HomeMy WebLinkAboutMelton Design Group, Inc. 2018-06-13COU No. 1718229
AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
[Design Professional]
This Agreement, made and entered into this 13th day of Mune, 2018 ("Effective Date"), by and
between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and Melton Design Group
Inc, a corporation [sole proprietorship, corporation, partnership, limited partnership, limited liability company, etc] 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 landscape architect services for Vinewood Park
Improvements.
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 upon receipt of a Notice to Proceed from City and shall complete such services
within seven months from receipt of the Notice to Proceed. 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 $56,958. 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
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. 1187) 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:
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.
PAGE 3 07- 7
4. Errors and Omissions liability: $1,000,000 per occurrence.
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 Covera e
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 one year from
submission of final invoice for this project.
PAGE 4 OF ;
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.
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 Assionment. 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.
7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. Alternatively, this Agreement may be executed
and delivered by facsimile or other electronic transmission, and in more than one counterpart,
each of which shall be deemed an original, and all of which together shall constitute one and
PAGE 6 OF 7
the same instrument. When executed using either alternative, the executed agreement shall
be deemed an original admissible as evidence in any administrative or judicial proceeding to
prove the terms and content of this Agreement.
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
9.0 SIGNATURES
IN WITNE
Date: MELT DES
BY:
GR G
81-48700 4
IRS IDN Nu ber
CITY OF UKIAH
MELTON DESIGN GROUP, INC.
GREGORY V. MELTON, PRINCIPAL
820 BROADWAY STREET
CHICO, CALIFORNIA 95928
EOF, the parties have executed this Agreement the Effective
P, INC.
V. MELTON
BY:
5/A NGIACOMOTY NAGER
ATTEST
CITY CLERK
P*GE7CW7
June 13, 2018
Date
--./-` -
Date
-
Date
ATTACHMENT A - CONTRACT 1718229
F. PROPOSED PROJECT SCHEDULE
SCOPE OF SERVICES
The following is an outline of services to be provided to the City of Ukiah to provide the Scope of Work
as requested in the Vinewood Park Improvements RFP.
Project Design:
The following design elements are to be incorporated in the Preliminary Design and Construction
Documents for Vinewood Park.
■ Removal of existing basketball court and installation of new multi -sport court including hoops
and striping
■ Adding lights to the court
■ Path restoration throughout the park
■ Design a seating/picnic are near the court. Includes water, benches and covered area.
■ Addition of a covered gazebo in the center barbecue/picnic area.
■ Design an all-inclusive, ADA compliant/accessible play area, to include a toddler friendly area
with a memorable these that incorporates climbable sculptures.
Task 1 — Project Initiation and Site Analysis
1.1 Kick off Meeting — Meet with City Staff to confirm the City's objectives and program for the
project, to establish parameters for the design effort, and to confirm interim and final deliverables.
A. Review expected communication protocol between project team, consultant and City.
B. Agree upon project schedule
C. Present hand drawn Preliminary Concept of refined Master Plan to confirm direction of design
and program.
D. Refine project program and confirm with City staff input.
1.2 Pro'ect Coordination during Design Process
A. Prepare all meeting agendas, notices, presentation materials and minutes.
B. Hold appropriate number of meetings with City staff
C. Provide monthly status reports.
D. Provide design schedule with updates as required.
1.3 Geotechnical Report — document site conditions and provide recommendations for structure design;
multi -use court basketball hoop poles, light poles, shade structure, gazebo and play area.
1.4 Site Analysis
A. Obtain and review all existing site data, information from City and Stakeholder agencies; City
and County property maps, deeds, surveys and title information.
B. Topographic Survey and Base Mao: Use City and County provided property maps and
documents to produce a site map depicting legal boundaries, property lines and easements.
C. Study Geotechnical report for factors that effect site layout and foundation design.
D. Visit site and analyze existing site features, relationships to surrounding environment and outline
element features relevant to proposed project design.
E. Provide photo documentation of analysis.
F. Provide summary of analysis for project records and City review.
1.5 Refine Park Program: Immerse ourselves into the park concept and relate it directly to the Site
Analysis, the City and the Community.
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1.6 Utility_ Notifications and Applications
A. Coordinate with outside utilities companies to ensure that all existing facilities, both
underground and overhead, are identified accurately during the design phase. This task will
include writing letters to local water companies, County sewer districts, PG&E, and AT&T
informing them of the project and requesting their facility drawings if necessary.
B. Review existing utility maps and perform utility coordination, identify and submit
applications for points of connections and service upgrades, and obtain clearances.
Task 2 -- Preliminary Design
2.1 Preliminary Design Plan according to results of Site Analysis program input from City staff. MDG
will prepare a Concept Plan, product sketches, perspective renderings, cut sheets and vignettes for
key site elements. Develop options and creative solutions that will mitigate and take advantage of
the existing site conditions and new elements that guide design. Production will include coordination
with City Staff and design team to review the concept design and provide input.
A. Description of park elements and materials
B. Layout of concepts with alternatives
C. Drainage Conceptual Design — Review drainage patterns and general grading and drainage as
part of developing existing concept for comment and discussion
D. Conceptual Schematic designs for preliminary review
E. Perspective Sketches of key elements to portrait the concept
F. Present to Staff and Team in working design sessions to guide and prioritize design
2.2 Preliminary Cost Estimate — Research and provide estimated cost of construction.
A. Coordinate with local contractors to determine "specific area costs"
B. Work with Vendors to provide the latest, most relevant and up to date products.
C. Provide costs for the "HIGH end and the LOW end" of the projects elements.
D. Review cost with City staff and adjust project design as needed to be within budget
2.3 Final Design Plan
A. Conceptual Plan and Renderings (24 x 36 and 1 1 x 17)
B. Preliminary Engineering and Costs / Outline of Technical Specifications
C. Element cut sheets and description
D. Submittals will be both digital and hard copies
E. Acquire approval from City staff to move forward with Construction Documents.
F. This document will serve as base document for construction document production.
Task 3 — Construction Documents
Prepare plans, which will include at a minimum Title Sheet, General Notes, and Right -of -Way, Existing
Conditions and Demolition Plans, Layout Plans, Grading and Utilities Plans, Landscaping and Irrigation
Plans, Electrical and lighting Plan, and all necessary Details to construct the project.
3.1 Construction Drawings and Specifications
A. Title Sheet
Drawing index, project location maps, contacts and general notes
Note Mechanical, electrical, structural and building code requirements (including seismic and
safety codes.
B. Demolition Plan
C. Erosion Control Plan
• Dust control requirements and direction to keep sediment out of storm drains.
• Contractor to prepare Storm Water Pollution Prevention Plan (SWPPP)
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V 1930 G ST SACRAMENTO CA 95811 - 916.594.9342
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D. Construction Pian
• Identify all park elements and locations
• Describe materials, size, color, finish and source locations
• Layout and dimension park element details only. Site layout will be provided as points file
to the Contractor by MDG at time of construction.
E. Grading and Drainage Plan — existing and proposed improvement grades, drainage and
connection to City storm drain system.
F. Utility Plan — sanitary sewer and potable water systems; points of connection and if needed,
new meter and backflow preventer.
G. Construction Details — The following are typical construction details. To lower the budget for
Construction Drawings, structural engineering for large and potentially prefabricated
elements will be by the manufacture or contractor. These items include light poles, shade
structures, gazebos and play structures.
Typical Construction Details for disturbed areas may include;
Multi -Use Court Section
• Sidewalks
• Drainage, electrical, planting and irrigation
provided on plan specific sheets.
H. Planting Plan and Installation Details
I. Irrigation Pian and Installation Details
J. Electrical and Lighting Plans, Installation Details
Play area curb wall and access ramp
Concept Drawings for light poles, shade
structures, gazebos and play structures.
Structural drawings will be provided by the
manufacture and/or contractor.
3.2 Technical Specifications - CSI Division 1 through 16 as needed according to project elements,
development standards and City standard specifications.
3.3 Cost Estimates — Adjust existing Estimated Cost of Construction as Construction Documents are
approved through the Submittal Process.
A. Compare project elements with available project budget
B. Prepare final estimates
3.4 Contract Documents - Work with City to combine construction drawings and specifications with City
boiler plate General Conditions, Special Provisions, Contract and Bid Form to produce Contract
Documents for bidding purposes and contract between the City and contractor.
Bid Form for all items in the cost estimate plus alternate or deductive options for bidders to provide
additional services if budget allows. Provide Schedule B form for itemized pricing of elements and
materials.
3.5 Submittal Process and Final Construction Documents
A. Submit all electronic files, including correspondence, photo log and analyses, used in the
project design on a CD. Files that are not in electronic format shall be scanned into a commonly
used digital format and saved to the CD.
B. Prepare 50% design submittal (plans, specifications, estimates) and draft basis -of -
design report.
C. Prepare 90% design submittal (plans, specifications, estimates).
D. Prepare for and participate in one (1 ) City Council meeting for project participation and
specification approval.
E. Prepare final design submittal (plans, specifications, and estimates) that incorporates review
comments on the 100% design submittal and is ready for construction advertisement.
F. Provide Final Bid Set of Construction Documents; Construction Drawings, Technical Specifications,
Cost Estimates and Bid Documents in hardcopy and electronic format to City.
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Task 4 — Bid Administration
4.1 Requests for „Information - Assistance in responding to bidder questions regarding the technical
specifications
4.2 Pre -Bid Meeting — Attend the pre-bid meeting and respond to contractor requests for clarification
during the bid process.
4.3 Addenda - After a question and answer period addenda will follow as needed to complete bid
package and clarify questions.
4.4 Bid Award Recommendation — provide consultation to City in awarding contract according to bids
received and contractor qualifications for the Project area. Prepare an award recommendation to
the City Council.
Task 5 — Permitting
5.1 The City will secure building permits from the City of Ukiah and County of Mendocino as applicable.
Consultant will be the lead contact on conducting the permit application process.
Task 6 — Construction Administration
6.1 Pre -Construction Meeting / Review submittals and respond as necessary
6.2 RFI (Requests for Information) — respond to contractor and City requests
6.3 Memorandum Directives - provide to contractor as needed for clarifications or changes.
6.4 Change Order Requests — review and provide recommendations to City staff and issue as needed.
6.5 Reporting administration documents as needed to the City and Contractor
Note: Field Observations and Inspections to be performed by City staff.
6.6 Provide Notice of Completion to City and Contractor when Construction is complete.
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G. EXCEPTIONS
The following represent items, that if requested, will require additional services.
1. City Pays for all plan review and permit fees for project
2. The City will provide timely review of submittals to maintain the Project Schedule
3. The City will provide concept design approval prior to construction drawings proceed
4. Any additional meetings apart from the ones mentioned in the scope of services or fee estimate
will be additional services
5. Assume the electrical panel has sufficient power supply and additional PGF service will be
provided by the City
6. All work outside this scope or our understanding of the project elements as stated in the RFP will
require additional services
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K ADDENDUM
PURCHASING DEPARTMENT
411 West Clay Street, Ukiah CA 95482 City of Ukiah
(707) 463-6233
mhorger@cityofukiah.com
RFP — LANDSCAPE ARCHITECT SERVICES — VINEWOOD PARK IMPROVEMENTS
Addendum No. l
May 2, 2018
The following is Addendum No. 1 to the Request for Proposal — Landscape Architect Services — Vinewood
Park Improvements.
IF YOU SUBMIT A PROPOSAL, ACKNOWLEDGMENT OF THIS ADDENDUM MUST BE SHOWN ON THIS ADDENDUM,
IN ADDITION, THIS SIGNED ACKNOWLEDGMENT MUST BE SUBMITTED WITH YOUR PROPOSAL, OR IT MAY BE
DEEMED AS NON-RESPONSIVE.
This Addendum is hereby made part of the Contract Documents to the same extent as though it were originally
included therein.
The following are questions asked, and their corresponding responses:
Ql: it indicates a received funding amount of $280,000 for improvements to the park. Is this the only funded
amount earmarked for the project? If additional funding, what is that amount?
Al: This Is the only funding earmarked for this project.
Q2: Is this funded amount for construction related improvements or would it include potential design fees as
well?
A2: Both —It is for everything.
Q3: Does the City have any existing site as -built plans and/or topographic survey of the site?
A3: The only as -built we have is of the irrigation, which will be provided to the awarded consultant.
Q4: Does the City have an existing geotechnical soils report for the site?
A4: Not that we are aware of.
QS: In the preparation of the initial Park Design Pian prior to the preparation of construction documents, will the
approval of the final design plan be subject to any community or stakeholder Input or just limited to City staff?
AS: Staff will be making the decision on the design, but will report to the Parks, Recreation and Golf Commission.
Q6: Does the City prefer book form or sheet form specifications for its construction documents
A6: The City has a bid specification template that is in book form that will be used.
Q7: Will Construction Administration and Inspections be part of the construction budget?
A7: Construction Administration would be part of the selected consultant's scope, City Parks and City Building
Inspection would take care of the Inspections.
Page I of 2
Q8: In the RFP it states the City will be responsible to secure the permits. As you're your consultant you are asking
for us to lead this process. Please clarify if the City is performing this task with the Consultant as support or If
Consultant is leading the whole permit process and filing out the application. Is the city handling all environmental
requirements?
A8: We want the consultant to lead the process an the City's behalf.
Q9: Please clarify item S. in your understanding and approach of proposal and content. "develop interpretive
design plans" Is there Interpretive structures in the scope? is this left over from a different proposal? or are you
relating this to our actual development of documents and how we create readable interpretive design plans for the
community and builder?
A9: Please disregard —this was a carryover from a previous solicitation.
Q10: Are there any existing condition plans or surveys of the existing site?
ASO: There are not, other than as -built drawings for the Irrigation.
Qll: Are any existing files, irrigation as builts, utility files, and/ or drawings available for the park?
All: There is an as -built drawing for the irrigation that will be provided as a resource to the selected consultant
Q12: Is a current survey available?
Al2: Not to our knowledge.
Q13: hoes the HRP funding for the $280,000 budget include soft costs for city management and consultant teams
or Is it the construction budget.
A13: The budget is for the consultant design and construction costs only.
Q14: Does the City have a preferred court surface that would require the need for a geotechnical report?
A14: The City has decided to stay with asphalt or concrete.
All othe alms and conditions remain in full force and effect.
Mary V. Horger
I hereby acknowl509e�that !have received this Addendum No. 1 and have reviewed and considered it before
submitting my lgposaY�
Signed: nn Date: ! "I 03 OZ,
Compan*Nae. ��ort 5iV L�s-nuo_�r—
Page 2 of 2
PURCHASING DEPARTMENT
411 West Clay Street, Ukiah CA 95482
(707)463-6233 City Of Ukiah
mhorger@cityofuklah.com �_.. _�- -�•
RFP — LANDSCAPE ARCHITECT SERVICES — VINEWOOD PARK IMPROVEMENTS
Addendum No. 2
May 3, 2018
The following is Addendum No. 2 to the Request for Proposal— Landscape Architect Services—Vinewood
Park Improvements.
IF YOU SUBMIT A PROPOSAL, ACKNOWLEDGMENT OF THIS ADDENDUM MUST BE SHOWN ON THIS ADDENDUM.
IN ADDITION, THIS SIGNED ACKNOWLEDGMENT MUST BE SUBMITTED WITH YOUR PROPOSAL, OR IT MAY BE
DEEMED AS NON-RESPONSIVE.
This Addendum is hereby made part of the Contract Documents to the same extent as though it were originally
included therein.
1. The following is a change to the RFP Deadline: Changed to 5:00 p.m., Tuesday, May 81", 2018
2. Section 2.0 Schedule of Events, is changed as follows (deletions are shown by strikethrough text, additions are
italicized):
2.0 SCHEDULE OF EVENTS
The schedule for this procurement is as follows -
Distribute Request for Proposals:
Deadline for Responses:
(Pacific Time)
City Evaluation of Proposals:
Interviews (if necessary)
City Council approval requested
for recommended firm:
April 13, 2018
May -4, 204 May 8, 2018 5:00 P.M.
By May '
,,.�- 048 May 14, 2018
By May 18 2018
June 6, 2018
The City must receive proposals no later than the time and date specified above. Those proposals
received after this date and time will not be considered. Proposals will only be accepted
electronically, with sealed hard copy fee proposals to be mailed separately. Send your proposals to
the following:
Mary Horger
Procurement Manager
City of Ukiah
Email- mhorner*cityofukiah.com
Page it of 2
Send your SEALED fee proposal to: Mary Horger, Procurement Manager, City of Ukiah, 411 W
Clay Street, Ukiah, CA 95482.
All othe erms a conditions remain in full force and effect.
Mary V. Horger
ACKNOWLEDGME�
I hereby acknowle at i have received this Addendum No. 2 and have reviewed and considered it before
submitting my propos .
Signed; Date: M �� z018
Company Name: e n rbt)
Page 2 of 2
ATTACHMENT B - CONTRACT 1718229
HOURLY RATES FOR SERVICE
2018 SCHEDULE OF RATES
MDG PERSONNEL - ON CALL STAFF
Principal Landscape Architect
$157.50/hour
Associate Landscape Architect
$1 36.50/hour
Project Manager
$126.00/ hour
GIS Specialist
$105.00/hour
Irrigation Specialist
$1 15.50/ hour
Irrigation Associate
$ 73.50/ hour
Graphic Designer
$ 99.00/ hour
Drafting Technician 1
$ 81.00/ hour
Drafting Technician II
$ 70.00/ hour
Administration
$ 60.00/ hour
REIMBURSABLE EXPENSES
Black and White Plan Print
$ .80 / square foot
Color Pian Print
$.4.25 / square foot
Premium Color Glossy Plan Print
$ 6.30 / square foot
Foam Core
$11.50 each
B& W Copies, 8.5 X 11
$ .27 each
B& W Copies, 1 1 X 17
$ .47 each
Color Copies 8.5 x 11
$ 1.15 each
Color Copies 11 X 17
$ 2.20 each
Binding Covers 8.5 x 11
$ 2.65 each
Binding Covers 1 1 x 17
$ 5.35 each
Flash Drive
$ 7.35 each
Overnight Mail
Cost Plus 15%
Courier
Cost Plus 15%
Photography
Cost Pius 15%
Soils Analysis
Cost Pius 15%
Travel / Automobile
$ 0.545 / mile
Note: Rates subject to change after one year of proposal
820 BROADWAY Si CHICO CA 95928 - 530.899.1616
IMD 1930 G ST SACRAMENTO CA 95811-916,594.9342
V MELTONDG.COM
MELTON DESIGNGROUP...
.ft
,E.- FEE PROPOSAL - City of Ukiah
r Park, Recreation and Golf
Time and Materials Estimate - Vinewood Park Improvement Project
Landscape Project
Task SCOPE OF WORK DESCRIPTION Architect Manage
Hours $157 Hours S
1.1 Kick off Meeting - Review and Confirm Preliminary Layout $314
1.2 Project Coordination during Design Process (Meeting, Updates, Schedules) $314 $
1.3 Geotechnical Report $157
1.4 Site Analysis (2 Visits) / Topographic Survey $628
1.5 Refine Park Program with Park, Recreation and Golf Staff E7EJ $314
1.6 Utility location, Notifications and Applications en
2.1
Preliminary Design Plan
$942
$
2.2
Preliminary Cost Estimate
$314
Memorandum Directives
2.3
Final Design Plan
$628
$
3.1
Construction Drawings 50%, 900/6, AND 100%
$1,256
$.
3.2
Technical Specifications
$628
3.3
Cost Estimates 50%, 90%, AND 100%
$314
3.4
Contract Documents (Bid Package) - book form portion of bid documents
$314
$'
3.5
Submittal Process and Final Construction Documents
$471
4.1
Respond to Requests for Information
$0
4.2
Pre -Bid Meeting
$0
4.3
Addenda
181d
$157
4.4
Award Recommendation
$157
5.1 1 Lead City through
6.1
Pre -Construction Meeting / Submittals (1 SITE VISIT)
$0
6.2
Requests for Information
$157
6.3
Memorandum Directives
$79
6.4
Change Orders
579
6.5
Administrative Reporting
$0
6.6
Notice of Completion
$157
Travel: Milage will be charged of $.545 per mile (no travel time or perdiem)
Submitted by Melton Design Group, Inc. (MDG)
May 04, 2018
Certified by Proposal Signee: Gregory Melton; President / CEO ;
Authorized to represent MDG and to sign a contract with the City of Ukiah
„PI THAI r'1rl IPS\1 - i IA qs-
ASSUMPTIONS : City Pays for al
City will provic
Any additional
Electrical pone
All work outsid.
820 BROADWAY STREET CH
Project Team Hours per Task [MDG
M eLTONDE6IGNGROUP.
Land Surveyor Geotechnical Drafting
Electrical Engineer Administration Sub Totals Totals
(2 staff in field) Engineer Technicians
Hours $220 Hours $195 Hours $140 Hours $81 Hours $60Fees
Hours
$0 $0 $0 $81 $60 $70
! $420 $390 $420 $648 $120 $3,624
± $0 $0 $2,520 $1,134 $300 $4,363
1 $5,280 $390 $0 $324 $0 $7,126
l $0
$01M$0 $0 $0 $818
4 $0 $195 $0 $0 $0 $6991
s0
s0
$972
$120
$3,546
$195
$0
$324
$0
$1,337
$0
$0
$972
$180
$2,788
2,340
$0
$6,804
$240
$14,924
$585
s0
$324
$0
$2,041
$780
$0
$648
$0
$2,244
$0
$0
$648
$120
$2,094
$390
$0
$486
$120
$2,223
$0
$0
$324
560
$63d
$0
$0
$0
$0
$252
$0
$0
$162
$0
$571
50
$0
$0
$0
$283
$0
$0
$486
$18
$1,17C
$0
$0$81
$60
$393
$195
$o
$324
$
$1,054
$0
$0
$0
$0
$331
$0
$0
$648
$
$1,231
$0
$0
50
$0
$504
$0
$0
$0
$60
$343
n review and permit fees for project f The City will provide timely review of submittals to maintain the Project Schedule
.eptions for all MWELO requirements The City will provide concept design approval prior to construciton drawings proceed
tings apart from the ones mentioned above, will be billed as additional services on a time and materials basis.
sufficient power supply and additional PGE service will be provided by City or be an additional service
scope will be considered additional scope and will require approval in writing from the City
CA 95928 -- 530.899-1616