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Home My WebLink AboutAnn Baker Landscape Architecture 2014-04-21; Amendment 1 2014-12-09 CITY OF UKIAH A�'[ENDMENT 'VO. 1 TO PROFESSIONAL SERVICES CON1'RAC"I' 1314190 �1H BET�b"EEN ANN BAIKEER LAI�DSCAPE ARCHITECTURE and THE CITY OF UKIAH This Amcndment No. 1, entered on December 9, 2014, revises the Agreement for Professional services dated April ?L 2014 between thc City of Ukiah and Ann Baker Landscape Architccturc f'or professional consulting sen ices relating to the Grace Hudson Museum Design and Construction Documents for the Nature Education Facility Project. This Amendment No. 1 adds to thc scope of work providing the design and plans for the Cleveland Lanc Storm Water Retcntion Basin Infrastructurc, as per Exhibit A. Additional cost f�r this work is 537,106. As a result,the revised total contract amount is not-to-exceed 5325,556.75. Except as expressly amended by this Amendment, all other terms remain unchanged and in full force and effect. IN W1TNE�S WHEREUF, THE PARTIES HAVE E?CECUTEU "iH1S AMENDMF.,NT ON THE EFFECTIVE DATE: ANN BAKER L , S�A-� A -I1�TUR� / BY: �"__ � DATE: �Z � c�-.i AN N BAK CITY OP UK ? �- ' BY:`� /,� ,�- DATE: �.�_ %�3 C J E CHAMBERS,CITY MAN�GER �� ATTEST BY: �Z�f�� , �� "� �� DATE: �� ld / f`� KRISTINE LAWLER,CITY CLERK i Exhibit A- July 8, 2014 Amendment 1 Contract 13'14190-�� Ann Baker Landscape Architecture : =.� ��;.r� �:- Gra�e Hudson Museum Nature Education Additional Services Proposal - Stormwater Garden Scope of Work The following scope of work describes the tasks and deliverables the Consultant Team ("Consultants") will follow to complete the additional analysis and design for the Stormwater Garden on the eastern corner of the parcel. All subtasks are fixed fee except D.10 Project Coordination which is a time and materials task. Task D Stormwater Infrastructure Design Subtask D.O1 Meetin�with City to Discuss Stormwater Elements on Eastern Parcel Consultants will attend one meeting(by phone) with City representatives to discuss the additional stormwater design elements to be located on the eastem museum parcel. Deliverables: Meeting agenda and notes with action items. Subtask D 02 Update Hydrologic Report to Include Project Stormwater Benefits As part of the hydrologic report for the project, consultants will include a brief description of the stormwater benefits provided by the additional stormwater elements located on the eastern museum parcel. Subtask D 03 Stormwater Infrastructure 50%Plans,Details. and Materials Packet Page 1 of 4 Exhibit A - July 8, 2014 Amendment 1 Contract 1314190 --t�� Consultants will development 50% (or full Design Development) Plans, Details and Materials Packets based on Client Feedback on the Concept Plan submittals. Deliverables: 50% Plans, Details and Materials Subtask D.04 Stormwater Infrastructure 50%Opinion of Probable Cost Consultants will coordinate a 50% Cost Opinion for the Stormwater Infrastructure project elements except Interpretive Design elements. Deliverables: Stormwater Infrastructure Garden 50% Opinion of Probable Cost Subtask D.OS Stormwater Infrastructure 75%Plans and Details Consultants will create a set of 75%construction plans and details illustrating project improvements in plan and section. Deliverables: 75% CAD drawn plans and sections Subtask D.06 Stormwater Infrastructure 90%Plans and Details Consultants will create a set of 90% construction plans and details illustrating project improvements in plan and section. Deliverables: 90% CAD drawn plans and sections Subtask D.07 Stormwater Infrastructure 90%Opinion of Probable Costs Consultants will develop a revised Opinion of Probable Costs in coordination with the 90% construction plans and details submittal. Deliverable: 90%Opinion of Probable Cost Subtask D.08 Submit 100%Plan Check Plans and Details Consultants will create permit set construction plans and details. Deliverables: Plan Check Plan Set Subtask D.09 Stormwater Infrastructure Bid Set CDS +Technical S�ecifications Consultants will develop a bid ready set of construction documents including technical specifications. Deliverables: Bid Set Plans,Technical Specifications Subtask D.10 Stormwater Infrastructure Project Coordination (T&M� Page 2 of 4 Exhibit A- July 8, 2014 Amendment 1 Contract 1314190-/1� Consultants will participate in weekly meetings and plan for 33% of the meetings to be held on site. To the extent these meetings can be coupled with the Wild Garden meetings, especially for onsite meetings that will reduce coordination time. Deliverables: Meeting Agendas and Notes with action items. Note: this proposal assumes all previous agreements, limitations and descriptions described in the original scope of work and the project contract will apply herein. Page 3 of 4 ITEM NO.: 12a MEETING DATE: August 6, 2014 Ci t.J nj 41 kjaFr AGENDA SUMMARY REPORT ■ SUBJECT: RECEIVE S�ATUS REPORT ON GRACE HUDSON MUSEUM'S NATURE EDUCATION GRANT PROJECT; AUTHORIZE CONTRACT AMENDMENT FOR ANN BAKER LANDSCAPE ARCHITECTURE TO PROVIDE THE DESIGN AND PLANS FOR THE CLEVELAND LANE STORMWATER RETENTION BASIN INFRASTRUCTURE IN THE AMOUNT OF $37,106 AND CORRESPONDING BUDGET AMENDMENT FROM THE CLEVELAND LANE DRAINAGE CAPITAL IMPROVEMENT FUND. Summary: The City is currently facilitating the design and construction of the Grace Hudson Nature Education Facility (the Grar.e Hudson Cultural Center — GHCC) funded by the state's Proposition 84 Nature Education grant program. The GHCC will include a number of new ways to retain, filter, clean and use on-site storm water such as rainwater cisterns to harvest rain from the Museum's large metal roof, infiltration trenches, bioswales, and permeable paving. Staff has identified additional property located in the eastern-most portion of the Grace Hudson Museum site to install a large storm water retention and filtration basin that will reduce seasonal flooding within the larger Cleveland Lane Drainage area. The Cleveland Lane Drainage Project has been identified as a Public Works Capital Improvement Project with funds held in reserve. In this agenda item staff will provide an update on the Museum's nature education grant project and the proposed storm water infrastructure for the Cleveland Lane Drainage area. Background: Grace Hudson Cultural Center Proiect's storm water elements The original 2009 Grant Proposal GHCC's Project Site Plan (Attachment #1) called for a storm water garden near the northeast corner of the existing parking lot. The intention was to improve onsite related drainage throughout the project (which had flooded in the past) with the creation of bioswales and native plants to help filter and treat storm water. Following the successful award of grant funds by the state, the initial in-depth planning process for the GHCC commenced in 2011. During this time, staff identified the potential to coordinate the GHCC grant project with a previously identified Public Works Capital Improvement Project to improve the drainage issues culminating in the Cleveland Lane area. Specifically, the Museum property that buffers the Cleveland Lane Drainage ditch provides an excellent Continued on Page 2 ■ RECOMMENDED ACTION(S): Receive status report on Grace Hudson Grant Project, and Authorize Contract Amendment with Ann Baker Landscape Architecture in an amount of $37,106, and corresponding budget amendment from the Cleveland Lane Capital Improvement Fund. ■ ALTERNAT�veS: Remand to staff with direction. Citizens advised: Museum Representatives Requested by: N/A Prepared by: Sherrie Smith-Ferri, Museum Director, and Katie Marsolan, Project Analyst Coordinated with: Jane Chambers, City Manager, Sage Sangiacomo,Assistant City Manager, Rick Seanor, Deputy Director of Public Works, and Mary Horger, Purchasing Supervisor Attachments: #1 2009 Uriginal Project Map from GHCC Grant Proposal #2 2014 Grace Hudson Cultural Center Draft Site Plan #3 Ann Baker Landscape Architecture, Storm Water Scope of Work COUNCIL ACTION DATE: : ❑Approved ❑ Continued to ❑ Other RECORDS APPROVED: ❑Agf@2ft12flt: ❑ ReSOlUt1011: ❑ Ofdlf1a11C2: Approved: -� � J ambers, City Manager Page 2 of 4 potential site for a larger storm water retention basin which would also provide the space for more extensive wetlands habitat, more diverse local species of plants and animals, more opportunities to teach about this habitat and its characteristic species, and, potentially, large amounts of native plant material to use for various cultural workshops and classes (e.g., using tule grown on-site for making small scale tule boats). Cleveland Lane Drainaqe Staff involved in planning the Grace Hudson Cultural Center began to look more deeply into the Cleveland Lane drainage problem, discussing it with Public Works staff. The Cleveland Lane drainage refers to the drainage ditch located east of the Cleveland Lane subdivision. The ditch runs north-south along the western edge of the railroad tracks. This ditch receives runoff from a number of tributary areas extending north to Perkins and Standley, the foothills to the west and Jones and Mill Street to the south. In 1998, City Council provided direction to staff to commission a feasibility study regarding how to best underground the drainage ditch, which periodically floods. As a result of this directive, the Cleveland Lane Drainage Study was produced. The Study provided the City with a number of alternatives to improve the drainage situation in this area of Ukiah. The Study indicates that the current Cleveland Lane Drainage system cannot handle the runoff generated from a ten-year storm event. (Note: Storm drainage systems or local systems under streets are to be designed for a 10 year event). The Study reports that"because of the limited.capacity of the 36" concrete pipe culvert at the downstream end of the study ditch, [the] Cleveland Lane ditch cannot pass storm water flows generated by a storm of moderate intensity without flooding the adjacent areas." During peak flow, portions of the runoff are redirected via surface overflow (i.e., it floods) because there are constricted drainage components in the system. The Study went on to find that the installation of a larger culvert might improve the ability for the storm runoff to discharge more quickly and thereby reduce the surface overFlow. However, increasing storm water discharges causes capacity issues with downstream infrastructure within the City. Therefore, it would be more efficient to develop a way to detain the additional runoff on site, with inclusion of swales or basins within the drainage area that will either detain the additional runoff or retain it for percolation. This would also remove sedimer�ts and other pollutants from the runoff. The Study concludes that "The implementation of onsite retention or detention facilities would be advantageous over the construction of larger drainage conveyance systems from not only an economic perspective but from an ecology perspective as well." Following the review of the Cleveland Lane Drainage Study, the City Council approved a Special Project Reserve Fund for future Cleveland Lane Drainage improvements in the amount of$197,850. Staff recommends coordinating the GHCC project with the Cleveland Lane Drainage Project and is requesting the use of the corresponding Special Project Reserve Fund to pay for the planning and improvements needed to install storm water infrastructure elements in the Grace Hudson Museum property that extends east beyond the current parking lot's eastern fence to the railroad tracks. This would mitigate much of the Cleveland Lane Drainage's storm event flooding problems, per the Study's recommendations. Currently this Museum land is utilized as a temporary community garden and borders the Cleveland Lane drainage ditch. This is an ideal location to capture existing runoff, detain and retain surface flows, and improve the overall capacity of the Cleveland Lane area drainage in general. As stated earlier, this property was not scheduled to be developed as part of the original GHCC Grant proposal. However, staff believes that installing storm water infrastructure such as bioswales and/or a retention basin would be complimentary to the Grace Hudson Cultural Center's objectives while also providing significant improvements to the Cleveland Lane Drainage. In short, it would be efficient, an example of "green" development practices, beautiful, and educational —a win-win-win-win. Staff provided advanced notice to the Cleveland Lane Community Garden group that the current garden sight may become a storm water retention basin. The Garden group has secured additional garden locations in anticipation that the Cleveland Lane Community Garden may be closing. Page 3 of 4 Discussion: Staff is recommending that the City develop the Cleveland Lane Storm Water Retention Basin at the Grace Hudson property as described. Attachment #2 is the 2014 Grace Hudson Cultural Center Draft Site Plan which includes the proposed retention basin. The professional services agreement with Ann Baker Landscape Architecture calls for SHN Consulting Engineers & Geologists, Inc. to perform the analysis and planning related to the grading, drainage and storm water treatment systems for the GHCC grant project. Staff is recommending that Council authorize a contract amendment to include the analysis and planning necessary for the proposed Cleveland Lane Retention Basin. This would be the most efficient way to undertake the proposed work and ensure that both project areas are developed with a cohesive storm water management system. Ann Baker and SHN have prepared a scope of work which is included as Attachment#3. Lisa Stromme, SHN Water Resources Engineer, and Ann Baker, Landscape Architect, recently held a meeting with Ukiah Public Works staff members Rick Seanor and Ben Kageyama to review the proposed storm water systems for the GHCC project site. They also discussed the proposed Cleveland Lane Retention Basin. Based upon the preliminary plans, staff is confident that the proposed Retention Basin will be a significant improvement for the Cleveland Lane Drainage by proving greater capacity during large storm events and reducing surface runoff(i.e. flooding). The scope of work provided by Ann Baker Landscape Architecture and SHN includes the planning tasks that will be conducted to prepare Plans and Specifications for the Cleveland Lane Storm Water Retention Basin. The planning that is underway for the GHCC facility similarly includes tasks for drainage and storm water. Therefore, there will be some work that is overlapping and will provide some general savings to both projects. An outline of the costs are itemized below: Current GHCC Contract witF�Ann Baker Landscape Architecture: Attribute the following portions of work completed for design of Storm Water Garden (Retention Basin): A.02 Hydrology and Geotech Report-25% of$10,560 =$2,640 A.04 Civil and Landscape Design Workshop-25%of$2,650=$662.50 A.05 Landscape and Interpretive Design Workshop-25%of$2,360 =$590.00 A.07 Engineering Prelim. Design Plans-25% of$4,080 =$1,020 A.09 Landscape Prelim. Design Plans- 15°/o of$7,680=$1,152 6.08 SWPP Plan 50% of$5,770 = $2,885 Therefore, the total for storm water garden related design in the existing contract is$8,949.50 Amendment to GHCC Contract with Ann Baker Landscape Architecture, for New Scope of Work— Storm Water Garden (Retenti�n Basin) (See Attachment#3) The total for new Scope of Work, Task D Design, including estimated reimbursable expense, is$28,156 Total reauest for Storm Water Garden-Retention Basin Desiqn is $37 105.50 In summary staff is requesting Council to authorize a contract amendment with Ann Baker Landscape Architecture and a corresponding budget amendment in the amount of$37,106 from the Cleveland Lane Capital Improvement Fund listed in the Special Project Reserve. GHCC Proiect Update Staff is working closely with a number of professionals on the planning for the GHCC facility. Recently C.Kell-Smith and Assoc. Labor Compliance Managers submitted the Labor Compliance Manual to the Department of Industrial Relations (DIR) on behalf of the City. Likewise, Alchemy of Design has provided further design development on the interpretive items and exhibit elements. Arkin Tilt Architects have provided alternatives for the structures and future restrooms and PGA Design Landscape Architects have revised the site plan to meet ongoing revisions of the overall project areas. The GHCC will be hosting a design presentation on Tuesday August 19t'' to provide all interested members of the public with an update on the Grace Hudson Cultural Center. The presentation will be held at the Museum at 5:30pm. Staff also continues to meet with partnering community groups such as the Inland Master Gardeners, Page 4 of 4 Sun House Guild and others. In the coming weeks and months staff will be reviewing cost estimates to prioritize proposed elements within the project. FISCAL IMPACT: New Appropriation Budget Amendment Reserve Amount Source of Funds Account Number Required Title& No. $197,850 Cleveland Lane Capital 25024210.80230 Yes � No ❑ Improvement Fund, S ecial Pro�ect Reserve Chaparrol Welk Norih Gete ATTACHM.ENT 1 -I�.'__ Y'"rF� �� s �� — -.�I LIST OF IMPROVEMENTS LEGEND �k7., �� ` I 9 �s: ��' � '� \ t� • -� � � AREA 7-Tendin the Wild Garden � / �� \�� ` Everything Except Ex.Trees&Garage �+'� Existm Tree ��; � � � Snade MeaCow F � New Tree 1 Qo° I�`� ��- � , � �� (r( � � � AREA 2-Pomo Piants Courryard I ,r��,��{`� � , '�\ � � P r=�ti,~+ �• ;2 Entrance Paths New DG Paving W i � � j� \� ' I �,.,� -� Boardwalk New Brick Pavin g � ,� � �. . � ' OW valley. � .� r r .±�..�? - - ,' '. Ki05k �LL� - �� 4 _ � Interpretive Signages Existing Paving wQ U �� i. -� x ,:�1� � . \� ��, �� - .c Pergolas '. Y w \� ��re aroie � "� � -L 3 Entry Gate ��^.�;-:i Boardwalk m o= ,� „1� ' ' \ � .. fi --�oyo�esc�iPmre Wood&Wrou�M Iron Fencing �� zZ� Granar es ,y` �� r'�..� `��'°'' ' � �;��-��. Outdoor Matenals Prep Area �j Rainwaler Cistems � z a z I I ¢�G ��,,. - �l i� �'��.., //�!�'1s' .� HtlersCirde c Interp�etiveSign �� I ��, � �� .�-. -�r� AREA 3-Entryway 8 Parking Lot � �/,�� i -we�rs Hi h Albedo Pavin o �� `�-�� _ � 9 9 Inte retive Kiosk ��`�;� I d�t� Shade o � Ct ,:� a C 5�ucwr'e„�' - aonnei Solar Panel Sh�de Structu�e q� ,��„r',. ,� so�nneamw .� _��_ SrortnwaterGarden � Boulder -Salmon SculpNre Bi0$W31e5 I�' _- I'� � � � �'� --wo�e�aencn seanng Landscaping&Irrigatrion • Animal Sculptures I �,�, F �' � I � . ��y Spnn9 �� _`t. _. y _ - - Entry Path from Main Street ._ � � ��en�sapmre Meadow Feac��.� _(� - � �., . - Entry Sign for Cultural Center 1 �w,-r�� Salmon Rw '� Fsh Bask� � `''� eik&rtay c cc�e 1��9 _ �'� ��""� • AREA 4-Sun House Landscape ,;+� ��c� 1e . : . scub�ure / � �.l � t` i___. 1 —_�ergoia Secunty Fence&Gates Z W T .�:3 �\ \ � . �� . �.lf ' �� i�l �� ' � ~ � ��'� „� . .,A � � i_.�E �� ^ ' '� �Z .� '.� � ::a4r, t < .� � � �-� � � �. � W .�r �' •� , ±Aot i �e .� �U - i�� a.:vo .� Nuds �Z,.�.�1 � �9' ..� � Z J �� `�. �^s�araae �!"' �. � uJ a _ `; .__.__ 1 r� i /�" 'i -Pergola U ? � WestGate � ' � �,�F "- < �� ,..,,.�o-` Q � —' ;�--.-��' ly � � ReOwood Grove -�Solar Panel Snade S[ructure � J o �.—.. . .. I-"�,'z. � �,f. " � � �-- �By Others) � � j � y,�� Giace Hu05w Museum � U , ��: � �� .��: _'_._ �B le � W � . L � I � ~ � . � � Sun Houx \ � .: . .� I. . �� - �� Basket �.� ..;, �'o- � '-�� C I .. �.- . � � ._' "'-. 'I� .. I �Y � CouMard Enty � � _ � W 'b+� �� _� ,�. � �`. �� I `'�—_ - � � � 3 ` i ��y� �'.__ � �� \ '''� r." / °t , �_)�+.— s�a�„wa�e� a ` •� � y/,,"�r�l't�*"y � G den CJ Q i .. . -nan �� . ��' �'_ ` � � �� I � , �' ,_ � �� J a �� [�] —uti��l�� % `� _ —�,i � ,^ �� 1 /� �_ `\ /MainEntry ,� / � `�� ' W w I � + � �� ~� y�\ Gate ? / �- �� 2 U �, � ��` J' �Z , •,, �:-, � .—_ , : �. , �; f � - . ; �."� :, Z° � a, New ' - ._- � *w+�„' ,�yti �,�� Enlry . . �/ A r� �� Sign . .,. . � ir .\ �_/ % ___-_ �-- " .- .c `. � ' _ ..l� �r ' �Garden Vlewing Area � � �` � ,/: �,/� �ureau.zoiu Y�' � �� _�1% 1.� ,� } '�� /%' c�-•t----- ` ..�•-aa.o. . ��c V' t. " .,' �. �_ " a . .." .r. . " ' . Io1In2Uan p _ _ . .v . : 5 .� _54' Sifl 1 - p /�} .i_ ° .._ _ ..V, . \ .. • _. � .. . ._ .. ` .._.. , -- -__ 'c-_.� .JJ . -�' '_". ^ � I I '_ '"�� `/f, f�l �..._- I ---�- - 1/1 Retlwootl Grov Npw Patl�-� New High AlbeGo Pavm '-"'-%� -, ' ' � 0 I O 20 30 4p F7 �I i � � I i� I � Attachment#2 - Proposed Site of Stormwater Retention Basin . � _�. _�_ ��„,�""'" _-.`'--� _ , _-��- , . '� _ •� i -_r�__�- O � �,y�� '��I- i ",�; -- - `-,,�'J�`' ,:; � V I ' ' �- � �� i ��` �� i. '-�-:�, ��" �' � -, ,�,- z � .t. r � t�\ ! � _ -- .� � „-. �� },'�, �� .� :- �.� 1,-- � ' '� .F� //� 'k'T . �1 i � � , � i � --� , � � � i`' o � '�� `I� � S -- l , , � ;, >> . � �,� � �� r .�=� � ��A� i - ,.i, . � r�� Y,: ��.� y�;: , � �t1 I- � . / r: f '� . `� ,,�-. � 1 r '.`J:rl1 F}��r;,, � �` ^'t-`�I - �`�`�' � �`1 L'^� � r'�,. r� . � �, ' _ � .�' ��:F' / _ �� irw.r��,r r,:., � -`�� ,�� .. L' ��)�� ' <�r i `4nt"'-<-��" � I i --� /i �' '��. -. ' • � r� ' i� �.�.�.F I � i tiw�� \ � �- ` , i� i. . `_ �� sx"��^�. . :. , -.; / i� , _ ,._.: _.. ., _ . ..., ^.,-..-- -. ..__�.... _.; �_-f++--y..- - Attachment 3 July 8, 2014 Ann Baker Landscape Architecture �� ,: %'r Grace Hudson Museum Nature Education Additional Services Proposal - Stormwater Garden Scope of Work The following scope of work describes the tasks and deliverables the Consuitant Team ("Consultants") will follow to complete the additional analysis and design for the Stormwater Garden on the eastern corner of the parcel. Task D Stormwai�� ,aarv::.�ucture ESesign Subtask D O l Meetin�with Citkto Discuss Stormwater Elements on Eastern Parcel Consultants will attend one meeting(by phone)with City representatives to discuss the additional stormwater design elements to be located on the eastern museum parccl. Deliverables: Meeting agenda and uotes with action items. Subtask D 02 Update Hydrologic Report to Include Project Stormwater Benefits As part of the hydrologic report for the project,consultants will include a brief description of the stormwater benefits provided by the additional stormwater elements located on the eastern museum parcel. i Subtask D 03 Stormwater Infrastructure 50%Plans,Details,and_Materials Packet Consultants will developrr7ent 50% (or full Design Development)Plans, Details and Materials Packets based on Client Feedback on the Concept Plan submittals.