TASK ORDER NO. 1
CITY OF PACIFICA
AND
CONSULTANT
SECTION 1 – PURPOSE
SECTION 2 – SCOPE OF WORK
SECTION 3 – COMPENSATION AND PAYMENT
$274,540 (Two hundred seventy-four thousand five
hundred forty dollars)
SECTION 4 – TIME OF PERFORMANCE
SECTION 5 – ITEMS AND CONDITIONS
ATTACHMENT 13
CITY OF PACIFICA
CONSULTANT
NCE
1-11-2022
ATTACHMENT “A”
SCOPE OF SERVICES
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SCOPE OF WORK: CITY OF PACIFICA, FOUR PRIORITY PARKS
PROJECT UNDERSTANDING
The City of Pacifica (City) intends to upgrade and renovate four parks-Marvilla, Brighton, Skyridge and Imperial.
The renovations will include replacement of non-ADA compliant play equipment, safety surfacing, pathways and ramps, replacement/addition of new site furnishings and new curb, gutter, curb ramps, and storm water infrastructure if necessary. To assist with the implementation of these improvements, the City has requested NCE provide landscape architectural, community outreach/engagement and civil design services. Based on the City’s comments on NCE’s RFP dated December 3rd, 2021, NCE understands the extent, goals, and criteria for the Park Renovation Projects (project) to include the following:
Park play structures and flatwork have deteriorated and are not code compliant. The City of Pacifica (City) plans to replace the existing play equipment and play surfacing with new play equipment, play surfacing, and flatwork that conforms to current ADA and play safety codes and responds to current park use patterns.
The Parks will be renovated per the City’s and State of California standards and regulations.
The City would like NCE to create and lead a community outreach and engagement process that gathers community input, facilitates discussion, and incorporates the community’s preferences into the design of each park.
NCE shall prepare master plans for each Park and construction documents for Imperial and Skyridge Parks.
The City has requested that NCE provided construction documents for Brighton and Marvilla Parks as optional tasks.
KEY ASSUMPTIONS
In order to deliver the most successful design process, we have made the following key assumptions:
City’s Responsibilities
NCE has assumed that the City will be able to provide the following to the extent available:
1. Provide information regarding utilities (i.e., water, sanitary sewer, electrical, and storm drain), boundary, right-of-way, and property limits, easements, tree locations, site furnishings, and existing construction as available.
2. Provide project requirements, including design objectives, budget, constraints, and criteria.
3. Provide existing technical specifications as the basis for developing new technical specifications including front end specifications.
4. Provide City Standard Provisions and Standard Design Criteria.
5. Provide electronic files of City’s cover sheet template if preferred.
6. Provide City review at the various stages of project delivery and completion from both Public Works and Park and Recreation Commission.
7. City’s arborist to provide recommendations for tree removals, pruning, construction protection or rooting pruning necessary to implement the Park renovations.
8. City to assist and participate in all public engagement meetings.
9. City to provide environmental clearance as needed, if required NCE can provide for additional scope and fee.
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Pavement Testing and Design
1. No pavement testing and/or design is anticipated as the Park is not anticipated to have traffic loading.
However, two bulk samples of subgrade will be obtained from shovel test pits within landscape areas for laboratory testing including plasticity index (PI) and moisture content determinations to support subgrade preparation recommendations, particularly with respect to subgrade soils that may have a tendency to yield/pump and may require stabilization measures.
Topographic Surveying, Base Map, and Right-of-Way
1. A topographic survey will be completed for each park site to establish a base map sufficient for developing contract documents. This will also include record data location of the existing right of way for the mapping corridor.
2. A critical assumption is that all proposed work will be within City right-of-way, as this has impacts to the level of effort required to completion of design.
Utility Coordination and Location
1. Assumes no significant park renovations requiring lowering or relocation of utilities and therefore no utility coordination is included in this scope of work.
Drainage
1. The park renovations will be designed to facilitate positive drainage away from the play areas, but it may be necessary to construct a catch basin/s within the parks with a lateral connection to the street stormwater main. For the purposes of this proposal it is assumed there will not be utility relocation or conflicts.
Curb, Gutter, Curb Ramps and Sidewalks
1. New curb, gutter, curb ramp and sidewalk will be required for Skyridge Park. For the other park sites, the curb, gutter, curb ramp and sidewalk will only be replaced to the extent that they are damaged, do not conform to ADA or required to accommodate renovations.
Irrigation Design
1. This scope of work includes irrigation design, and the system will be designed to conform to the State of California’s water use regulations and building codes.
PROJECT SCOPE
Task 1: Kick-off Meeting
NCE will facilitate and lead a Kick-off Meeting with City staff, the meeting will be the initiation of the design process.
The purpose of the meeting will be to:
1) confirm the scope and limit of work for each park
2) establish goals for the renovation of each park
3) develop a schedule and milestones
4) assign roles and responsibilities
5) identify key stakeholders
6) review maintenance, safety and use requirements for each park P a g e | 3
Task 2: Background Research
NCE will conduct a detailed and thorough process to review relevant background information and identify additional necessary information. The process will be as follows:
1) prepare topo, utility mapping, and boundary surveys
2) review existing background information (i.e., as-builts, aerial photography, existing survey info, GIS data) if available
3) coordinate with playground equipment manufacturer to review play equipment options As part of the background research, NCE will conduct site visits to each park, key elements that will be inventoried include:
existing play structures, surfacing, and ADA access
location of existing underground and overhead utilities existing grading, drainage patterns, pedestrian circulation, site furnishings, pavements, and irrigation existing trees and vegetation for potential hazards, vitality, and maintenance needs boundaries of each park
opportunities for amenities and activities
viewsheds, privacy issues, access points, and potential personal safety concerns Deliverables: topo, utility mapping, and boundary surveys Task 3.1: Community Engagement Plan
NCE will work closely with City staff to create a Community Engagement Plan that identifies goals of the engagement process, key stakeholders, and methods of engagement. The Community Engagement Plan may include pop-up events, stakeholder/park user interviews, an on-line survey, a Zoom community meeting and/or social media postings (Twitter, Next Door). Exact methods, schedule, and goals will be developed in consultation with the City during Task 1: Kick-off meeting. Deliverables: community engagement plan Task 3.2: Community Engagement
Once the Community Engagement Plan is developed, NCE will collaborate with City staff on implementation. NCE will interview stakeholders (maximum of 4), lead pop-ups, create an on-line survey and provide content/digital media for social media postings. The City will advertise the projects, post project information on social media, participate in Community Zoom meetings and create press releases. Deliverables: memorandum summarizing community engagement process and community preferences for each park
Task 4: Conceptual Design
Based on background information gathered during Task 2 and community input during Task 3.2, NCE will prepare two conceptual designs for each park that will present options based on varying levels of improvement and modification of the existing play areas, park uses, and amenities. The first Option will include the replacement of play equipment, installation of ADA compliant play surfacing, and paths of travel from public right-of-way to play structures. The second Option will propose new locations for activities such as moving play areas closer to entry points, providing space for new recreational opportunities such as informal play, walking paths, and a range of seating elements. The concepts will be presented in plans with imagery of proposed features/activities and hand drawn visualizations.
P a g e | 4
Deliverables: conceptual designs with two options for each park Tasks 5: Review and Approvals
NCE will present the options for each park to City staff for their initial comments and suggestions. Based on the input received from City staff, NCE will prepare a preferred alternative plan for each park which may include elements from both the conceptual alternatives. The preferred alternatives will be presented to the PB&R commission, and neighbors within 500-feet of the project site will be notified of the proposed park renovations.
NCE assumes presenting all parks at one meeting. Based the extent and types of comments received from the community and PB&R, NCE will either incorporate the comments into the plans, or resubmit plans for a second review by the PB&R.
Deliverables: preferred alternative plan for each park
Task 6: 60% Construction Documents-Imperial and Skyridge Parks The master plans for Imperial and Skyridge Parks will be revised per the comments of the PB&R Commission and City staff received during Task 4. NCE will meet with the City to review these comments, from which the 60% plans, specifications, and estimate (PS&E) will be prepared. NCE will provide a response to each comment in a table. The 60% PS&E will include additional design information and details typically expected at this stage of completion including layout, materials, grading and drainage plans, types, and extent of pedestrian pavements, play equipment, safety surfacing, site furnishings, railings, plantings, finishes, planting palette, irrigation equipment, and prototypical landscape details. Drawings will be drafted in digital format using AutoCAD and printed at 1/8” = 1’-0”. NCE will prepare and continue to refine drawings:
The technical specifications will be prepared in MS Word format, follow the City’s formatting conventions, reference the City’s standard provisions, Caltrans 2018 Standards where applicable (including subsequent updates) and will be in in Construction Specification Institute format.
The Cost Estimate will be prepared in MS Excel format and will be based on the most recent construction cost data available to NCE from recent projects of this type. This initial estimate will then be updated and refined as the design effort progresses.
It is assumed that the City will require a 15-day review/comment period once the 60% PS&E package is submitted.
Deliverables: 60% PS&E with technical specifications, Cost Estimate, and a response to comment table Optional Task 6.1: 60% Construction Documents-Brighton and Marvilla Parks The master plans for Brighton and Marvilla and Parks will be revised per the comments of the PB&R Commission and City staff received during Task 4 and NCE will provide construction documents as described in Task 6.
Deliverables: 60% PS&E with technical specifications, Cost Estimate, and a response to comment table Task 7: 90% Construction Documents-Imperial and Skyridge Parks The 60% PS&E will be revised to incorporate comments by the City. NCE will again meet with the City to review these comments, from which the 90% PS&E will be prepared. NCE will provide a response to each comment in a table. The 90% PS&E will include notes and details necessary for construction. The Cost Estimate will be updated and refined as based on changes to the design concept.
It is assumed that the City will require a 10-day review/comment period once the 90% PS&E package is submitted.
Deliverables: 90% PS&E with technical specifications, Cost Estimate, and a revised response to comment table Optional Task 7.1: 90% Construction Documents-Brighton and Marvilla Parks NCE will provide construction documents for Brighton and Marvilla Parks as described in Task 7 P a g e | 5
Deliverables: 90% PS&E with technical specifications, Cost Estimate, and a response to comment table Task 8: 100% Construction Documents-Imperial and Skyridge Parks The 90% PS&E will be revised to incorporate final comments by the City. One reproducible copy of the 100%PS&E will then be packaged and submitted similar to the 90% PS&E unless directed otherwise. It is assumed that the City will require a 10-day review/comment period once the 100% PS&E package is submitted.
Upon receipt of the City’s final review comments, the project documents will be finalized for bidding purposes.
A final quantity calculation will be tabulated and entered into the final Cost Estimate for each park. The final documents will be reviewed, stamped, and signed by NCE’s registered landscape architect and the final PS&E will be delivered to the City in both hard copy and electronic formats.
Deliverables: One wet-signed and one electronic file of the final plans, technical specifications, and Cost Estimate.
The electronic files for the final construction plans, specifications, and engineer’s estimate will be in AutoCAD 2022, Microsoft Word, and Microsoft Excel, respectively.
Optional Task 8.1: 100% Construction Documents-Brighton and Marvilla Parks NCE will provide construction documents for Brighton and Marvilla Parks as described in Task 8.
Deliverables: One wet-signed and one electronic file of the final plans, technical specifications, and Cost Estimate.
The electronic files for the final construction plans, specifications, and engineer’s estimate will be in AutoCAD 2022, Microsoft Word, and Microsoft Excel, respectively.
Task 9: Bidding Support Services-Imperial and Skyridge Parks NCE will provide the City with assistance during the advertisement and bidding periods for each bid package. This will include attending the pre-bid conference, responding to questions, and preparation of up to one addendum and clarifications that are deemed necessary. NCE can assist the City in determining the responsiveness of bids received, checking and tabulating bid results.
Optional Task 9.1: Bidding Support Services-Brighton and Marvilla Parks NCE will provide bidding support services for Brighton and Marvilla Parks as described in Task 9 Task 10: Construction Observation Services
NCE will provide services to the City during the construction of the projects. These services will include attendance at the pre-construction conference, reviewing submittals and responding to requests for information, field verification, recommendations for necessary construction changes due to unforeseen field conditions, assisting with the review of Contract Change Orders, and reviewing construction for acceptance. This task does not provide any field inspection services and we understand that the City will provide construction inspection.
Optional Task 10.1: Construction Observation Services-Brighton and Marvilla Parks NCE will provide bidding support services for Brighton and Marvilla Parks as described in Task 10 Fees
NCE will provide the aforementioned services per the following summary1) Skyridge and Imperial Parks Tasks 1-10- $137,740.00 2) Brighton and Marvilla Parks Tasks 1-5- $75,000.00
3) Brighton and Marvilla Parks Optional Tasks 6.1, 7.1, 8.1, 9.1 and 10.1- $61,800 ATTACHMENT “B”
COMPENSATION
Pacifica Four Priority Park Fee Estimate 1.10.22 NCE
Cost by Staff
Hours Rate Cost Hours Rate Cost Hours Rate Cost Hours Rate Cost Principal Landscape
Architect 96 270 $ 25,920 $ 96 270 $ 25,920 $ 50 270 $ 13,500 $ 50 270 $ 13,500 $ $ 102,600 Associate Engineer 6 215 $ 1,290 $ 6 215 $ 1,290 $ 8 215 $ 1,720 $ 8 215 $ 1,720 $ $ 6,020 Senior Landscape
Architect 88 185 $ 16,280 $ 88 185 $ 16,280 $ 58 185 $ 10,730 $ 58 185 $ 10,730 $ $ 62,900 CAD Technician 160 120 $ 19,200 $ 160 120 $ 19,200 $ 40 120 $ 4,800 $ 40 120 $ 4,800 $ $ 76,920 Subtotal 350 62,690 $ 350 62,690 $ 156 30,750 $ 156 30,750 $ $ 248,440 Reimbursables $ 6,000 6,000 $ 4,000 $ 4,000 $ 26,100 $
Grand Total $ 68,690 68,690 $ 34,750 $ 34,750 $ 274,540 $ Hours Rate Cost Hours Rate Cost
44 270 $ 11,880 $ 44 270 $ 11,880 $
$ - 215 $ 215 $ - $
24 185 $ 4,440 $ 24 185 $ 4,440 $
120 120 $ 14,400 $ 121 120 $ 14,520 $
188 30,720 $ 189 30,840 $
$ 4,050 2,050 $
$ 34,890 32,770 $
Brighton Park
Marvilla Park Optional Brighton Park Optional
Skyridge Park Imperial Park Marvilla Park