Subject:     MASTER AGREEMENTS FOR DESIGN SERVICES FOR VARIOUS PARK PROJECTS

 

COUNCIL DISTRICT:   Citywide

 

 

REASON FOR ADDENDUM

 

To expedite the start of the design of proposed park bond projects budgeted for FY 2000-01 and 2001-02.  This urgency reflects the aggressive schedule for the City Bond Measure projects and accommodation of the specified delivery dates.

 

RECOMMENDATION

 

Approval of five (5) Master Agreements for design consultant services with five (5) landscape architecture firms for Various Park and Recreation Projects with terms for each agreement from the date of execution to July 31, 2003, and the total not-to-exceed fees are as follows:

 

            Consultant Firm                                                            Not-to-Exceed Amount

 

·        Moore Iacofano Goltsman, Inc.                                                $500,000

·        Tom Richman & Associates, Inc.                                              $500,000

·        Cottong & Taniguchi                                                                 $300,000

·        the beals group, inc.                                                                  $300,000

·        MPA Design                                                                            $300,000

 

 

BACKGROUND

 

The City Parks Bond Measure that passed in November 2000 provides funding for the renovation of various park play areas and restrooms.  Consultants were hired for the first nine of these projects which began in January/February 2001 and are now underway.  The next eight play area and restroom renovation projects are scheduled to begin design in Fiscal Year 2000-01, with another 28 projects starting design in Fiscal Year 2001-02, for a total of 36 projects to be covered under these five proposed master agreements (Attachment 1).

 

To supplement staff resources for landscape architectural services, the Department of Public Works proposes to utilize the services of consultant firms for all of the Bond-funded park play area and restroom renovation projects.

 

ANALYSIS

 

In an effort to improve resource flexibility and responsiveness in the delivery of design services, the Department of Public Works proposes to engage five consultants to perform on-call services for multiple park play area and restroom renovation projects under five master agreements.  Such multi-project agreements will reduce the time and cost of agreement negotiations and administration due to economy of scale and elimination of repetitive negotiation.  Having consultants on-call will enable the consultants to begin work on projects more quickly since the master agreement will have been executed before, rather than after, a project is ready to begin.

 

These on-call agreements establish a range of services that the consultant may provide with the specific project scope details negotiated according to pre-established Parks Bond schedules and budgets.

 

Costs for services completed under this agreement will be borne by specific project appropriations as work on each project by a consultant is initiated.  Services will only be initiated on projects that are funded.  Specific project work will be authorized by the City, by the issuance of a service order identifying the specific project scope of services, schedule, and compensation, along with the appropriate funding source(s) for the project.  The Director of Public Works and the City Manager are authorized to issue service orders initiating work to be done by the consultant.

 

The Department of Public Works has previously negotiated several master agreements with landscape architectural consulting firms to provide similar services, and the benefits discussed above have been realized and have resulted in more efficient project delivery.

 

Recommended Consultants

 

The Department of Public Works has an active list of pre-qualified consultants for design services for public parks.  The list was established in accordance with the formal selection process for Public Works consultants.  The five firms recommended for the proposed master agreements all have the expertise in performing design services for park projects, have previously provided park design services to the City, and have performed satisfactorily.

 

·        Moore Iacofano Goltsman, Inc.

·        Tom Richman & Associates, Inc.

·        Cottong & Taniguchi

·        the beals group, inc.

·        MPA Design

 

Under the proposed master agreements, the five firms will provide design services for 36 City Bond Measure park play area and restroom renovation projects.  The scope of services under these agreements may include, but is not limited to:  site analysis, use programming, technical research, developing preliminary designs and construction documents for site improvement projects, user safety and access studies and community outreach efforts.

 

Agreement Limits

 

The maximum fee for services that may be authorized by the proposed agreements is $500,000 each for Moore Iacofano Goltsman and Tom Richman & Associates, and $300,000 each for the beals group, Cottong & Taniguchi and MPA Design.  The term of the agreements is approximately 26 months, through July 31, 2003.  The agreement gives the Director of Public Works the authority to extend the term up to six months as needed to complete work in progress.

 

PUBLIC OUTREACH

 

The list of landscape architect consultants was established in accordance with the formal selection process of the Public Works policy for retaining consultants to provide services.  The list was established through a request for qualifications which was advertised in the San Josι Mercury News, the City’s Internet Bid Line, and professional trade newsletters.

 

COORDINATION

 

These proposed agreements have been coordinated with the Department of Parks, Recreation and Neighborhood Services; and the Offices of the City Attorney, Risk Manager, and Equality Assurance.

 

COST IMPLICATIONS

 

1.         COST OF RECOMMENDATION:  $1,900,000

 

2.         COST OF AGREEMENTS:

 

                        Consultant Agreements                                                                         $1,900,000

                        Agreement Administration                                                                            57,000  *

                                    TOTAL                                                                                    $1,957,000

 

* The cost for Agreement Administration is estimated at three percent of the maximum cost of the agreements.  Costs for specific project management services will be borne by the budget of each project authorized.

 

3.         SOURCE OF FUNDING:       471 –   Parks & Recreation Bond Fund

                                                            377 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 1

                                                            378 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 2

                                                            380 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 3

                                                            381 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 4

                                                            382 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 5

                                                            384 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 6

                                                            385 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 7

                                                            386 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 8

                                                            388 –   Construction/Conveyance Tax Fund,

                                                                        Parks Council District 9

                                                            389 -    Construction/Conveyance Tax Fund,

                                                                        Parks Council District 10

                                                           

4.           ESTIMATED START DATE OF AGREEMENTS:  June 2001

 

5.                     ESTIMATED COMPLETION DATE OF AGREEMENTS:  July 2003

 

 

BUDGET REFERENCE

 

Fund:
471

APPN:

6818

RC:

113988

Amount:

$141,000
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.a.

 

Fund:
471

APPN:

6820

RC:

114008

Amount:

$103,600
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.c.

 

Fund:
471

APPN:

6823

RC:

114038

Amount:

$51,800
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.f.

 

Fund:
471

APPN:

5703

RC:

114078

Amount:

$109,400
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.j.

 

Fund:
471

APPN:

6833

RC:

114158

Amount:

$51,800
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.r.

 

Fund:
471

APPN:

6834

RC:

114168

Amount:

$51,800
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.s.

 

Fund:
471

APPN:

6840

RC:

114228

Amount:

$103,600
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.y.

 

Fund:
471

APPN:

6835

RC:

114178

Amount:

$51,800
Budget Document:
2000-01 Appropriation Ordinance 28289, Section 31.01, Item 1.t.

 

Fund:
377

APPN:

6861

RC:

115803

Amount:

$209,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
378

APPN:

6861

RC:

115803

Amount:

$151,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
380

APPN:

6861

RC:

115803

Amount:

$128,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
381

APPN:

6861

RC:

115803

Amount:

$153,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
382

APPN:

6861

RC:

115803

Amount:

$200,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
384

APPN:

6861

RC:

115803

Amount:

$157,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
385

APPN:

6861

RC:

115803

Amount:

$223,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
386

APPN:

6861

RC:

115803

Amount:

$148,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
388

APPN:

6861

RC:

115803

Amount:

$145,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

Fund:
389

APPN:

6861

RC:

115803

Amount:

$183,000
Budget Document:
2000-01 Appropriation Ordinance 26297

 

 

RAJEEV BATRA

Acting Director, Public Works Department