CITY COUNCIL: Fourth Avenue Riparian Habitat Restoration Project Professional Services Contract

Meeting Date: February 5, 2008
Prepared by: Mike Branson

City Council
Agenda Item Summary

Name: Consideration of a resolution awarding a professional services contract to prepare construction documents for the Fourth Avenue Riparian Habitat Restoration project to Scott Hall, Landscape Architect, for the amount of $36,330.

Description: Preparation of a construction documents is the final step in the development of the Forth Avenue Riparian Habitat Restoration Project. Scott Hall, Landscape Architect, has worked with staff and local residents during development of the preliminary plans for this project. Mr. Hall is aware if the goals that have been defined in the grant documents and the project parameters identified by the State of California.

Overall Cost:
City Funds: $36,300
Grant Funds: Funding reimbursement to be considered upon project completion.

Staff Recommendation: Approve a resolution entering into a professional service
agreement with Scott Hall, to prepare construction documents and for the Fourth
Avenue Riparian Habitat Restoration Project.

Important Considerations: The City Council accepted a grant from the State of California for improvements on Fourth Avenue right-of-way and drainage area between Monte Verde and San Antonio Streets. This project is an approved capital improvement
for FY 2007-08.

Decision Record: City Council grant acceptance in Fall 2002.
City Council approval of $74,600 matching funds in FY 2005-06 budget.
City Council approval of Landscape Architect in Summer 2005.
City Council approval of an additional $68,715 in January 2006.
Approved capital improvement project in FY 2007-08 budget.

Reviewed by:

_____________________________ ___________________
Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2008-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AWARDING A PROFESSIONAL SERVICES CONTRACT TO PREPARE CONSTRUCTION DOCUMENTS FOR THE FOURTH AVENUE RIPARIAN HABITAT RESTORATION PROJECT TO SCOTT HALL, LANDSCAPE ARCHITECT, FOR THE AMOUNT OF $36,330.
________________________________________________________________________
WHEREAS, a grant from the State of California has been accepted by the City of
Carmel-by-the-Sea for restoration and improvements to the Fourth Ave. drainage
between Monte Verde and San Antonio Streets; and

WHEREAS, construction documents are required to complete the Fourth Ave. Riparian Habitat Restoration Project; and

WHEREAS, Scott Hall, Landscape Architect, designed the preliminary plans for this project and is familiar with the grant and project parameters; and

WHERAS, the construction documents are to be completed for the amount of $36,330 and funds are included in the FY 2007-08 budget.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Award a Professional Services Contract for preparation of construction documents for the Fourth Ave. Riparian Habitat Restoration Project to Scott Hall, Landscape Architect, for the amount of $36,330.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 5th day of February 2008, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED,

_________________________
Heidi Burch, City Clerk

ATTEST:

_________________________
Sue McCloud, Mayor


PHASE II November 2007
Agreement for preparation for Construction Bid Landscape Documents for the Fourth Avenue Riparian Habitat Restoration Project. The scope of work includes Design Refinement / Development from the already accepted Preliminary Plans, Review Meetings, Finalized Construction Drawings, Details and Specifications, And Estimated time during construction.

This AGREEMENT, made and entered into this ____ day in February 2008 by and
between Carmel‐by‐the‐Sea, a California municipality hereinafter called City and Scott
Hall, a California Landscape Architect (#3405), representing Hall Landscape Design and called HLD, witnessed:

RECITALS
The City of Carmel-by-the-Sea desires to employ the services of Hall Landscape Design for the preparation of:
1.) Construction Documents for the City owned 8-block street area from Monte Verde
Street West along Fourth Avenue to San Antonio Avenue.
2.) Allotment for Community meeting, City Council and meetings with City Staff
3.) Bid Documents to assist the City Staff in review of pricing and Construction
An addendum idea for graphic Three-D presentation to assist explaining the project to the City Council and to be used as a tool to obtain additional public funding is presented here but not included in the fee schedule. The scope of the Design shall include all elements described within this document. An allotment for meeting time and site review during construction is estimated. Additional time will be identified as hourly charges.

AGREEMENT
I. General: Hall Landscape shall furnish the services hereinafter mentioned, for the scope of the work stipulated. The City and HLD accept said engagement upon said terms.
II. Data and Services to be provided by City.
A. Maps of existing site features, topography, utilities and tree locations are based upon the Civil Engineering Survey drawings provided by the City Engineer and transferred to HLD format:
1. Base maps surveyed and completed May 2003 by Neill Engineer Corp. show watercourse existing location for the 8 blocks between Monte Verde Street San Antonio streets has been incorporated into the Preliminary Design and will be used for the Construction Documents.
2. Updating additional survey should the information be required shall be the
responsibility of the City.
B. Should a Focused EIR be deemed necessary during the final design, the City
Planning Department shall take assume responsibility for this work.
C. Designated liaison with the City: The City Project Manager shall be responsible for coordinating and meeting with Public Agencies and Private Citizen groups concerned with the project along with the Landscape Architect and HLD staff.
1. Those Public Agencies and appointed City Review Boards may include but
not be limited to:
a.) Carmel Forest & Beach Commission
b.) Carmel Planning Department
2. Private Citizen Groups may include but not be limited to:
1.) Neighborhood Property Owners
III. Services to be provided by Hall Landscape Design: Construction Documents
A. Coordinate and Review all Design work through Mike Branson, City Forester.
B. Construction documents may include but not be limited to the overall site “big
picture” and individual enlargements to show more detail potential 10-14 sheets
made up of the following information: (length of project requires multiple sheets to
incorporate same type of information). A Specification Manual to assist and define
the bid and construction process is also included.
1. Overall index sheet identifying the sheet areas
2. Overall Project Layout overlaid with section and detail Callouts
3. Upper site Grading Plan
4. Lower site Grading plan
5. Drainage Conditions and Details
6. Energy Dispersion channel details
7. Paving and Signage details
8. Planting Plan Upper portion Project
9. Planting Plan Lower portion Project
10. Irrigation Plan Upper portion Project
11. Irrigation Plan Lower portion Project
12. Planting & Irrigation Specifications
C. Assure that the plans shall be consistent with the requirements for Carmel by-the-Sea Planning and Building Departments.
Agreement for preparation for Construction Documents Landscape Design Services for the Fourth Avenue Riparian Habitat Restoration Project.

IV. General meetings:
A. Construction meetings times for the plan submittal for the approval process are with Scott Hall, principal landscape Architect. The time listed bellow is and estimate total hour allotment of 66 hours with any mix of the following groups. Should time Exceed the estimate an hourly rated based on fee schedule (Item V) will be imposed.
B.
a.) City Project Manger, Mike Branson; City Administrator Rich Guillen;
City Engineer, Clayton Neil & City Grant Administrator…… 8 hours
b.) Carmel City Planning Staff: …………………….. 6 hours
c.) Carmel Neighborhood & Forest & Beach ……………. 6 hours
d.) Planning Commission and Design Review Board 5 hours
e.) City Council 2 meetings: …………………………………….. 5 hours
Subtotal City Meeting estimated time …………………….. 30 hours
C. Review with State of California Agencies and Funding Grant Groups did not occur during the Preliminary phase as allotted in the May 05 agreement. The City Representatives undertook these contacts. Therefore, no time has been allotted for this in this document. Should the City deem the Landscape Architect beneficial for meeting with State and etc. Agencies, the contract Office Fee schedule would be used.
D. Construction Review during Construction ………………………. 36 hours
1. Mandatory Bid meeting
2. Pre-Construction meeting
3. Initial grading and (4) reviews during demolition & layout
4. Grading
5. Planting / Irrigation
V. Graphic 3-D presentation:
A. Use of computer graphics for a portable PowerPoint show in addition to rendered
drawings already completed and the Construction drawings may be a helpful for tool
to showcase the project for additional State or Public Funding. No fee has been
figured at this time as directed by the City Manager. Should this be requested during
this Contract time, an addendum to the working fee would be presented to the City.

VI. Landscape design Fees and Payments by the City:
A. The unrealized funds remaining from the original Preliminary Landscape Design
Agreement Amount for the Design shall be considered superceded at the signing of
this new Construction Agreement and incorporated into this revised document
amount. Projected Fee for the Construction Document is Thirty-Six Thousand-Three
Hundred & Thirty Dollars ($36,330).
B. All materials, which shall include prints, maps and etc., shall be billed separate from the professional Design fee.
D. The retainer on record shall remain and no additional funds are requested: Retention funds on account will be used towards the final billing. Monthly billing will be submitted at the end of each month for payment by the tenth of the following month.
D. Charges for extra services shall be based on hourly rates as of November 07:
Principal’s Meeting Time: $100 hourly
Principal Design Time: $ 85 hourly
Associate Designer Time: $ 65 hourly

VII. Notice to Proceed:
Hall Landscape Design shall be authorized to work on the Fourth Avenue Riparian
Habitat Restoration Project following acceptance of this agreement.

VIII. Legal Action:
Should either party to this Agreement bring legal action against the other, the case shall be handled in Monterey County, California, and the party prevailing in such action shall be entitled to reasonable Attorney’s fees which shall be fixed by the judge hearing the case and such fees shall be included in the judgment, together with all court costs.

IX. Notices:
All notices to be given to the City of Carmel-by-the-Sea and Hall Landscape Design shall be made in writing and shall be deemed delivered upon receipt either in person or by registered mail addressed as follows:

Carmel–by-the-Sea: Hall Landscape Design

Box CC (Monte Verde btw. Ocean & 7th Ave) 582 Lighthouse Ave. ste.4

Attn: Rich Guillen, City Administrator Attn: Scott Hall #3405

Carmel-by-the-Sea, California 93921 Pacific Grove, California 93950
______________________________ __________________________________
Signature Signature