HomeMy WebLinkAboutAnn Baker Landscape Architecture 2011-04-08AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
[Design Professional]
This Agreement, made and entered into this _9_~ day of 2010 ("Effective Date"), by
and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and Ann Baker
Landscape Architecture, a sole proprietorship, organized and in good standing under the laws of the
state of California, hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to preparation of plans and specifications for the
landscaping at Observatory Park.
b. Consultant represents that it has the qualifications, skills, experience and properly licensed to
provide these services, and is willing to provide them according to the terms of this
Agreement.
C. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as
Attachment "A", describing contract provisions for the project and setting forth the completion
dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement
between City and Consultant. The written Agreement shall be in the form of an Amendment to
this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required by the
Scope-of-Work and shall complete such services by June 30, 2011. Consultant shall complete
the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant
contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this Agreement,
Consultant shall be compensated on a time and expense basis not to exceed a guaranteed
maximum dollar amount of $17,300.00. Labor charges shall be based upon hourly billing rates
for the various. classifications of personnel employed by Consultant to perform the Scope of
Work as set forth in the attached Attachment B, which shall include all indirect costs and
expenses of every kind or nature, except direct expenses. The direct expenses and the fees
to be charged for same shall be as set forth in Attachment B. Consultant shall complete the
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Scope of Work for the not-to-exceed guaranteed maximum, even if actual time and expenses
exceed that amount.
4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-
Work of this Agreement, the parties shall agree in writing to any changes in compensation.
"Changes to the Scope-of-Work" means different activities than those described in Attachment
"A" and not additional time to complete those activities than the parties anticipated on the date
they entered this Agreement.
4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of
the work of this Agreement shall be approved by City prior to commencement of work. The
cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in
Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of invoice less any amount already paid to Consultant, which
amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall
provide a description of each item of work performed, the time expended to perform each task,
the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall
be accompanied by documentation sufficient to enable City to determine progress made and
the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for
its acts or omissions. Consultant (including its agents, servants, and employees) is not City's
agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent contractor
and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall
have no right to, and shall not control the manner or prescribe the method of accomplishing
those services contracted to and performed by Consultant under this Agreement, and the
general public and all governmental agencies regulating such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been inserted
solely to achieve compliance with federal and state laws, rules, regulations, and interpretations
thereof. No such provisions and no other provisions of this Agreement shall be interpreted or
construed as creating or establishing the relationship of employer and employee between
Consultant and City.
Consultant shall pay all estimated and actual federal and state income and self-employment
taxes that are due the state and federal government and shall furnish and pay worker's
compensation insurance, unemployment insurance and any other benefits required by law for
himself and his employees, if any. Consultant agrees to indemnify and hold City and its
officers, agents and employees harmless from and against any claims or demands by federal,
state or local government agencies for any such taxes or benefits due but not paid by
Consultant, including the legal costs associated with defending against any audit, claim,
demand or law suit.
Consultant warrants and represents that it is a properly licensed professional or professional
organization with a substantial investment in its business and that it maintains its own offices
and staff which it will use in performing under this Agreement.
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5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City.
Consultant has no interest and will not acquire any direct or indirect interest that would conflict
with its performance of the Agreement. Consultant shall not in the performance of this
Agreement employ a person having such an interest. If the City Manager determines that the
Consultant has a disclosure obligation under the City's local conflict of interest code, the
Consultant shall file the required disclosure form with the City Clerk within 10 days of being
notified of the City Manager's determination.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for the
full period of time allowed by law, surviving the termination of this Agreement insurance
against claims for injuries to persons or damages to property, which may arise from or in
connection with its performance under this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
Insurance Services Office ("ISO) Commercial General Liability Coverage Form
No. CG 20 10 10 01 and Commercial General Liability Coverage - Completed
Operations Form No. CG 20 37 10 01.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any
auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the State
of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultant's
profession. Architects' and engineers' coverage is to be endorsed to include
contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage including operations, products and
completed operations. If Commercial General Liability Insurance or other form
with a general aggregate limit is used, the general aggregate limit shall apply
separately to the work performed under this Agreement, or the aggregate limit
shall be twice the prescribed per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily
injury and property damage.
3. Worker's Compensation and Employers Liability: Worker's compensation limits
as required by the Labor Code of the State of California and Employers Liability
limits of $1,000,000 per accident.
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4. Errors and Omissions liability: $1,000,000 per claim.
C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the
City. At the option of the City, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects to the City, its officers, officials,
employees and volunteers; or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense
expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
General Liability and Automobile Liability Coverages
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products and
completed operations of the Consultant, premises owned, occupied or
used by the Consultant, or automobiles owned, hired or borrowed by the
Consultant for the full period of time allowed by law, surviving the
termination of this Agreement. The coverage shall contain no special
limitations on the scope-of-protection afforded to the City, its officers,
officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance as
respects to the City, its officers, officials, employees and volunteers.
Any insurance or self-insurance maintained by the City, its officers,
officials, employees or volunteers shall be in excess of the Consultant's
insurance and shall not contribute with it.
C. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officers, officials, employees or
volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to
the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses arising from Consultant's
performance of the work, pursuant to this Agreement.
3. Professional Liability Coverage
If written on a claims-made basis, the retroactivity date shall be the effective
date of this Agreement. The policy period shall extend from 06/30/11 to
06/30/12.
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4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days prior written notice by certified
mail, return receipt requested, has been given to the City.
E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of
no less than A- for financial strength, AA for long-term credit rating and AMB-1 for
short-term credit rating.
F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates and
Endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The Certificates and Endorsements are to
be on forms provided or approved by the City. All Certificates and Endorsements are
to be received and approved by the City before Consultant begins the work of this
Agreement. The City reserves the right to require complete, certified copies of all
required insurance policies, at any time. If Consultant fails to provide the coverages
required herein, the City shall have the right, but not the obligation, to purchase any or
all of them. In that event, after notice to Consultant that City has paid the premium, the
cost of insurance may be deducted from the compensation otherwise due the
contractor under the terms of this Contract.
G. Subcontractors
Consultant shall include all sub-contractors or sub-consultants as insured under its
policies or shall furnish separate certificates and endorsements for each sub-contractor
or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject
to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination
of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or
pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant
and its agents in the performance of services under this contract, but this indemnity does not
apply to liability for damages for death or bodily injury to persons, injury to property, or other
loss, arising from the sole negligence, willful misconduct or defects in design by the City, or
arising from the active negligence of the City.
"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include all
costs associated with defending the claim, including, but not limited to, the fees of attorneys,
investigators, consultants, experts and expert witnesses, and litigation expenses.
References in this paragraph to City or Consultant, include their officers, employees, agents,
and subcontractors.
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7.0 CONTRACT PROVISIONS
7.1 Documents and Ownership of Work. All documents furnished to Consultant by City and all
documents or reports and supportive data prepared by Consultant under this Agreement are
owned and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no additional cost
to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents
produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant
shall produce the digital format, using software and media approved by City. If the City uses
documents prepared by Consultant for a different site or project than the one for which they
are prepared, it will indemnify Consultant for any claim, expense or liability arising out of such
use.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States,
the State of California, and all local governments having jurisdiction over this Agreement. The
interpretation and enforcement of this Agreement shall be governed by California law and any
action arising under or in connection with this Agreement must be filed in a Court of competent
jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set
forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction,
the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement of
both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not
assign, transfer, or sub-contract its interest or obligation under all or any portion of this
Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be
a waiver of any other or subsequent breach of the same or any other covenant, term or
condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the
Agreement; 2) because funds are no longer available to pay Consultant for services provided
under this Agreement; or 3) City has abandoned and does not wish to complete the project for
which Consultant was retained. A party shall notify the other party of any alleged breach of
the Agreement and of the action required to cure the breach. If the breaching party fails to
cure the breach within the time specified in the notice, the contract shall be terminated as of
that time. If terminated for lack of funds or abandonment of the project, the contract shall
terminate on the date notice of termination is given to Consultant. City shall pay the
Consultant only for services performed and expenses incurred as of the effective termination
date. In such event, as a condition to payment, Consultant shall provide to City all finished or
unfinished documents, data, studies, surveys, drawings, maps, models, photographs and
reports prepared by the Consultant under this Agreement. Consultant shall be entitled to
receive just and equitable compensation for any work satisfactorily completed hereunder,
subject to off-set for any direct or consequential damages City may incur as a result of
Consultant's breach of contract.
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7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each bearing the
original signature of the parties. When so signed, each such document shall be admissible in
administrative or judicial proceedings as proof of the terms of the Agreement between the
parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally
delivered or deposited in the mail (certified or registered) addressed to the parties as follows:
CITY OF UKIAH
DEPT. OF COMMUNITY SERVICES
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482-5400
ANN BAKER LANDSCAPE ARCHITECTURE
ATTN: ANN BAKER
1535 SAN ANSELMO AVE., UNIT A
SAN ANSELMO, CA 94960
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY:
Date
PRINT NAME
A.,
a
IRS IDN Number
CITY OF UKIAH
,r ff
BY'.
Date
CITY MANAGER
f_
ATTEST- -
CITY CLERK Date
Design - ProlSvcsAgreement- - December 2010
PACE 7 DP 7
Ann Baker Landscape Architecture
August 20, 2010
Katie Merz
Community Services Supervisor
City of Ukiah
411 Clay St.
Ukiah, CA 95482
Re: Proposal for Observatory Park Construction Plans and Specifications
Dear Ms Merz,
Ann Baker Landscape Architecture is a landscape architecture firm specializing in ecological
landscapes, particularly parks, restoration projects and educational landscapes. As a small
firm, we take pride in providing high attention to detail and continuity on our project staff. In
order to tackle larger projects, we team with project partners to assist in specialized design
tasks or larger production needs. For this project, we are teaming with Wilksco to assist in
drafting, and submittals. We will provide their insurance certification as required by the City of
Ukiah's standard agreement.
Please review the following proposal for the preparation of plans and specifications for the
Observatory Park. The proposal covers layout, design and specifications for site pathways,
site supplemental plantings, site supplemental irrigation. This proposal specifically excludes
addressing the paving, pathways, entrances and gardens of the existing house on the site, and
it excludes addressing paving and entry to the Observatory structure. This proposal assumes
the City of Ukiah has a standard details and specifications for driveway ramps that can be used
at the Luce St. entrance, and that no pedestrian curb ramps are required for the project.
This proposal assumes that the existing irrigation system is adequate for the expansion of the
zones to accomodate the new plantings proposed around the perimeter of the site and at the
entrances and that the irrigation design will be conducted as a design/build effort by the
chosen contractor. This scope of services will provide specifications and basic details to guide
1535 San Anselmo Ave. Unit A, San Anselmo, CA 94960 &b 510.926.2557 ~b landarches@comcast net &b Lic. #5006
August 20, 20 10 Observatory Park Proposal
Page 2 of 7
the irrigation design and installation but excludes irrigation design layout, head spacing, pipe
sizing, and pressure calculations, as well as design tasks and calcuations required by SIB 1881.
It is our understanding that conceptual design services are not required, nor will there be any
community meetings in order to finalize the design. We have budgeted for three (3) meetings
with staff and two (2) submittals for client review at 90% and 100% submittal.
Due to the lack of a site survey, ABLA proposes to use a scaled map based off Google Earth,
matching the parcel dimensions and with Luce Street topographical information added to it.
As there will be no other information upon which to base site grading other than the information
adjacent to Luce Street, no grading or drainage plan will be provided. The City of Ukiah will
indemnify and hold harmless ABLA for grading and drainage design in the absence of
providing any survey data.
1. Scope of Services Riverside Park Phase I Project Implementation
Task A
Subtask A.1 Prepare Site Layout Plan
ABLA will provide a layout plan for site pathways and planting areas including the
entrances from Luce and Observatory Streets. ABLA will provide two (2) alternative
approaches to the entry path and layout of landscape areas at the Observatory Street
frontage. One of these approaches will be incorporated into the layout plan. ABLA
proposes minor changes to the layout of the main pathway around the turf area. ABLA is
not aware of any additional design elements, other than a commemorative grove of trees
that needs to be sited in the layout plan.
Deliverables: Layout Plan to scale on 24"x36" sheet in print and electronic format
Subtask A.2 Prepare Construction Details
ABLA will provide construction details for the following elements only: site pathways,
path headers (if any), site entry paving, site entry control bollards, picnic tables and
benches, boulder placement.
Deliverables: Construction details sheet in print and electronic format
Subtask A.3 Prepare Irrigation Details
ABLA to (1) sheet of irrigation details to accompany the irrigations specifications in order
to describe the materials required to be used by the contractor.
Deliverables: One (1) sheet of Irrigation Details in print and electronic format
Subtask AA Prepare Planting Plan
ABLA will provide a planting plan addressing the east and west perimeter of the site and
the Observatory Street entrance and open area excluding the house landscaping.
Deliverables: One (1) planting plan in print and electronic format
August 20, 20 10 Observatory Park Proposal
Page 3 of 7
Subtask A.5 Prepare Planting Details
ABLA to provide a set of planting details to accompany all the planting types described
in the planting plan.
Deliverables: Planting Details in print and electronic format.
Subtask A.6 Prepare Technical Specifications
ABLA to provide technical specifications covering the following elements only: pathway
construction and paving, planting and soil preparation, irrigation.
Deliverables: One (1) Set of Cut Sheets and Vendor Information for restoration plan
related specifications.
Subtask A.7 Project Meetings and Submittals
ABLA will meet with the City three (3) times on site over the course of the project. ABLa
will provide two (2) plan and specification submittals to the City, one at 90% and the
Final submittal at 100%.
Task B
Subtask B.1 Optional Entry Signage
ABLA will create a two (2) conceptual entry sign s and incorporate one of those designs
into the project plans and specifications.
II. Client Responsibilities
The City agrees to the following:
1. Designate City's project manager through whom all direction to ABLA
will be communicated.
2. The City will provide survey data for the Luce St. entrance sufficient to provide ADA access
into the park.
111. Limitations and Exclusions on Scope of Services
This proposal specifically excludes the following:
Erosion Control Plan
Stormwater Pollution Prevention Plan
Irrigation Design and Services for AB 1881 Standards
Grading Plan
Drainage Plan
Surveying
Design of Luce Street sidewalk
Bidding Assistance and Construction Observation Services
Hazardous Materials Investigations and Remediation
Geotechnical investigations
Construction Management
Environmental Impact Reports
Testing and Inspection
August 20, 20 10 Observatory Park Proposal
Page 4 of 7
Revisions to the Master Plan or Phasing Plan
Additional Public Outreach
IV. Fee Proposal
Task A- Preparation of Plans and Specifications
Task B - Optional Preparation of Entry Signage............
Reimbursable Expenses
Total Proposal (excluding reimbursable expense)
Fee Notes
................$15,000 (A)
....................$1,500 (B)
.........Billed at Cost (C)
.......................$16,500
A. Fixed fee tasks will be billed as the work progresses until the task is completed and the
total amount stated in the contract for the task is invoiced.
B. Estimated fees for tasks shown as "Time and Materials" (T&M) are provided for
informational purposes. Amounts billed for these tasks, which will reflect actual hours
worked, may be more or less than the estimate given.
C. Reimbursable expenses shall be reimbursed at cost and shall include, but are not limited
to: reproduction costs, postage, shipping and handling of drawings and documents, long
distance communications, fees paid to authorities having jurisdiction over the project,
travel expenses (transportation, automobile, lodging, meals), renderings and models.
Reimbursable automobile travel will be billed at the current IRS standard mileage rate.
Please see attached Schedule A for information related to reimbursable expenses and billing
rates. ABLA reserves the right to increase fees on an annual basis to adjust for inflation.
V. Schedule
Per the City's requirement, plans and specifications will be complete within 30 days of the
notice to proceed. The City's time reviewing project documents will not be included in the 30
days. ABLA cannot be held to the project completion schedule if the design decisions take
more iterations than listed in this scope for pathways, planting areas, and signage, or if the
survey data is not available at the start of the thirty day period.
Outlined Schedule:
Week 1: Kickoff Meeting, City provides survey data for Luce St. and irrigation pressure/flow
details as well as as built drawings
Week 2: 2nd Meeting to discuss alternative layouts for Observatory entrance and planting
areas
Week 3: 90% submittal, at the end of the week, 3rd Meeting to review submittal
Week 4: 100% submittal
Please carefully review all of the information contained in this scope of services and let me
know if I can answer any questions or further clarify any task or deliverable.
Best Regards,
Ann Baker, ASLA LEEP AP #5006
Ann Baker Landscape Architecture
Schedule A - Billing Rates
Ann Baker, Principal
$120/hr
Associate Designer
$80/hr
Drafting Services
$65/hr
Reimbursables Expenses are billed at cost
NOTE: Ann Baker Landscape Architecture reserves the right to raise these fees in
accordance with inflation each year starting in 2012.
1535 San Anselmo Ave. Unit A, San Anselmo, CA 94960 c~t, 510.926.2557 kf, landarches@comcast.ne * Lic. #5006
City of 2 kall,,
ITEM NO.: 7e
MEETING DATE:
October 6, 2010
AGENDA SUMMARY REPORT
SUBJECT: AWARD PROFESSIONAL SERVICES CONTRACT TO ANN BAKER LANDSCAPE
ARCHITECTURE IN AN AMOUNT NOT TO EXCEED $17,300 FOR CONSULTING
SERVICES RELATED TO THE COMPLETION OF OBSERVATORY PARK FUNDED BY
THE LAND AND WATER CONSERVATION FUND
Summary: In February 2009 the Community Services Department received direction from the City
Council to pursue a grant funding opportunity with the Land and Water Conservation Fund (LWCF) for
the completion of Observatory Park. At that time the City adopted a resolution to allocate $55,000
from the Park Development Fund to match the grant request of $55,000 for a total project cost of
$110,000. The City was successful in securing the grant award and is now moving forward with the
final stages of park completion.
Background: Observatory Park is approximately four acres with frontages facing Luce Street and
Observatory Avenue. The property is both historic and special in that only five such International Latitude
Observatory sites exist around the world. The other four sites are located in Maryland, Italy, Japan, and
Russia. Ukiah's original Observatory was built on this site in 1899 with the existing buildings constructed
in 1948. The historical residence and three small outbuildings, comprising approximately one acre, are
concentrated on the south side of the property facing Observatory Avenue. The remaining property
extends north to Luce Street and is marked by a large specimen Oak tree with substantial open space
extending back to the structures. The Department of Interior granted the property to the City of Ukiah for
the purpose of developing a public park. The site plan is included as Attachment #1.
The property's extensive size has provided an excellent opportunity to create an expansive green space
in a developed residential area that is surrounded by single family dwellings and a number of high density
apartment complexes. The park currently includes a green turf area with irrigation, a labyrinth, a number
of established trees along with the historic buildings. City staff have worked in collaboration with
community members through the Friends of Observatory Park in the design and planning of the park
Recommended Action(s): Award professional services contract to Ann Baker Landscape Architecture
in an amount not to exceed $16,500 for consulting services related to the completion of Observatory
Park landscaping funded by the Land and Water Conservation Fund.
Alternative Council Option(s): Remand to staff with
Citizens advised:
Requested by:
Prepared by:
Katie Merz and Maya Simerson Community Services Department
Coordinated with:
Mary Horger, Purchasing Supervisor, Sage Sangiacomo, Assistant City Manager
Attachments:
1. Observatory Park Site Plan
2. Original Landscape Plan
3. Site Photographs
4. Proposal from Ann Baker Landscape Architecture
Approved:
Jane Chambers, City Manager
space. More than 10 years ago the City and community members went about crafting a landscaping plan
which is included as Attachment #2. The City then took steps to partner with the CCC to install irrigation.
Additionally, the City partnered with local Boy Scouts on the labyrinth. Because the project was funded
entirely by the City the goal was to complete the project in stages. The pathways were graded but left
without any curbing or finishing material. Photographs of the park site are included as Attachment #3.
Over the years staff continued to look for funding sources to support the ongoing development of the
park. The funding through the LWCF grant and the overall completion plan for the park includes finishing
the main pathway, the perimeter landscaping and the primary entry point to the park at Luce Street.
The goal for the grant funds is to create a park space that encourages a healthy community. One of the
features of the park completion includes native drought tolerant plants that will be used for educational
purposes. The pathway will encourage walking and the history of the Observatory will be highlighted to
educate our community about the natural sciences. By installing the final materials for the pathway,
improving areas such as the deteriorating fencing and filling the empty planter beds, the location will truly
become a safe and welcoming park.
Community Services staff were also successful in securing grant funding through the Community
Foundation for signage at the park facility. The signage will be part of a self-guided tour and educate
visitors about the history of the observatory structures. The signs will explain the unique buildings and
markers that are part of the park space.
Discussion: The Community Services Department worked in collaboration with the Purchasing
Department to prepare a request for proposals for a landscape design professional. The design
professional will provide the plans and specifications for the City to hire a landscape installation firm who
will install the pathways, planting, and entry areas. Due to the City's purchasing guidelines in relation to
the total project cost, and the California contractor licensing requirements, it is necessary that the
landscape design services be conducted separately from the landscape installation services.
The City requested proposals from four landscape design professionals. Two professionals declined the
opportunity to submit a proposal stating that they were too busy with other projects. The other two
professionals pooled their experience and submitted a combined proposal. The proposal is included as
Attachment #4. The proposal is submitted by Ann Baker Landscape Architecture who is working in
collaboration with Ukiah resident Nick Thayer of Late Afternoon Garden Design. The proposal includes a
scope of services that meets the request for proposals. Staff feels that the professionals have excellent
experience and knowledge for this project as well as an understanding of Ukiah and our City Parks. Staff
is recommending that Council award the professional services agreement to Ann Baker Landscape
Architecture in an amount not to exceed $17,300;. _ ,
- -
'Comment [mni]t This number does
not include reimbursable expenses as per
The proposal fees include: $15,000 for task A the preparation of plans and specifications, $1,500 for task
Ann's proposal. :Also, ifyouwant
additional flexibility in amendments to
B the preparation of entry signage, and $800 allowed for reimbursable expenses. The tasks are set at a
theagreement, it's good toaskCouncil to
not to exceed amount totaling $17,300. This work is budgeted in account 140.6050.920.000 and will be
allow for 10% or $5k whichever is
greater.
reimbursed through the Land and Water Conservation Fund.
If approved, staff will work with the landscape professional to produce the landscaping plans. Plans will
be completed during the winter so that the City can process a request for bids for construction and
installation for the work to be conducted in the spring of 2011.
Fiscal Impact:
Budgeted FY 10/11 F-1 New Appropriation Not Applicable Budget Amendment Required
Fx_1 1-1
Amount Budgeted Source of Funds (title and Account Number Addtl. Appropriation Requested
$110,000 Park Development: Observatory 140.6050.920.000 $0