14-L
TO: Honorable Mayor and Members of the City Council
ATTENTION: Jeffrey L. Stewart, City Manager
FROM: Len Gorecki, Assistant City Manager/Director of Public Works
SUBJECT: Consideration and possible action to authorize the City Manager to execute Amendment No. 3 to Agreement File No. 928, in a form approved by the City Attorney, with RJM Design Group, Inc., for bidding support and construction administration of improvements at Thompson Park and Constitution Park.
DATE: June 12, 2023
EXECUTIVE SUMMARY
This action would authorize the City Manager to execute Amendment No. 3 to Agreement File No. 928 with RJM Design Group, Inc. (RJM) for bidding support and construction administration of improvements at Thompson Park and Constitution Park.
RECOMMENDATION TO CITY COUNCIL
1) Authorize the City Manager to execute Amendment No. 3 to Agreement File No. 928, in a form approved by the City Attorney; or
2) Alternatively, discuss and take other action related to this item.
FISCAL IMPACT
Construction administration will cost $17,240 for Thompson Park and $24,860 for Constitution Park, for a total additional cost of $42,100. The total agreement amount will be $104,100. Funds are budgeted in Account Nos. 024-47222-9000 (Constitution Park Improvements) and 024-47230-9000 (Thompson Park Improvements).
BACKGROUND
The Capital Projects Budget for FYs 2021-2023 includes funding for various improvements at Constitution Park and Thompson Park. For Constitution Park, the improvements will include a new playground, a walking path with outdoor fitness equipment stations, and installation of additional fencing. For Thompson Park, the improvements will include a new playground. RJM has prepared the plans and specifications for both improvements under Agreement File No. 928 and Amendment Nos. 1 and 2. The proposed Amendment No. 3 would allow RJM to respond to requests for information, review project submittals, and provide construction support.
ATTACHMENT
Amendment No. 3 to Agreement File No. 928 ...................................................................... 2 -1-
AMENDMENT NO. 3 TO
AGREEMENT FILE NO. 928 BETWEEN
THE CITY OF BELLFLOWER AND
RJM DESIGN GROUP, INC.
FOR BIDDING SUPPORT AND CONSTRUCTION ADMINISTRATION OF
IMPROVEMENTS AT THOMPSON PARK AND CONSTITUTION PARK
THIS AMENDMENT NO. 3 (“Amendment”) is made and entered into this 12th day of June 2023 by and between the CITY OF BELLFLOWER, a general law city and municipal corporation (“CITY”), and RJM Design Group, Inc., a California corporation (“CONSULTANT”).
SECTION 1. Pursuant to Section 35 of Agreement File No. 928 (“Agreement”), Section 1.C is amended to read as follows:
“As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed $104,100 for CONSULTANT’s services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit “A,” which is incorporated by reference.”
SECTION 2. Pursuant to Section 35 of Agreement File No. 928, Section 8 (Term) is amended to read as follows:
“The term of this Agreement will be from March 14, 2022 to December 31, 2023.
Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit “A”;
B. Termination as stated in Section 16.”
SECTION 3. Exhibit A (Scope of Services) is replaced with the attached Exhibit A.
SECTION 4. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
SECTION 5. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission.
Such electronic signature will be treated in all respects as having the same effect as an original signature.
SECTION 6. Except as modified by this Amendment, all other terms and conditions of Agreement File No. 928 remain the same.
[SIGNATURES ON NEXT PAGE]
-2-
City of Bellflower
Agreement File No. 928 Amendment No. 3
RJM Design Group, Inc.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
CITY OF BELLFLOWER RJM Design Group, Inc.
_____________________________ ____________________________ Jeffrey L. Stewart, City Manager Larry Ryan, Principal
ATTEST:
_____________________________ Taxpayer ID No. 33-0254945 Mayra Ochiqui, City Clerk
APPROVED AS TO FORM:
_____________________________
Karl H. Berger, City Attorney
ATTACHMENT:
Exhibit A – Scope of Services
-3-
February 17, 2022
Mr. Bernardo Iniguez
Public Works Manager
City of Bellflower
16600 Civic Center Drive
Bellflower, CA 90706
Re: T. Mayne Thompson‐Constitution Park Renovation Projects (Budget Estimate $800K)
Dear Bernie:
On behalf of RJM Design Group, Inc., I am pleased to submit this proposal for professional consulting services for the T. Mayne Thompson Park and Constitution Park Renovation Projects. We are very excited about the challenging characteristics of this project and are committed to assisting you in the preparation of the Design and Construction documents for this project. Our main objective is to create a place that will foster happy memories for all that visit.
Based upon our familiarity with the park, our similar project experience with the City of Bellflower, and our site meeting with you, we have developed a Scope of Work that defines a timely and efficient approach to the preparation of the improvement plans. This program will provide a progressive transition from data collection and evaluation through concept development and construction plans. Below is a list of items we feel will provide a unique experience to both parks. These items include:
Foster the environment by incorporating “garden” seating areas to encourage passive use opportunities adjacent to tot lot. Garden areas shall also help to serve as a buffer between tot lot and adjacent housing.
Incorporate optimal play experiences into the playground design, using the Universal and Multi-Generational Design Principles, and ensure all improvements comply with ADA requirements.
Suggest incorporating learning and educational opportunities into the playground area/equipment.
Provide ADA access to park from adjacent public right of way. Maintain “open play” turf area.
-4-
22-022 – T. Mayne Thompson-Constitution Park Renovations Page 2 of 6
1. Design shall support all play types and personalities:
Body Play and Movement – Running, dancing, jumping
Social Play – Complex cues, tag, follow the leader
Attunement Play – Peek-a-boo, expressive
Creative Play – Free play, art, brainstorming
Pretend Play – House, tea party, lava, zombies
Narrative Play – Fairytales, books, movies
Object Play (Free-Play) – Toys, blocks, found objects
Throughout our proposed activities, we anticipate close coordination with you and other team members. This close coordination and review of our work progress on an ongoing basis will ensure project completion in the most professional and expeditious manner.
We look forward to maintaining our close working relationship with you on this challenging project. If you have any questions or comments after reviewing this proposal, please do not hesitate to contact our office.
Sincerely,
RJM DESIGN GROUP, INC.
Eric J. Chastain, PLA, LEED AP
Principal Landscape Architect
-5-
22-022 – T. Mayne Thompson-Constitution Park Renovations Page 3 of 6 T. MAYNE THOMPSON PARK & CONSTITUTION PARK RENOVATION PROJECTS SCOPE OF SERVICES
PHASE I – CONCEPTUAL DESIGN
A. Meet with City to discuss project goals, potential elements, and project time frame.
B. Commence preparation of base sheet preparation in digital format. The base sheet shall be prepared using aerial imagery of the site provided by the City.
C. Review pertinent information regarding this project (information to be provided by the City of Bellflower):
1. Boundary and easement information
2. Existing infrastructure plans
3. Aerial topographic CAD file
D. Conduct site visit to review existing site conditions, including irrigation infrastructure capabilities.
E. Commence preparation of one schematic plan exhibit at 1" = 30' scale and one 3D graphic.
F. Plan exhibit shall include:
1. Limits of removal
2. Proposed elements and amenities
a. New enlarged playground area
b. Provide 3D graphic representation of proposed improvements c. Replace non-compliant concrete walkways leading to new facilities d. Provide ADA-compatible parking and access to the new improvements
G. Meet with City to present schematic plan for review and discuss suggested refinements.
H. Revise prepared schematic plan including equipment layout and catalog cut sheets based upon City comments and direction.
I. Commence preparation of preliminary budget estimates based upon average unit cost amounts.
J. Meet with City to present the refined schematic plan and preliminary budget estimate.
K. Prepare digital presentation for use during City Agencies and City Council hearings.
L. Prepare exhibit for public presentations.
-6-
22-022 – T. Mayne Thompson-Constitution Park Renovations Page 4 of 6 MEETINGS: One (1) Site Review Meeting
Two (2) Design Team / City Staff Meetings
PRODUCTS: One (1) Schematic Plan Exhibit
One (1) Final Colored Concept Plan
One (1) Preliminary Budget Estimate
PHASE II – CONSTRUCTION DOCUMENTS
A. Develop base plans at 1"=20-0' on 24" x 36" in digital format. Base sheets shall be developed from City provided digital topography.
B. Prepare construction drawings at 1" = 20'- 0" scale, on 24" x 36" sheets. These documents will encompass:
1. Construction Plans
a. Demolition (existing concrete paving where appropriate), security camera poles
b. Hardscape Improvements (new concrete paving, tot lot bulkhead, mow curbs, site furniture, etc.)
2. Grading/Drainage Plan by Landscape Architect
3. Irrigation Plan
4. Planting CAD Plan
5. Details
6. Technical Specifications, Bid Schedule
C. Technical Specifications, Special Provision sections (Green Book format) will be provided on 8 ½” x 11” format for packaging by the City. Division One section of specifications by City.
D. Prepare an Opinion of Probable Construction Cost. A bid schedule will be provided for the specifications package based on the approved cost estimate.
E. Submit plans to the City of Bellflower for plan check. Meet with City to review plan check comments. Submit and revise drawings per two (2) City plan check reviews.
F. The result of service will consist of demolition, construction, irrigation, electrical, and planting plans with required details and specifications for competitive bidding.
G. Clarify any bidding questions. Provide record drawings based off of contractor redlined as-built plans.
H. Construction administration will be billed hourly and provided on an as needed basis.
MEETINGS: One (1) Meeting with City Staff
PRODUCTS: Base Plans, Construction Drawings, Technical Specifications, and Opinion of Probable Construction Costs
-7-
22-022 – T. Mayne Thompson-Constitution Park Renovations Page 5 of 6 T. MAYNE THOMPSON PARK & CONSTITUTION PARK RENOVATION PROJECTS FEE SUMMARY
FEE SCHEDULE
It is the objective of our Design Team to provide the most comprehensive, yet efficient, approach to the development of the T-Mayne Thompson Park & Constitution Park Renovation Projects. This fee includes all costs to be incurred by RJM Design Group, Inc. with the exception of reimbursable expenses. Fees for the work are as follows:
Phase One Conceptual Design $19,500.00
*Phase Two Contract Documents $37,300.00
TOTAL: $56,800.00
*This Fee Summary is based upon our current understanding of the project and a $800,000.00 construction budget and is subject to revision based on approved conceptual plan.
REIMBURSABLE EXPENSES (Estimated Allowance $2,000.00)
When incurred, the following project expenses will be billed at cost plus 15% administrative fee in addition to the above professional services fee:
Printing, plotting, copying, scanning, photography, graphic expenses Delivery, shipping, and handling of documents
Permits, plan check, and inspection fees
City business license
Soils testing
PAYMENTS
Payments are due and payable on a monthly basis following the completion of any substantial phase of work. Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1½% of the amount due, compounded monthly.
ADDITIONAL SERVICES
Professional services not specifically identified in the scope of work will be considered additional services and may be performed at Client’s request, reimbursable at Consultant’s standard hourly rates. Additional services may include, but are not limited to:
Any civil engineering services.
Additional meetings, presentations, or site visits beyond those identified in the scope of work.
Exhibit preparation beyond that identified in the scope of work. Revisions to documents required as a result of changes in Client’s direction; changes subsequent to Client’s approval; or changes in governmental codes or regulations.
Design of improvements beyond the designated project site, or due to changes in project phasing schedule.
Specialized billing or accounting forms, invoices, spreadsheets. Engagement of other consultants not specifically identified below. -8-
22-022 – T. Mayne Thompson-Constitution Park Renovations Page 6 of 6
CONSULTANTS’ HOURLY RATES
Client agrees to pay Consultant as compensation for all authorized work included in the scope of work heretofore stated, at the hourly rates* below:
RJM DESIGN GROUP INC.
PRINCIPAL LANDSCAPE ARCHITECT $175.00 - $200.00 per hour ASSOCIATE LANDSCAPE ARCHITECT $160.00 - $170.00 per hour LANDSCAPE ARCHITECT / PROJECT MANAGER $145.00 - $155.00 per hour JOB CAPTAIN / LANDSCAPE DESIGNER $130.00 - $140.00 per hour CAD TECHNICIAN/GRAPHICS $115.00 - $125.00 per hour
WORD PROCESSOR $ 85.00 per hour
GLASIR DESIGN
SITE OBSERVATION $130.00 per hour
IRRIGATION DESIGN $105.00 per hour
PLAN CHECK $105.00 per hour
*charges for subconsultant services are billed at cost plus a 15% coordination fee.
Billings for all time and materials and contract extension work shall be in accordance with the level of work performed based on the categories listed above.
Hourly rates will be escalated each August 1st in accordance with any increase in the Consumer Price Index or other mutually agreed upon cost index, beginning with August 1, 2022. Provisions for fee escalation pertain to all contract extensions and additional work.
If the above meets with your approval, this proposal may become an agreement between the City of Bellflower and RJM Design Group, Inc., as Consulting Landscape Architects. Thank you for the opportunity to submit this proposal. We look forward to working with you on your project.
Sincerely, Approved by:
RJM DESIGN GROUP, INC. CITY OF BELLFLOWER
Eric J. Chastain, PLA, LEED AP
Principal Landscape Architect Signature/Date
-9-
22-128 - City of Bellflower – Additional Service – Constitution Park – Electrical Plan Preparation
September 1, 2022
Ms. Bernardo Iniguez
Public Works Manager
City of Bellflower
16600 Civic Center Drive
Bellflower, CA 90706
Re: Proposal for Additional Services for Constitution Park – Electrical Plan Preparation
Dear Bernie,
Based upon our recent correspondence we are submitting this proposal for electrical engineering plan preparation to accommodate the SCE requirements for grounding on the Constitution Park project.
Electrical plan development will include the grounding rods, grounding conductors and bonding connections associated with the installation of any metal structures, (fitness equipment, play equipment, fencing and site furnishings) within the project limits.
We are requesting an additional amount of $3,200 to be allocated to cover the costs related to the specified scope of work above.
We look forward to continuing our close working relationship with you on this project. If you have any questions or comments after reviewing this proposal, please do not hesitate to contact us.
Respectfully submitted,
RJM DESIGN GROUP, INC.
Andy Steen, LLA
Project Landscape Architect
-10-
23-033 - City of Bellflower – Thompson Park Additional Service – Bid Support & Construction Administration
March 9, 2023
Mr. Bernardo Iniguez
Public Works Manager
City of Bellflower
16600 Civic Center Drive
Bellflower, CA 90706
Re: Proposal for Additional Services for Thompson Park Renovations – Bidding Support & Construction Administration
Dear Bernie,
RJM is happy to continue to provide professional services for the renovation of Thompson Park for the City of Bellflower. Please know that our intent is to be as responsive as possible towards the project’s successful completion. Based on our correspondence, we have identified the following tasks to assist the City with bidding support and construction administration services that we will be required to perform outside our original scope of work.
1. Pre‐Bid Meeting Attendance – In order to assist the City in identifying the renovations to be made on the project.
2. Bidding Support – Review and preparation of responses from questions, clarification requests, or conflicts arising out of the bid documents. Addenda to the contract for construction shall be prepared in writing to document any clarification or modification to the contract documents.
3. Construction Meeting Attendance – Attend job site meetings as requested by the City on a two‐week basis to review and evaluate the construction progress, check for quality control, and provide assistance for any clarification or revisions. Eight (8) meetings total over a 120 day working period.
4. Construction Material Submittal and Shop Drawing Review – Process Contractor submittals for materials and evaluate shop drawings for fabrications.
5. Final Walk & Punchlist – Perform final review of completed construction and prepare correction item punch list for contractor to rectify prior to final release of job.
These requested additional services would be billed as an hourly service, not to exceed a total amount of $ 17,240.
-11-
23-033 - City of Bellflower – Thompson Park Additional Service – Bid Support & Construction Administration As an optional service we can provide the same bidding support and construction administration services for the Constitution Park improvement project which will bid at a later date. This optional service would include the services of our sub‐consultant FBA Engineering for electrical engineering review of the grounding requirements of Southern California Edison with the project locate under the easement of electrical transmission towers. This grounding requirement review would be for the above ground site amenity additions specified in the plans and specifications including fencing, exercise equipment, play equipment and site furnishings only.
This optional service would be billed as an hourly service, not to exceed a total amount of $24,860.
We look forward to continuing our close working relationship with you on this exciting project.
If you have any questions or comments after reviewing this proposal, please do not hesitate to contact us.
Sincerely, Authorized and Approved:
RJM Design Group, Inc. City of Bellflower
______________________________
Andy Steen, LLA Signature
Associate Landscape Architect
______________________________
Print Name
______________________________
Date
-12-
23-033 - City of Bellflower – Thompson Park Additional Service – Bid Support & Construction Administration
COMPENSATION
BASIC FEE
These requested additional services would be billed as an hourly service, not to exceed a total amount of $ 17,240. This fee includes all costs to be incurred by the Landscape Architect with the exception of selected supplemental services and all reimbursable expenses.
REIMBURSABLE EXPENSES
When incurred, the following project expenses will be billed at cost plus 15% administrative fee in addition to the above professional services fee:
Printing, plotting, copying, scanning, photography, graphic expenses Delivery, shipping, and handling of documents
Permits, plan check, and inspection fees
City business license
Soils testing
PAYMENTS
Payments are due and payable on a monthly basis following the completion of any substantial phase of work.
Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1½% of the amount due, compounded monthly.
ADDITIONAL SERVICES
Professional services not specifically identified in the scope of work will be considered additional services and may be performed at Client’s request, reimbursable at Consultant’s standard hourly rates. Additional services may include, but are not limited to:
Optional Service: We can provide the same bidding support and construction administration services for the Constitution Park improvement project. This optional service would be billed as an hourly service, not to exceed a total amount of $24,860.
Additional meetings, presentations, or site visits beyond those identified in the scope of work.
Exhibit preparation beyond that identified in the scope of work. Revisions to documents required as a result of changes in Client’s direction; changes subsequent to Client’s approval; or changes in governmental codes or regulations. Design of improvements beyond the designated project site, or due to changes in project phasing schedule.
Specialized billing or accounting forms, invoices, spreadsheets. Engagement of other consultants not specifically identified below.
-13-
23-033 - City of Bellflower – Thompson Park Additional Service – Bid Support & Construction Administration STANDARD HOURLY FEE SCHEDULE
The Client agrees to pay Consultant as compensation for all authorized work included in the Scope of Services heretofore stated, at the hourly rates below:
RJM DESIGN GROUP INC. (LANDSCAPE ARCHITECT)
PRINCIPAL LANDSCAPE ARCHITECT $190.00 ‐ $210.00 per hour ASSOCIATE LANDSCAPE ARCHITECT $170.00 ‐ $180.00 per hour LANDSCAPE ARCHITECT / PROJECT MANAGER $155.00 ‐ $165.00 per hour JOB CAPTAIN / LANDSCAPE DESIGNER $140.00 ‐ $150.00 per hour CADD TECHNICIAN / GRAPHICS $125.00 ‐ $135.00 per hour
WORD PROCESSOR $ 95.00 per hour
FBA ENGINEERING (ELECTRICAL ENGINEERING)
PRINCIPAL / PROJECT DIRECTOR $ 210.00 per hour
V.P. / SENIOR ASSOCIATE $ 160.00 per hour
ASSOCIATE / PROJECT MANAGER $ 160.00 per hour
CONSTRUCTION SUPPORT $ 135.00 per hour
ELECTRICAL DESIGNER $ 110.00 per hour
CAD / BIM DESIGNER $ 90.00 per hour
TECHNICAL TYPIST $ 50.00 per hour
*charges for subconsultant services are billed at cost plus a 15% coordination fee.
Billings for all time and materials and contract extension work shall be in accordance with the level of work performed based on the categories listed above.
Hourly rates will be escalated each August 1st in accordance with any increase in the Consumer Price Index or other mutually agreed upon cost index, beginning with August 1, 2024. Provisions for fee escalation pertain to all contract extensions and additional work.
Thank you for the opportunity to submit this proposal.
-14-