22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
OLD ORCHARD PARK DESIGN - CITY PROJECT # P2020
PACIFIC COAST LAND DESIGN, INC.
SCOPE OF LANDSCAPE ARCHITECTURAL DESIGN SERVICES
DECEMBER 22, 2022
PROJECT UNDERSTANDING
The Pacific Coast Land Design team understands that the City of Santa Clarita intends to renovate Old Orchard Park consistent with the previously approved plans. The building permit issued for the project, which was based on the 2013 California Building Code, expired on 12/18/2017.
The scope of work for the current project consists of updating the existing, approved plans, specifications and estimates (PS&E) and providing phasing plans for design, construction and on- going operations during installation of a future stormwater infiltration system proposed for the west side of the existing park. The location of the proposed stormwater infiltration system is as shown in Exhibit ‘B’ as provided by the City of Santa Clar ita. The design team will prepare the required documents necessary to obtain approval of upda ted 100% plans, specifications and estimates, and work closely with the City to successfully complete the project goals and protect the interest of the City. The design team will work with and address concerns from all City divisions impacted by the project, including but not limited to , Building and Safety, Environmental Services, Information Services, Traffic, Parks Planning and Open Space, Urban Forestry and Engineering.
DESIGN REQUIREMENTS
The work to be performed will be based on the la test pertinent City policies, codes, standard drawings, and ordinances and meet all applicable state and federal guidelines. Project plans and specifications will be consistent with City form at for Capital Improvement projects and will be submitted for City review at 60%, 100% Permit Review #1, 100% Permit Review #2 and a Final Plan Issue for Bid.
The City's Project Manager will direct and coordinate this Project. The Consulting Project Manager, PCLD Senior Associate Brooke McDonnell, shall re ceive, coordinate, and transmit reports and documents to and from the cons ulting team and act as a liaison with the City team and stakeholders. The City shall provide all relevant data in its possession that pertains to this project in support of the Consultant's professional services.
22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
SCHEDULE
Pacific Coast Land Design understands that the City intends to release the Old Orchard Park Phase 1 Improvement Project for bid during the first half of FY 2023/2024. The PCLD team has proposed a project timeline based on the information provided to the team at this time, with the understanding of the work to be performed. Th e project schedule is dependent on the City departmental and permit review periods as listed in the following estimated project schedule. Kick-off Meeting: 01/31/2023
Submit Revised Phase-1 Engineers Estimate (6 Weeks): 03/16/2023 Submit 60% PS&E for Internal Department Review (6 Weeks): 03/16/2023 City Review of 60% PS&E (2 Weeks): 03/30/2023
Public Meeting #1 (Following 60% City Review): 04/11/2023 Submit 100% PS&E #1 to City (6 Weeks): 05/11/2023
City Review of 100% PS&E – Building Dept. Plan Check #1 (5 Weeks): 06/15/2023 Submit 100% PS&E #2 (4 Weeks): 07/13/2023
City Reviews 100% PS&E - Building Dept. Plan Check #2 (3 Weeks): 08/03/2023 Submit Final PS&E to City (2 Weeks): 08/17/2023
Task 1 PRELIMINARY INVESTIGATION
The Design Team will review and assess existing data and reports relative to the project and carry out the Preliminary Investigations that w ill set a basis for the detailed design work to follow. A kick-off meeting (See Task 2 - Project Management) will confirm the level of stakeholder involvement and the type of documents and communication routes that will best serve City decision makers. The design team will also acquire digital information needed to update base maps for the project site. The pr oject manager will secure any City documents that PCLD does not already have. Existing co nditions and utility information will be updated by the civil engineer while the landscape arch itect maps changed field conditions relevant to the design. Site analysis maps will be produced and used in the field to document existing conditions.
1.1 Background Document Review
Review existing project information including previously approved project plans and specifications.
Output - Summarize existing design related documents that will guide the design, including previous project plans.
1.2 Site Investigation
After the project Kick-off meeting, Pacific Coast Land Design and the consultant team will walk the park with the City Project Manager and representatives from other City departments as defined by the City PM. The team will note existing conditions at this time. Particular attention will be paid to any new features or utilities added to the park since the previous design plans were completed. Output – Photo documentation, Map of existing and changed conditions, Final Summary of required plan updates and additions based on review of the previous plans and changed conditions.
22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
1.3 Site Analysis with Listed Changes for Plan & Specification Updates Following the Site Visit, Pacific Coast La nd Design and the consultant team will provide a summary of the needed plan updates.
OUTPUT – Map of existing and changed conditions, Final Summary of required plan updates and additions based on review of the previous plans and changed conditions.
1.4 Existing Tree Inventory
During the Site Visit, existing trees will be evaluated with input from City Urban Forestry Division to recommend whether they should be removed or protected in place. Comparisons between the existing plans and new recommendations will be provided.
OUTPUT – Existing Tree Plan with updates per site visit and Urban Forestry comment.
1.5 Contact Utility Agencies and Update Project Base Files Tetra Tech will provide existing utility coordination as outlined in the RFP, including sending updated utility drawings request letters (it is assumed the City’s letterhead will be made available to avoid paying request fees). It is assumed most utilities will remain unchanged from the earlier project phase. This scope does not include the coordination of any new utility services. OUTPUT – The project’s existing utility base file will be updated as needed for the latest utility data received from the utility purveyors.
1.6 Review & Coordinate with City on Future Stormwater Infiltration System The design team will coordinate with City departments on the future stormwater infiltration system that is planned in the open field area. It is understood this scope is limited to coordinating the phasing of the park improvements into two phases.
Phase 1 is understood to consist of the project areas including and east of the proposed sports court. Phase 2 will consist of the remaining project areas west of the proposed sports court.
OUTPUT – Notes and communication with City staff. Delineated Phasing Exhibit based on future infiltration project extents.
22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
Task 2 PROJECT MANAGEMENT
The PCLD Team will provide all professional and support services required to manage, control, track, and report on the progress of work and expenditures provided under this scope of work.
The list of Project Development Team (PDT) members will be established including the City PM and necessary City Staff, PC LD, Tetra Tech, Barbara Ricketts Architect, RGSE, ANE and affected Stakeholders and Reviewing Agencies deemed appropriate by the City.
2.1 Kick-off Meeting with Written Summary
Discuss communication & documentation format between City, consultants and reviewing agencies. City to transfer to consultant team any existing site information and design guidelines. Set PDT meeting schedules and review overall project timeline. Establish public inclusion plan and necessary exhibits. Team will discuss project overview including known opportunities and constraints. Needed information will be identified.
OUTPUT – Meeting notes with updated project schedule.
2.2 Project Baseline Schedule
The PCLD team will provide a detailed project baseline schedule indicating project milestones, major activities, and deliverables to the City for review and comments. Project schedule tracking will be done in Microsoft project, established with key dependencies to best understand critical paths to project delivery. PCLD will update the schedule, as required.
OUTPUT – Up to date project schedule for review at City review meetings.
2.3 Team Meetings with Affected Agencies
Conduct team meetings with affected agencies as required to review project schedules, concepts, plans and specifications and define approval process and permitting.
OUTPUT – Meeting minutes
2.4 Prepare Monthly Progress Reports
Prepare monthly progress reports to be submitted with monthly invoice which is to include progress schedule updates and supporting data. The progress report will include accomplished tasks for the month, anticipated progress for the next month, pending issues, and schedule completion target dates. OUTPUT – Summary report of project progress to accompany monthly invoice to the City PM.
2.5 Conduct Monthly PDT Meetings (6 Total meetings - Virtual) Pacific Coast Land Design will conduct monthly meetings to review the progress of the project, discuss resolution of any issues that may affect the scheduled completion of the project. The meetings will include affected agencies as appropriate at the direction of the City PM. PDT meetings will be scheduled at every City review period to discuss City comments. (6) total meetings anticipated. OUTPUT - PCLD will format and provide meeting agendas progress reports and notes to meeting attendees. This establishes a clear and formal chain of communication to track throughout the project and serves as a baseline for Action Items by respective parties.
22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
2.6 Coordinate and attend one (1) community meeting
PCLD will coordinate one (1) community meeting with local residents and community members to discuss the development of the project and to receive feedback for potential inclusion in the de velopment of the revised park features.
PCLD will update exhibits and supportin g material to facilitate the meetings.
Meetings are expected to be held in-per son. The City will be responsible for all notifications for public outreach. A single public meeting is anticipated.
Attendance by the PCLD PM at one (1) City Council meeting is also included. OUTPUT – Presentation Exhibits, documentation of received feedback. Design revisions based on the received feedback are covered in Task 3 Design.
2.7 Quality Control Plan
PCLD will be the primary Quality Assurance/Quality Control (QA/QC) lead with project submittals. PCLD will coordinate with our team of subconsultants and provide internal documentation reviews to formal submittals to the city. OUTPUT – PCLD will format and provide a matrix documenting all comments and correction items. This matrix will be provided to the city and all subconsultants to ensure proper coordination, task tracking, and comment responses.
Task 3 DESIGN
This phase of work will begin with the development of site design changes based on initial City scoping direction and renewed public input. Initial design modifications will be vetted by city staff to ultimately deliver a refined site desi gn for the project. Upon City approval and acceptance of the refined 60% Site Design Plan with phasing delineation and updated project budget estimate, the design team will move to update the project plans, specifications and related reports.
It is understood the project will be split into two phases, which will require the preparation of two separate PS&E packages. However, the overall design is assumed to remain unchanged except for the items described in further detail below. The special provisions will be updated to reference the latest Greenbook edition.
As part of the project phasing repackaging, the following design changes are anticipated:
• Remove westernmost pedestrian walkway that was originally intended to connect to the elementary school.
• Coordinate construction access for Phase 2.
• Revise site grading at the Phase 1 and Phase 2 transition limit. Prepare updated earthwork calculations for Phase 1 and Phase 2.
• Revise site for the reconfigured sports court.
• Revise site for the rear patio to be added at the existing building. • Update parking lot layout for the addition of EV charging stations to the parking lot. It is assumed up to one (1) van accessible EV char ging space will need to be added. It is assumed the extra proposed ADA parking space in the parking lot can be converted to 22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
the van accessible EV charging space to minimize changes to the current parking lot layout. The proposed ADA ramp in the parkin g lot will be revised as necessary for the updates.
• Update the layouts for the potential change in play area surfacing. Overall layout of the surfacing is assumed to remain unchanged.
• Update the layouts for the potential change of the decomposed granite areas to an alternative permeable material to be selected by PCLD and the City. Overall layout of the decomposed granite areas is assumed to remain unchanged. It is assumed the alternative material will remain permeable.
• Update the plan locations of the shade canopy footings as needed. • U p d a t e t h e s i z i n g o f t h e b ioretention basin and permeable paving Best Management Practices (BMPs) for the minor updates to the site layout it ems described above. It has been assumed the BMP concepts will not be changed, and the overall layouts will remain adequate.
3.1 Site Design Modifications Including Phasing (60%)
PCLD and Tetra Tech will work to incorpor ate site design changes based on initial City scoping direction and renewed public input. Initial design modifications will be vetted by city staff to ultimately deliver a refined site design for the project. The Design Team will meet with the City Project manager to review the City comments and corrections before moving to the full effort of updating the existing plans and specifications to current code requirements.
OUTPUT – 60% Site Design Modification Plan with Phasing. Updates to the previous design will be noted and phasing delineation will be shown for reference.
3.2 Incorporate City Revisions to Playground Area Shade Structures (60%) Work with the City and USA Shade to finalize playground area shade coverage. It is expected there will be slight modificat ions to the canopy shapes and footing locations based on updated requests.
OUTPUT – Incorporate shade canopy and footing changes into 60% Site Design Modification Plan with Phasing.
3.3 Concept Review Documents for City and Public Presentation (60%) PCLD will update color plans and renderings to match the design as reflected in the approved 60% Site Design Modification Plan. Large format color presentation boards and development of a digital presentation are expected products to help facilitate presentation of the project at a public forum. OUTPUT – Large format color presentation boards; Updated 3D site model; digital format presentation such as PowerPoint or equivalent digital slide format.
22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
3.4 Construction Documents (100% PS&E – Permit Submittal #1) Following the review and approval of the 60% site design plan, the full design team will move to update the existing 100% PS&E package to the current code requirements. These documents will be completed and submitted to the City Building and Safety department for permitting.
OUTPUT – 100% completed Plans, specifications and estimates for final City review and permitting.
3.5 Construction Documents (100% PS&E – Permit Submittal #2) Plan revisions per Building and Safety corrections list. Plans will be updated and repackaged for final permit submittal.
OUTPUT – 100% completed Plans, specifications and estimates for final City review and comment.
3.6 Construction Documents (Final PS&E Submittal)
PCLD understands that final, minor comments will be issued following City review of the 100% plans and specifications. Following incorporation of City corrections, the project documents and plan set will be published for bid and construction with stamp and signature.
OUTPUT – Final signed plans ready for bid issue. Electronic copy of all documents developed during the contracted period with the City. Drawings will be provided in AutoCAD Version 2022 or equivalent and supporting documents will be provided as Microsoft Office Suite documents.
Task 4 BID/AWARD PHASE SUPPORT
4.1 Bid/Award Phase Support
4.1.1 Pre- Bid Meeting
Attend and participate in the pre-bid meeting.
4.1.2 Technical Bid Phase Support
PCLD will provide technical support during the construction bid phase of the project. The team will assist the City’s Project Manager in responding to questions related to the plans and technical specifications during the bid phase. If necessary, update the plans and technical specifications based on questions during the bid phase.
22-055_OLD ORCHARD PARK - SCOPE OF SERVICES.docx
ASSUMPTIONS AND SUPPLEMENTAL SERVICES
Additional Meetings, Agency presentations and Public Meetings separate from those listed above will be billed at the regular office rate. No permits other than those issued by the City of Santa Clarita are anticipated for this project. It is assumed a permit through the Los Angeles County Flood Control District will not be required.
Payment of plan check and permit fees is not included. It is assumed that the civil and structural design will utilize the previous Geotechnical Investigation recommendations.
It is assumed the topographic survey previously performed for the project will be sufficient. This scope does not include any new survey services. The RFP describes a new fiber line. It is our understanding that the RFP is actually referring to an existing fiber line that is to be shown on the construction plans. It is assumed that the City will provide the fiber line location and that it will not have any significant conflicts with the proposed improvements. The PCLD team will provide updates and edits to the project Special Provisions.
Front end specifications will be prepared by the City.
All improvements are assumed to be on City property.
The revisions to the approved architectural plans and specifications are limited to code updates as necessitated by moving from the 2013 California Building Code to the 2022 California Building Code. It is assumed there will be minor modifications to selected materials and building components based on current availability of specified finishes, building components and mechanical systems. Based on scoping discussions with the City, there will be no design changes to the building and connected systems other than what is driven by the code update.
Architectural and MEP services in addition to the code update revisions as noted above will be considered an additional service.
Date: December 22, 2022 OLD ORCHARD PARK DESIGN
Sub-Consultants (*Include 10% Administration & Management Mark-up) Principal
Senior
Associate Associate
Landscape
Designer PCLD TOTAL
Tetra Tech
(Civil/Survey)
Barbara
Ricketts
(Arch / MEP)
RGSE
(Structural)
ANE
(Electrical) TOTAL
TASK ID DESCRIPTION 190$ 165$ 130$ 110$ Lump Sum Lump Sum Lump Sum Lump Sum Task 1 Preliminary Investigation
1.1 Review Existing Plans and Background Documents 2 8 8 2,740$ 3,784.00$ 2,024.00$ 1,298.00$ 198.00$ 10,044.00$
1.2 Site Investigation (2 Site Visits) 4 12 12 4,300$ 3,397.90$ 704.00$ -$ 792.00$ 9,193.90$
1.3 Site Analysis with Listed Changes for Plan & Specification Updates 4 20 6 4,840$ 4,092.00$ 352.00$ 1,038.40$ 396.00$ 10,718.40$
1.4 Existing Tree Inventory 8 6 1,980$ -$ -$ -$ -$ 1,980.00$
1.5 Contact Utility Agencies and Update Project Base Files 8 12 2,360$ 4,455.00$ -$ -$ -$ 6,815.00$
1.6 Review & Coordinate with City on Future Stormwater Infiltration System 2 16 4 3,540$ 2,915.00$ -$ -$ -$ 6,455.00$ 19,760$ 18,643.90$ 3,080.00$ 2,336.40$ 1,386.00$ 45,206.30$ Task 2 Project Management
2.1 Kick-off Meeting with Written Summary 4 6 4 2,270$ 1,931.60$ 1,562.00$ 1,038.40$ 792.00$ 7,594.00$
2.2 Project Baseline Schedule 2 20 3,680$ -$ -$ -$ -$ 3,680.00$
2.3 Meetings with Affected Agencies (Bldg. Safety, LA County - 2 Total) 8 1,320$ 1,584.00$ 176.00$ -$ -$ 3,080.00$
2.4 Prepare monthly progress reports 2 12 2,360$ -$ -$ -$ -$ 2,360.00$
2.5 Conduct Monthly PDT Meetings (6 Total) 12 30 12 8,790$ 2,706.00$ 1,056.00$ 2,076.80$ 1,188.00$ 15,816.80$
2.6 Coordinate and attend one (1) community meeting 4 8 8 4 3,560$ -$ -$ -$ -$ 3,560.00$
2.7 Quality Control Plan 8 24 5,480$ 2,915.00$ 176.00$ -$ -$ 8,571.00$ 27,460$ 9,136.60$ 2,970.00$ 3,115.20$ 1,980.00$ 44,661.80$ Task 3 Design
3.1 Site Design Modifications Including Phasing (60%) 6 50 72 36 22,710$ 45,331.00$ -$ -$ -$ 68,041.00$
3.2 Incorporate City Revisions to Playground Area Shade Structures (60%) 2 16 40 8,220$ -$ -$ -$ -$ 8,220.00$
3.3 Concept Review Documents for City and Public Presentation (60%) 2 16 20 32 9,140$ -$ -$ -$ -$ 9,140.00$
3.4 Plan & Specification Updates (100% PS&E Re-submittal #1) 2 40 44 32 16,220$ 17,495.50$ 18,480.00$ 6,732.00$ 1,254.00$ 60,181.50$
3.5 Plan & Specification Updates (100% PS&E Re-submittal #2) 2 20 24 16 8,560$ 7,848.50$ 3,091.00$ 3,000.80$ 726.00$ 23,226.30$
3.6 Construction Documents (Final PS&E for Bid) 1 16 24 5,950$ 4,444.00$ 2,178.00$ 1,654.40$ 726.00$ 14,952.40$ 70,800$ 75,119.00$ 23,749.00$ 11,387.20$ 2,706.00$ 183,761.20$ Task 4 Bid Phase Support
4.1 Bid / Award Phase Support 2 6 2 1,630$ 1,584.00$ 781.00$ -$ -$ 3,995.00$ 1,630$ 1,584.00$ 781.00$ -$ -$ 3,995.00$ 119,650$ 104,483.50$ 30,580.00$ 16,838.80$ 6,072.00$ 277,624.30$ Reimbursable Expenses
Public Meeting Materials - Foam core, color printing, scanning, pens and commenting materials 1,200.00$
Plan Production - Printing and Binding of Final Plans and Binding of Additional Copies if Requested by the City 1,000.00$
2,200.00$
GRAND TOTAL (TASKS 1-4) 279,824.30$
Task 2 Subtotal
PCLD Services
Task 1 Subtotal
TOTAL
Task 4 Subtotal
Task 3 Subtotal