HomeMy WebLinkAboutStaff Report 4.B 01/07/200841
CITY OF PETALUMA, CALIFORNIA
January 7, 2008
AGENDA BILL
Agenda Title: Resolution Approving a Budget Transfer and Authorizing Meetine Date: January 7, 2008
City Manager to Execute a Professional Design Services Agreement with
Winzler and Kelly for East Washington Park Design Development Plan and Meeting Time: ❑X 3:00 PM
Phase I Construction Documents ❑ 7:00 PM
Category: ❑ Presentation ❑ Consent Calendar ❑ Public Hearing ❑X Unf nished Business ❑ New Business
Department: Directo : Contact Person:
Public Works Vincerepgg Scott Brodhun
—/L t Larry Zimmer
Cost of Proposal: $894,403 = not -to -exceed amount of PDSA
Amount Budgeted: 07/08 approved project budget = $2 Million, including
$400,000 Parldand Acquisition Fees.
Request: $800,000 from Community Facilities Fees Fund 2210
to augment PDSA amount, to cover staff time and
contingency, with the remainder to be used for
construction.
Attachments to Aeenda Packet Item:
1. Resolution
2. Conceptual Park Site Plan
3. Exhibit A from the PDSA, "Scope of Work"
Summary Statement:
Phone Number:
(707)778-4430
Account Number: C400104
Name of Fund:
Parldand Acquisition Fees - 2251
Community Facilities Fees - 2210
The City of Petaluma owns a 25 -acre parcel on East Washington Street, adjacent to the Rooster Run Golf Course.
On June 4, 2007, City Council approved a conceptual plan for a community park at the East Washington Street
site, and authorized staff to proceed with a request for proposals. RFP's were advertised in September, and six
proposals received. Four consultants were interviewed, and the interview team, consisting of Parks and
Recreation and Public Works staff, as well as a users group representative, recommends Winzler and Kelly.
The approved conceptual plan for the East Washington Park includes a description of recreational facilities and
pari: amenities to be constructed. Cost estimates, based on the approved conceptual plan, identify project costs of
approximately $15,000,000. The Professional Design Services Agreement is for design services to complete
construction drawings, specifications and estimate for an initial phase of construction (Phase I), and to complete
preliminary design (Design Development Plan) of the entire site. Remaining construction drawings,
specifications and cost estimates will be completed as funding is identified for remaining phases of the project.
Public Works CIP Engineering staff is providing project oversight on behalf of Parks and Recreation. Parks and
Recreation and Public Works recommend that City Council authorize the requested transfer of funds, and the City
Manager's execution of the Professional Design Service Agreement with Winzler and Kelly.
Recommended City Council Action/Suggested Motion:
Adopt a resolution approving a budget transfer and authorizing City Manager to execute a Professional Design
Services Agreement with Winzler and Kelly for East Washington Park design development plan and Phase I
constriction documents.
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C400104\Design\330 PCDC-City Coun :HW10705 Agenda Bill for
PDSA with Winzler and Kelly for Washington Park.doc
CITY OF PETALUMA, CALIFORNIA
JANUARY 7, 2008
AGENDA REPORT
FOR
RESOLUTION APPROVING A BUDGET TRANSFER AND AUTHORIZING CITY
MANAGER TO EXECUTE A PROFESSIONAL DESIGN SERVICES AGREEMENT
WITH WINZLER AND KELLY FOR EAST WASHINGTON PARK DESIGN
DEVELOPMENT PLAN AND PHASE I CONSTRUCTION DOCUMENTS
1. EXECUTIVE SUMMARY:
The City of Petalurna owns a 25 -acre parcel on East Washington Street, adjacent to the
Rooster Run Golf Course. On June 4, 2007, City Council approved a conceptual plan
for a community park at the East Washington Street site, and authorized staff to proceed
with a request for proposals. RFP's were advertised in September, and six proposals
received. Four consultants were interviewed, and the interview team, consisting of Parks
and Recreation and Public Works staff, as well as a users group representative,
recommends Winzler and Kelly.
The approved conceptual plan for the East Washington Park includes a description of
recreational facilities and park amenities to be constructed. Cost estimates, based on the
approved conceptual plan, identify project costs of approximately $15,000,000. The
Professional Design Services Agreement is for design services to complete construction
drawings, specifications and estimate for an initial phase of constriction (Phase I), and to
complete preliminary design (Design Development Plan) of the entire site. Remaining
construction drawings, specifications and cost estimates will be completed as funding is
identified for remaining phases of the project.
Public Works CIP Engineering staff is providing project oversight on behalf of Parks and
Recreation. Parks and Recreation and Public Works reconmiend that City Council
authorize the requested transfer of funds, and the City Manager's execution of the
Professional Design Service Agreement with Winzler and Kelly.
2. BACKGROUND:
The Recreation, Music, and Parks Commission held a special meeting on November 16,
2006, to hear public comment and receive input for design elements desired by the
community at the proposed East Washington Park site. The architecture firm of Gretchen
Stranzl McCann was lured by the Parks Department to lead the conceptual master plan
process for the park. A large and diverse group of citizens representing the various user
groups attended and contributed to the conceptual planning efforts. On February 13,
2007, another special meeting of the Commission was held where initial draft conceptual
plans were presented and follow-up public comment was heard. On March 27, another
special meeting of the Commission was held for a 50% plan presentation, and further
review and comment. On April 17, the 95% plan was presented for public continent at a
special meeting of the Commission, and, finally, at the May 16 regular meeting of the
Page 2
Commission, the 100% conceptual master plan was presented and approved by the
Connnission.
On June 4, 2007, the City of Petaluma reviewed and approved the 100% conceptual
master plan for the East Washington Park. The approved conceptual plan included a
description of recreational facilities and park amenities to be constricted on the site, and
estimated project costs of approximately $15,000,000. A Request for Proposals was
issued on September 14, 2007, with six consultants submitting proposals by the deadline
of October 12, 2007. An interview team, consisting of Parks and Recreation and Public
Works staff and including a representative from the users group, conducted interviews
with four consultants on November 8, 2007. Winzler and Kelly, who included the
conceptual planning fine GSM as part of their team, were selected as the most qualified
firm for the project. The Professional Design Services Agreement with Wirnzler and
Kelly is for design services to complete construction drawings, specifications and
estimates for an initial phase of construction (Phase 1), and to complete preliminary
design (Design Development Plan) of the entire site. The design development plan will
include planning for and preliminary design for subsequent construction phases, in order
to assure logical construction sequencing and to meet funding availability.
The priority elements for Phase I will be to design and construct three lit synthetic
soccer/lacrosse fields with all necessary infrastructure improvements, including but not
limited to, access to fields, adequate parking, and electrical power. Phase I will also
include improvements to East Washington Street, if so determined through a traffic study.
Public Works staff will be incorporating the feasibility of having the rough grading of the
entire conummity park completed through volunteer efforts.
In addition to Phase I, the design development plan of the entire park will consider all
necessary frontage improvements, including road widening, striping, shoulders, bicycle
lanes, and all utility connections on site and off as necessary. To reiterate, the design
development plan will include planning for and completing preliminary constriction
drawings and cost estimates for subsequent construction phases, assuring logical project
sequencing that meets funding availability.
Funding for the design and construction of the entire East Washington Park project is
coming from multiple sources. Projected funding for Phase I construction will come
from:
• An Open Space grant of $2,000,000, awarded in June 2007, with a grant
agreement to be signed in early 2008.
• $2,000,000 of private fiords and in -]rind contributions, as a result of a fundraising
campaign led and managed by the needs assessment group, made up of park
users.
• $500,000 of Community Facilities Fees (this is an estimate of the remainder of the
$800,000 being transferred, plus an estimate of additional fees that will be
collected).
Page 3
3. ALTERNATIVES:
a. Approve a budget transfer of $800,000 from Conununity Facility Fees, Fund 2210 to
Project No. C400104, and execute a Professional Design Services Agreement with
Winzler and Kelly for $894,403.
b. Take no action at this time, thus deferring the park design and construction until
further notice.
4. FINANCIAL IMPACTS:
In the Fiscal Year 07-08 budget, $2,000,000 was allocated to the East Washington Park,
although $1,600,000 was undetermined. Staff is requesting to transfer $800,000.00 of
Community Facility Fees, Fund 2210 to Project No. C400104.
Recommended PDSA
Staff Time 5%
Park Acquisition Fees Budgeted
Previously Spent on Concept Plan
Cormnunity Facility Fees Requested
Costs Revenue
$894,403.00
$44,720.15
$400,000.00
$72,000.00
$800,000.00
Total $1,011,123.15 $1,200,000.00
Remainder to be used as contingency or for construction $188,876.85
5. CONCLUSION:
Following the resolution, the consultant will enter into an agreement with the City of
Petahuna and submit the required documents and insurance. The design of the East
Washington Park will begin immediately after the professional design services agreement
is executed.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
Completion of Phase I design in FY 07-08 and completion of Phase I constriction in FY
08-09.
7. RECOMMENDATION:
Approve a budget transfer of $800,000 from Community Facility Fees, Fetid 2210 to
Project No. C400104, and authorize City Manager to execute a Professional Design
Services Agreement with Winzler and Kelly for East Washington Park design
development plan and Phase I construction documents.
Page 4
ATTACHMENT I
RESOLUTION NO. 2008 -
OF THE CITY OF PETALUMA, CALIFORNIA
APPROVING A BUDGET TRANSFER AND AUTHORIZING CITY MANAGER TO
EXECUTE A PROFESSIONAL DESIGN SERVICES AGREEMENT WITH WINZLER
AND ICELLY FOR EAST WASHINGTON PARK DESIGN DEVELOPMENT PLAN
AND PHASE I CONSTRUCTION DOCUMENTS
WHEREAS, the City of Petaluma is preparing to construct a 25 -acre park on City -owned
land to meet the needs of the Petaluma community; and
WHEREAS, the Petaluma connnunity has participated in public meetings, providing
input regarding features they would like to see in the proposed park; and
WHEREAS, the Recreation, Music, and Parks Commission recommended to the City
Council that they approve a Conceptual Master Plan for the East Washington Street Park project
and authorize staff to proceed with Requests for Proposals for final design plans; and
WHEREAS, the City Council accepted the Conceptual Master Plan for East Washington
Park and directed staff to proceed with preparation and issuance of a Request for Proposals for
preparation of complete constriction design plans for an initial phase of constriction; and
WHEREAS, staff issued a Request for Proposals for preparation of design plans of the
East Washington Park, and
WHEREAS, staff received six submittals, interviewed four consultants and recommends
Winzler and Felly for design services; and
WHEREAS, sufficient funding is available in Fund 2210, Community Facilities Fees to
transfer to Project No. C400104.
NOW, THEREFORE, BE IT RESOLVED that the City Comicil of the City of
Petaluma hereby:
Authorizes a budget transfer in the amount of $800,000 fiom Conununity
Facility Fees, Fund 2210 to Project No. C400104.
Authorizes the City Manager to execute a Professional Design Services
Agreement with Winzler and Felly for East Washington Park Design
Development Plan and Phase I construction documents.
Page 5
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East Washington Park
City Project No. C400104
Proiect Overview
ATTACHMENT 3
Exhibit A
The overall goal of this project is to develop approximately 24 acres for public recreational use.
A City Council -approved Master Concept Plan has been completed, and is reflective of
considerable input from the community. This community facility will consist of athletic playing
fields that are artificial and natural, playground equipment, trails, parking, BMX facilities, and a
variety of other common areas. The concept plan includes a description of recreational facilities
and park amenities to be constructed on the site. The Phase 1 design work will consider all
necessary frontage improvements, including road widening, striping, shoulders, bicycle lanes,
ADA compliant pedestrian walkways, and all utility connections. In addition to the design, the
scope of work will include developing draft plans for the entire park, design and construct
services for an initial phase (Phase 1), and establishing steps for subsequent construction phases
based upon projected finding availability.
The priority elements for Phase I design and construction will be to design and construct three lit
synthetic soccer/lacrosse fields with subsequent design and constriction phases to follow as
funding becomes available. It is the intent of the City of Petaluma, to have the rough grading of
the entire community park and BMX course completed through volunteer efforts. No building
design/architecture is included in this project scope.
Since there is potential for the rough grading of the entire park to be completed through
volunteer efforts, the Consultant shall supply sufficient plans and documents for the rough
grading so the City may contract with an appropriate volunteer and complete the work required.
In addition to providing rough grading plans and documents, the Consultant shall assist the City
in coordinating the construction schedule between the volunteer rough grading efforts and Phase
I in order to prevent contractor congestion on the site.
The City of Petaluma (City) will take the `Lead' for the scope of work Under this entire project.
The City has selected Winzler and Kelly Consulting Engineers (Consultant) to provide the
design and assist the City throughout the duration of the project as defined below.
Task I Preliminary Eneineerine, Scopine, and Future Phasine
The goal of this task is for the Consultant to preliminary engineer the entire park (Design
Development Plan) with the intent to narrow a scope of work for the design and construction of
Phase I by Sumner 2008. It is understood, that by designing the scope of work for Phase I,
certain components will need to be completely designed and addressed in order for the future
development to work. Following the design of Phase I, the Consultant shall provide subsequent
phasing options with corresponding estimates to assist the City in plarming future construction as
funding becomes available.
Page 7
An estimate of four (4) project meetings shall be included within this task, and will include time
working with the City on review, user groups, and submittals of the Design Development Plan
and cost estimates.
1.1 Base Man Prenaration
The Consultant will verify and complete existing topographic mapping for the overall
park project. Consultant will utilize mapping developed during the master planning
process, including potential augmentation for infrastructure/frontage improvements.
• Deliverables will be a topographic base map in 20 scale.
1.2 Proiect Backeround Review
Consultant shall meet with the City to review comments received on the Master Concept
Plan, existing site conditions, budget availability, proposed recreation programs,
maintenance requirements, and building permit requirements. Specific research includes,
but it not limited to:
• Review as -built plans and record information for the site.
• Review existing irrigation water and well connections, available pressure, flow
readings, central control capacity, and need for booster pumps.
• Review geotechnical field exploration reports as the investigation relates to general
soils treatment and the specific design of synthetic turf sections/surfacing, site
drainage, scoreboards, play equipment foundations, lighting foundations, fencing and
gate foundations, site furnishings foundations, pedestrian and bicycle pathways,
access roads, parking and drop off areas.
• Review updated topographic, land survey and utility mapping for use in project
design and overlay with civil, soils, and electrical engineering work.
• Review EVA corridors, public safety, neighborhood, and citywide physical and visual
links.
• Observe circulation patterns from within the site planned conditions and to/from the
park to Prince Park, Rooster Run Golf Course, Petaluma Municipal Airport, local
neighborhoods, and the greater Petaluma Area (a Traffic Study is included under
Task H to address this).
• Re-examine potential environmental conditions and need for mitigation of the project.
• Review City of Petaluma Utility Mapping and previously completed Initial
Study/Mitigated Negative Declaration (IS/MND) for the East Washington Park
Master Plan.
• Examine input gathered through the past master planning and required additional
public outreach process as needed.
• Conduct field meetings (2) to review concepts with necessary agencies to gain input
and support for projects and examine need for permitting.
• Prepare visual photometrics/graphics of lit playing fields for concerned user groups
(i.e. — Open Space, Airport Land Use Corrunission, etc.).
Page 8
1.3 Desien Develooment Plan (Entire Park)
The objective of this subtask is to design and develop an overall site plan of how the park
will work at complete build out and yet have the flexibility to construct elements in
phases. The consultant shall provide the City with an overall design development plan
that will include, but not be limited to:
• 100% completed grading (including spot finish grades at locations throughout the site
that are adequate to understand total site drainage) and drainage design for the entire
park site. A complete hydrology study is included ruder Task 11 Environmental
Permitting.
• 100% completed utility design for the main line trench ("backbone") from East
Washington Street. Utilities include, but are not limited to sewer, water, future
reclaimed water, phone, and electrical. The design shall also include lateral stub -outs
at corresponding locations.
• Show final building locations with footprint square footage.
• Design Development Plan shall include all surface elements specified in the master
plan: synthetic turf soccer/lacrosse fields, softball fields, baseball fields, multi -use
natural grass fields, BMX course, spectator areas, community event and plaza spaces,
picnic areas, older and younger children's play areas, concession, restroom and
maintenance buildings, site furnishing, sports field and security lighting, accent, wind
screen, shade planting, naturalized stormwater detention basins, East Washington
Street improvements, access roads, parking and drop off areas, EVA corridors,
pedestrian and bicycle pathways and trail connections, interface areas, walls, ramps,
steps, driveways, parking areas, storage areas, specialized paving, site elements,
furnishings and landscaping.
• The non -Phase I general areas (primarily hardscape and utilities) required for specific
items such as play equipment, picnic tables, park and players benches, trash
containers, restroom, concession, maintenance and storage buildings, gazebos, soccer
wall of fame, specialized lacrosse and soccer netting systems, drinking fountains,
barbeques, etc., will be laid out (proper access, code and regulation compliance) for
future inclusion into future construction documents. Because timing and scope of the
future phases is unknown, and because these types of products update frequently,
these specific features will not be selected and designed as part of this scope, but
rather as a part of the associated future construction document contract.
• Design Development Plan drawings are to be presented in seven sets at 35% and 65%
completion for review, comment, and corrections.
Y Grading, drainage and utility (backbone) plan designs will require one more submittal
at 95% completion with 100% plans ready for bidding purposes.
• Review plan packages with the City at each submittal review level.
• Cost Estimates, in accordance with the respective levels of completion, will be
prepared at each submittal milestone.
Upon completion of the Design Development Plan the Consultant shall provide seven
sets including electronic data on "AutoCAD 2006," or later. Submittal of 100% design
components shall include, but not be limited to all calculations, plan and profile views in
an electronic format.
Page 9
The Consultant shall provide preliminary construction cost estimates for the Design
Development Plan. The estimate shall include itemized calculations, quantities and costs
for the overall development plan. The purpose of the preliminary estimate will be to
develop fature scopes of work for subsequent design and construction phases as funding
is available.
1.4 Subseauent PhasinLy
The objective of this subtask is to develop a phasing strategy for the remaining park
elements beyond Phase I, utilizing the cost estimates calculated for the overall plan as
well as following specified guidelines. The Consultant shall provide the following
guidelines to the City:
• Determine what portion of park improvements will require specific East Washington
Street Improvements.
• Determine what environmental mitigation measures will need to be implemented as
subsequent park elements are built.
• Determine utility, drainage, infrastruchue, roadways and parking elements that will
have to be included on subsequent phases.
Due to unforeseen funding availability, beyond the completion of Phase I, the City may
elect to write a new agreement at the time more funding becomes available to fi ialize
design and constrict the remaining elements.
Task II Environmental Review and Permittinu
The objective of this task is to appropriately update the Master Plan CEQA document to address
the proposed project changes and identify necessary resource permitting for the project. The
CEQA document will analyze environmental impacts of the project as a whole, and present
mitigation measures for both the project and for Phase 1 (construction of three lit synthetic
soccer/lacrosse fields).
The consultant shall determine the need to include environmental analysis of the County project
of a signal at East Washington Street and Adobe Road in the East Washington Park CEQA
document. This scope of work (SOW) assumes that the County has completed CEQA review and
the analysis will be incorporated by reference into the East Washington Park CEQA document.
In the event that the City of Petaluma General Plan is approved dining or prior to the start of the
CEQA process, the Consultant shall review the new General Plan and Zoning Ordinance to
analyze project compatibility with the new policies.
2.1 Citv and Aeencv Coordination
The Consultant shall participate in full coordination and review of design plans by City
and other appropriate agencies.
2.2 Environmental Evaluation
Consultant shall address environmental impact issues. This task has been expanded below
to identify detailed steps.
Page 10
2.2.1 Traffic Shudv
Consultant shall conduct a traffic study to include the following elements at a minimums:
• Forecast the study for the entire build out of the park.
• Study Phase I construction as a stand-alone project. In addition, the Consultant will
determine what portion of construction will require specific East Washington
Roadway improvements.
• Determine the need and length of right turn lane and left hum pocket on East
Washington
• Assrmie that the Adobe intersection signal light is NOT installed as the baseline for
study purposes only. The Consultant is not to design the signal in this project.
However, the traffic study shall include the signalized scenario in the report.
• Consultant shall assess sight distance issue for East Washington and Park users.
• See Exhibit A-1 for detailed activities included in the traffic study; in case of conflict,
this primary scope shall over -ride Exhibit A-1.
2.2.2 Hvdrologv/Stormwater Stidv and Well Drawdown Test
Consultant shall provide a detailed hydrology/stonnwater study and report signed by a
licensed engineer for the overall plan. Consultant shall coordinate the submittal and
approval of the hydrology report to the applicable approving agency (City Department of
Water Resources or SCWA (TBD). Consultant shall perform draw down test on existing
water well on the project site (north east comer). The test will include monitoring of
existing site well and one adjacent well (neighbor to the east). It is understood that the
existing well has a pump and is operational. The test results shall detennine if well has
adequate supply and quality for synthetic field washdown and will be provided in a draft
letter report and final letter report.
2.2.3 Preoare Administrative Draft Addendum to 2001 Adonted Mitigated Negative
Declaration (MND)
An Initial Study will be conducted to detennine if the East Washington Park Project
causes new significant impacts or an increase in the severity of the previously identified
impacts in the 2001 Redwood Empire Sportsplex Project MND. The current evaluation of
the Project changes indicates that the environmental review of the Project could be
completed by means of an Addendum to the 2001 Adopted MND. This SOW is based on
the assumption that the Project qualifies for an Addendum.
An addendum does not require circulation for public review, although the City may
decide to circulate for other considerations. The Addendum would be attached to the
original MND and submitted to the decision makers prior to approval of the project
changes. If, through the Initial Study process, it is found that the project does not qualify
for an Addendum to the 2001 Adopted MND, Winzler & Kelly will negotiate an
amendment with the City to prepare a subsequent MND or an EIR pursuant to CEQA.
The Consultant will consult all pertinent project documents — as well as useful documents
for neighboring properties and projects — as provided by the City as part of this
envirormiental analysis. Specific tasks include:
Page 11
• Review the East Washington Park Master Plan and prepare a revised project
description to use in preparation of the Addendum. The City will review and approve
the revised Project Description prior to initiation of the Administrative Draft
Addendum to the MND.
• Biological Resources: consult the California Natural Diversity Database (CNDDB),
The California Native Plant Society's brnentory of Rare and Endangered Vascular
Plants, the lists of special -status species that may occur in the project area provided
by the U.S. Fish and Wildlife Service, National Marine Fisheries, and the California
Department of Fish and Game. The team will conduct one site visit of the Project site
to determine the potential for suitable habitat for special -status wildlife and plant
species. This SOW does not include protocol -level surveys. A site visit will be
conducted to assess the potential for jurisdictional waters or wetlands. A biological
analysis report summarizing the results of the site visit and analysis of potential
impacts on biological resources will be prepared stating the findings. If listed species
or suitable habitats for listed species are identified on the Project site, an Addendum
to the 2001 MND could not be utilized and the Consultant will negotiate an
amendment with the City to prepare a subsequent MND or an EIR pursuant to CEQA.
• Cultural Resources: conduct a records search, pedestrian survey of the project site,
and contact the Native American Heritage Commission. A cultural resources report
will be produced that includes a summary of findings and a detennination as to the
level, if any, of monitoring required during construction. If cultural -resource sites are
found during the field survey, recordation of the sites would be an additional
SOW/Budget.
• Hazards and Hazardous Materials: consult the Cortese list, as well as other federal,
state, and local hazardous materials database lists. This SOW assumes that the project
site is not located on any database lists.
• Hydrology and Water Quality (Hydrology Study in 2.2.2): evaluate the project's
grading plan and other earth -disturbing activities to assess the potential level of
impact to water quality due to construction activities. Mitigation measures would be
proposed, if necessary, to ensure compliance with SCWA, SFRWQCB and the City
policies on stormwater quantity and quality.
• Noise: update the 2001 MND noise analysis. An updated noise analysis will be
conducted that includes measuring existing ambient noise levels at one to two
representative locations during the daytime, evening, and nighttime. Project noise
levels would be estimated and compared to the existing ambient noise levels and the
guidelines and standards set forth in the current General Plan and Zoning Ordinance.
If significant noise impacts are identified, then mitigation measures would be
recormnended.
• Transportation (Traffic Study outlined in 2.2.1): conduct traffic analysis to assess
potential impacts that the construction and operation of the project may have to East
Washington Street and other applicable roadways. Traffic study is anticipated to be
complete seven weeks after authorization to begin. It is assumed in this SOW that the
County's CEQA document for the East Washington Street and Adobe Road Signal
and Roadway Widening Project will be incorporated by reference into the Addendum
to address the environmental impacts of the County's project.
Page 12
The consultant will prepare an Administrative Draft Addendum to the 2001 Adopted
MND for the East Washington Park Project for review by the City. The Addendmn will
evaluate potential environmental impacts to determine if changes in the project
description result in any new significant impacts or substantially increase the severity of
any impacts identified in the original document. The Addendmn will also include
mitigation measure changes, if necessary, resulting from the change in project
description. Because of the project phasing approach, the Mitigation Monitoring Program
will be prepared in two sections — one for Phase 1 and one for the project as a whole.
Five copies of the Administrative Draft Addendmn shall be submitted to the City for
review.
Deliverables: S bound copies of the Ad»:inish-ative Draft Addendum and MAIP
3.2.4 Final Addendum to the 2001 Adonted MND
After receiving City comments on the Administrative Draft Addendum, the Consultant
shall finalize the document and MMP and submit one Screen Check version of the
documents for the City to review prior to producing the Final Addendmn. The Consultant
will respond to final edits and produce five bound copies and one camera-ready copy to
the City. The City will provide noticing to the public and distribute the document as
determined by the City.
Deliverables: Check -Draft Addenduan to 2001 Adopted HIND & JUPIP —I cope
Final version ofAddenclum to 2001 Adopted MND and AIItLIP — I camera-ready copy and
five bound copies
2.2.5 MND Administrative Tasks
The Consultant will perform the administrative tasks associated with processing the
Addendum to the MND, namely:
• Prepare staff report and resolution.
• Attend City Council meeting when adoption of the Addendum to the MND is being
considered.
• Prepare Notice of Determination and file with County Clerk and State Clearinghouse,
upon approval of the project by the City. (The County filing fee and the Fish and
Game fee will be the responsibility of the City.).
3.3 Environmental Permits
The need for project resource permits and consultation — including, but not limited to
those from the U.S. Army Corps of Engineers (USACOE), the San Francisco Bay
Regional Water Quality Control Board (SFBRWQCB), and the California Department of
Fish and Game — will be evaluated. Based on the previous environmental analyses and
the current condition of the project site, it is unlikely that such resource hermits will be
required. However, this will not be verified until the various field surveys are completed
on the project site. The Consultant will prepare a brief memorandum indicating, which, if
any, resource permits would be required for the project.
Page 13
In the event that resource permits will be required, the Consultant will conduct additional
necessary resource surveys and complete permit applications for the project. The
Consultant shall submit a revised SOW and fee estimate for this effort. As it is difficult to
anticipate agency questions, continents, and additional information requests for the
permit applications, this effort will account for only the required surveys, submittal of the
completed permit applications, and one site visit with each agency. Any efforts beyond
this will be conducted on a time -and -materials basis.
The SFBRWQCB will require that the project file a Notice of Intent (NOI) for coverage
under the NPDES General Permit for Storm Water Discharge Associated with
Construction Activities. The NPDES general discharge permit requires all dischargers in
cases where construction activity disturbs 1.0 acre or more to develop and implement a
Storm Water Pollution Prevention Plan (SWPPP) specifying Best Management Practices.
This SOW does not include the preparation of a SWPPP. The Consultant will file the
NOI on behalf of the City, with the City being responsible for any filing fees and provide
the City a copy.
The Federal Aviation Administration (FAA) may require a Notice of Proposed
Construction or Alteration (Form 7460-1) due to the close proximity of the airport. The
Consultant will file the form on behalf of the City, with the City being responsible for
any filing fees.
Task III Construction DrawinEs and Documents
The objective of this Task is to develop a comprehensive set of bid, construction and contract
documents for the bid and construction portion of Phase I.
The Phase I project will include at the minimum:
• Three lit synthetic soccer/lacrosse fields
• Adequate access road and parking
• Adequate drainage
• Restroom (portable)
It is estimated that four meetings will be required during Task III. In addition to design, the
Consultant shall provide bid -phase assistance with an addendum and pre -construction meeting
management as outlined below.
There is potential for the rough grading of the entire park to be completed through volunteer
efforts. The Consultant shall supply sufficient plans and documents for the rough grading so the
City may contract with an appropriate volunteer and complete the work required. In addition to
providing rough grading plans and documents, the Consultant shall assist the City in
coordinating the construction schedule between the volunteer rough grading efforts and Phase I
in order to prevent contractor congestion on the site.
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Based upon the RFP budget and the proposed desired elements for Phase 1 constriction noted
above, it is understood that pathways, specialized spectator areas, site furnishings, perimeter
security fencing and gates and landscaping will be extremely limited or non-existent.
3.1 Bid. Construction and Contract Documents
The Consultant shall provide the following for Phase I:
• Prepare working drawings and completed technical specifications setting forth in
detail the requirements for construction of the project with necessary bidding
information, special provisions, and itemized quantities list. These items to be
presented in seven sets at 35%, 65% and 95% completion for review, comment and
corrections with 100% plans ready for bidding purposes. Outline technical
specifications to be provided at the 35 percent submittal.
• Review plan packages with the City at each submittal review level.
• Prepare technical specifications and cost estimate at each submittal level.
• Meetings will be held between the Consultant and City throughout construction plans
and doctunents preparation (6 meetings).
Plans, technical specifications, bid form, and construction cost estimate review packages
specific to elements for Phase I Construction will include, but not be limited to all
information necessary for a complete set of biddable, buildable construction plans and
specifications. The project will be designed based upon requirements of California
Building Code, California Code of Regulations, Title 24, 2007 Edition.
3.2 Proiect Schedule
Consultant shall
deliver submittals as outlined in Subtask 2.1 above as follows:
Milestone
Topic
Date
1
50% Overall Plan
1/16/08
2
Traffic Study
2/1/08
3
95% Overall Plan
2/20/08
4
100% Overall Plan
3/12/08
5
35%Plans/Specs/Estimate
3/28/08
6
65% Plans/Specs/Estimate
4/23/08
7
95%Plans/Specs/Estimate
5/15/08
8
100% Documents ready for bidding
6/5/08
Note: Any changes or modifications to the milestone dates will be agreed upon in writing
between the Consultant and City. It is anticipated that City review time for each
milestone submittal will take no longer than three (3) weeks. It is understood that much
work is required in a short period and therefore consultant will be "working through"
during City reviews to achieve the proposed schedule. This approach may require some
rework pending City feedback or additional project information.
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3.3 Final Documents
For bidding Phase I, the Consultant shall provide one set of camera-ready plans on mylar
for printing, one set of camera-ready technical specifications including electronic data on
"AutoCAD 2006," or later. Specifications shall also be submitted electronically in MS
Word format. Also, two sets of wet signed prints of plans, specifications, and calculation
for building permit. Plans and specifications are to include the signature by a licensed
landscape architect and engineer, certifying their respective work.
3.4 Geotecluiical Evaluation
Consultant shall perform a structural soils analysis of the entire site and provide a
statement from the soils engineer that the Phase I design complies with all
recommendations.
3.5 Ouantitv Takeoff and Construction Cost Estimate
The Consultant shall provide a final itemized estimate of project construction quantities
and costs for Phase I Construction.
3.6 Bid Proposal Form
The Consultant shall provide a final bid proposal form listing items of work consistent
with payment and other sections in technical specifications for Phase I Constriction.
3.7 Gradina and Encroachment Permits
The Consultant shall secure final approval for the Phase I Construction project fi-om the
City of Petaluma Community Development Department for issuance of a grading pen nit
to chosen contractor. It is understood that the roadway frontage is within the City limits
and the encroaclmient permit will be through the City. Consultant coordination with the
County is anticipated for outreach efforts to coordinate required project frontage
improvements with the County's proposed projects. It is understood that no right-of-way
will be required to accommodate the project's frontage improvements. The fees for the
pen -nits associated with this will not be the responsibility of the consultant.
3.8 Bid Phase and Pre -construction Services
The Consultant shall assist in obtaining bids and in awarding construction contracts for,
the Phase I project as follows:
• Assist with development of contractor bid lists.
• Prepare and keep records necessary for addenda and modifications in both written and
drawing form for timely issuance prior to bid opening and provide support services
during bidding.
• Attend a pre-bid meeting and on-site walls through with the prospective bidders
approximately two weeks prior to bid opening.
• Consult with and advise the City on bids submitted by contractors for the construction
of the project.
• Attend a preconstruction meeting between selected contractor's staff and the City.
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Task IV Construction Administration Support
The objective of this task is for the Consultant to provide the City with comprehensive
construction administration assistance after contract award for Phase I construction. The
Consultant will generally assist during the construction of the project so as to assure proper
construction according to the construction plans and specifications.
4.1 Construction Administration
The Consultant shall provide the following:
• Furnish definitions and interpretations of the plans and specifications for the project
as requested.
• Review for compliance any product submittals, specified written guarantees,
instruction books, diagrams, and charts by the contract documents.
• Assure contractor provides appropriate commissioning and training of City personnel
in proper maintenance and operation of all equipment and systems.
• Prepare, in a timely manner, any contract change orders during construction of project
if necessary.
• Provide a maximum of ten (10) site visits upon City request to assure project
construction is consistent with contract documents.
• Provide electronic and hard copy record drawings (mylar) from City -provided
contractor markups.
Supplemental/Additional Services
The following items have been identified as potential additional services that may be required to
complete the project. It is understood that the scope and fee for each will be addressed upon
determination of need.
• Additional public presentations
• Special environmental studies beyond traffic, drainage, and noise
• Digital orthophoto of the site
• Additional workshops or neighborhood meetings
• Additional models or computer simulations not previously included within the scope
• Inspection services beyond what is already outlined
• Boundary surveys, ALTA surveys, or Record of Surveys
• It is anticipated that the project will not require DSA submittal, review, or processing
• Right-of-way appraisal and acquisition services
• Funding assistance
Assumptions
• No Substantial revisions to approved master plan layout (i.e., field locations)
• No undergrounding of electrical services (PG&E design) will be required for frontage
improvements as part of Phase I.
• NTP will be 12/10/07
• PG&E and or their improvements will not delay the proposed schedule
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