not been included as part of the fee proposal for this project.
5;104319V.dmin%C0ntMCUs Rev Proposal V4\083005 Rev Ldw
Mr. Bob Stein
City of Newport Beach
September 12, 2005
Page 10 of 10
SECTION 5 — PROJECT SCHEDULE
A new schedule for the project is based on the final scope of services.
SECTION 7 — FEE PROPOSAL AND SCHEDULE OF HOURLY BILLING RATES
The Fee Proposal and Schedule of Hourly Billing Rates provided on the following pages are
based on the scope of services, project understanding, project approach and project assumptions
presented herein.
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City of Newport Beach
BUDGET AMENDMENT
2005 -06
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations AND
PX Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
NO. BA- 06BA -016
AMOUNT: $zs,5oo.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
X No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To transfer budget appropriations from Morning Canyon Stabilization Project to Newport Village Park Concept.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Division Number
Account Number
Amount
Debit Credit
$23,500.00
$23,500.00
Automatic System Entry.
Signed:
FAancial Approval: Administrajoe Services Director Date
Signed:
Signed:
City Manager
City Council Approval: City Clerk
Date
Description
Division
Number
7014
General Fund - Mlsc & Studies
Account
Number
C5100805
Morning Canyon Stabilization
Division
Number
7021
General Fund - Park In Lieu
Account
Number
C5100719
Newport Village Park Concept
Division
Number
Account
Number
Division
Number
Account
Number
Division Number
Account Number
Amount
Debit Credit
$23,500.00
$23,500.00
Automatic System Entry.
Signed:
FAancial Approval: Administrajoe Services Director Date
Signed:
Signed:
City Manager
City Council Approval: City Clerk
Date