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Professional Services Agreement
Form approved by the City Attorney 5-11-20
CITY OF SANTA ROSA
PROFESSIONAL SERVICES AGREEMENT
WITH CARLILE MACY, INC.
AGREEMENT NUMBER _________
This "Agreement" is made as of this ____day of_______________, 2022, by and between the City of Santa Rosa, a municipal c orporation ("City"), and Carlile Macy, Inc., a California Corporation ("Consultant").
R E
C I T A L S
A. Cit
y desires to obtain landscape architectural design, engineering, and construction document services for South Davis Neighborhood Park.
B. Cit
y desires to retain a qualified firm to conduct the services described above in accordance with the Scope of Services as more particularly set forth in Exhibit A to the Agreement.
C. C
onsultant represents to City that it is a firm composed of highly trained professionals and is fully qualified to conduct the services described above and render advice to City in connection with said services.
D. The par
ties have negotiated upon the terms pursuant to which Consultant will provide such services and have reduced such terms to writing.
A
GREEMENT
NO
W, THEREFORE, City and Consultant agree as follows:
1. SC
OPE OF SERVICES
C
onsultant shall provide to City the services described in Exhibit A ("Scope of Services").
C
onsultant shall provide these services at the time, place, and in the manner specified in Exhibit A.
Exhibit A is attached hereto for the purpose of defining the manner and scope of services to be provided by Consultant and is not intended to, and shall not be construed so as to, modify or expand the terms, conditions or provisions contained in this Agreement. In the event of any conflict between this Agreement and any terms or conditions of any document prepared or provided by Consultant and made a part of this Agreement, including without limitation any document relating to the scope of services or payment therefor, the terms of this Agreement shall control and prevail.
2. CO
MPENSATION
a. C
ity shall pay Consultant for services rendered pursuant to this Agreement at the rates, times and in the manner set forth in Exhibit B. Consultant shall submit monthly statements to City which shall itemize the services performed as of the date of the statement and set forth a progress report,
Professional Services Agreement
Form approved by the City Attorney 5-11-20
including work accomplished during the period, percent of each task completed, and planned effort for the next period. Invoices shall identify personnel who have worked on the services provided, the number of hours each worked during the period covered by the invoice, the hourly rate for each person, and the percent of the total project completed, consistent with the rates and amounts shown in Exhibit B.
b. The payments prescribed herein shall constitute all compensation to Consultant for all costs of services , including, but not limited to, direct costs of labor of employees engaged by Consultant, travel expenses, telephone charges, copying and reproduction, computer time, and any and all other costs, expenses and charges of Consultant , its agents and employees. In no event shall City be obligated to pay late fees or interest, whether or not such requirements are contained in Consultant’s invoice.
c. Notwithstanding any other provision in this Agreement to the contrary, the total maximum compensation to be paid for the satisfactory accomplishment and completion of all services to be performed hereunder shall in no event exceed the sum of two hundred four-thousand, eight-hundred and twenty-two dollars and no cents ($204,822) The City’s Chief Financial Officer is authorized to pay all proper claims from Charge Number 09556.
3. DOCUMENTATION; RETENTION OF MATERIALS
a. Consultant shall maintain adequate documentation to substantiate all charges as required under Section 2 of this Agreement.
b. Consultant shall keep and maintain full and complete documentation and accounting records concerning all extra or special services performed by it that are compensable by other than an hourly or flat rate and shall make such documents and records available to authorized representatives of City for inspection at any reasonable time.
c. Consultant shall maintain the records and any other records related to the performance of this Agreement and shall allow City access to such records during the performance of this Agreement and for a period of four (4) years after completion of all services hereunder.
4. INDEMNITY
a. Consultant shall, to the fullest extent permitted by law, indemnify, protect, defend and hold harmless City, and its employees, officials and agents ( "Indemnified Parties") from all claims, demands, costs or liability (including liability for claims, suits, actions , arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, interest, defense costs, and expert witness fees), that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant, its officers, employees, or agents, in said performance of professional services under this Agreement, excepting only liability arising from the sole negligence, active negligence or intentional misconduct of City.
b. The existence or acceptance by City of any of the insurance policies or coverages described in this Agreement shall not affect or limit any of City’s rights under this Section 4, nor shall the limits of such insurance limit the liability of Consultant hereunder. This Section 4 shall not apply to any
Professional Services Agreement
Form approved by the City Attorney 5-11-20
intellectual property claims, actions, lawsuits or other proceedings subject to the provisions of Section 17(b), below. The provisions of this Section 4 shall survive any expiration or termination of this Agreement.
5. INSURANCE
a. Consultant shall maintain in full force and effect all of the insurance coverage described in, and in accordance with, Attachment One, "Insurance Requirements." Maintenance of the insurance coverage set forth in Attachment One is a material element of this Agreemen t and a material part of the consideration provided by Consultant in exchange for City’s agreement to make the payments prescribed hereunder. Failure by Consultant to (i) maintain or renew coverage, (ii) provide City notice of any changes, modifications, or reductions in coverage, or (iii) provide evidence of renewal, may be treated by City as a material breach of this Agreement by Consultant, whereupon City shall be entitled to all rights and remedies at law or in equity, including but not limited to immediate termination of this Agreement.
Notwithstanding the foregoing, any failure by Consultant to maintain required insurance coverage shall not excuse or alleviate Consultant from any of its other duties or obligations under this Agreement. In the event Consultant , with approval of City pursuant to Section 6 below, retains or utilizes any subcontractors or subconsultants in the provision of any services to City under this Agreement, Consultant shall assure that any such subcontractor has first obtained, and shall maintain, all of the insurance coverages set forth in the Insurance Requirements in Attachment One.
b. Consultant agrees that any available insurance proceeds broader than or in excess of the coverages set forth in the Insurance Requirements in Attachment One shall be available to the additional insureds identified therein.
c. Consultant agrees that the insurance coverages and limits provided under this Agreement are the greater of: (i) the coverages and limits specified in Attachment One, or (ii) the broader coverages and maximum limits of coverage of any insurance policy or proceeds available to the name insureds.
6. ASSIGNMENT
Consultant shall not assign any rights or duties under this Agreement to a third party without the express prior written consent of City, in City’s sole and absolute discretion. Consultant agrees that the City shall have the right to approve any and all subcontractors and subconsultants to be used by Consultant in the performance of this Agreement before Consultant contracts with or otherwise engages any such subcontractors or subconsultants.
7. NOTICES
Except as otherwise provided in this Agreement, any notice, submittal or communication required or permitted to be served on a party, shall be in writing and may be served by personal delivery to the person or the office of the person identified below. Service may also be made by mail, by placing first-class postage, and addressed as indicated below, and depositing in the United States mail to:
Professional Services Agreement
Form approved by the City Attorney 5-11-20
City Representative:
Jen Santos, Deputy Director Parks
55 Stony Point Avenue
Santa Rosa, CA 95401
707-543-3781
[email protected]
Consultant Representative:
Briana Morrison, Associate Principal
15 Third Street
Santa Rosa, CA 95401
707-535-1541
[email protected]
8. INDEPENDENT CONTRACTOR
a. It is understood and agreed that Consultant (including Consultant’s employees) is an independent contractor and that no relationship of employer -employee exists between the parties hereto for any purpose whatsoever. Neither Consultant nor Consultant’s assigned personnel shall be entitled to any benefits payable to employees of City. City is not required to make any deductions or withholdings from the compensation payable to Consultant under the provisions of this Agreement, and Consultant shall be issued a Form 1099 for its services hereunder. As an independent contractor, Consultant hereby agrees to indemnify and hold City harmless from any and all claims that may be made against City based upon any contention by any of Consultant’s employees or by any third party, including but not limited to any state or federal agency, that an employer -employee relationship or a substitute therefor exists for any purpose whatsoever by reason of this Agreement or by reason of the nature and/or performance of any services under this Agreement.
b. It is furth er understood and agreed by the parties hereto that Consultant, in the performance of Consultant’s obligations hereunder, is subject to the control and direction of City as to the designation of tasks to be performed and the results to be accomplished under this Agreement, but not as to the means, methods, or sequence used by Consultant for accomplishing such results. To the extent that Consultant obtains permission to, and does, use City facilities, space, equipment or support services in the performance of this Agreement, this use shall be at the Consultant’s sole discretion based on the Consultant’s determination that such use will promote Consultant ’s efficiency and effectiveness.
Except as may be specifically provided elsewhere in this Agreement, the City does not require that Consultant use City facilities, equipment or support services or work in City locations in the performance of this Agreement.
c. If, in the performance of this Agreement, any third persons are employed by Consultant, such persons shall be entirely and exclusively under the direction, supervision, and control of Consultant. Except as may be specifically provided elsewhere in thi s Agreement, all terms of employment, including hours, wages, working conditions, discipline, hiring, and discharging, or any other terms of employment or requirements of law, shall be determined by Consultant. It is further understood and agreed that Consultant shall issue W-2 or 1099 Forms for income and employment tax purposes, for all of Consultant’s assigned personnel and subcontractors.
d. The provisions of this Section 8 shall survive any expiration or termination of this Agreement. Nothing in this Agreement shall be construed to create an exclusive relationship between
Professional Services Agreement
Form approved by the City Attorney 5-11-20
City and Consultant. Consultant may represent, perform services for, or be employed by such additional persons or companies as Consultant sees fit.
9. ADDITIONAL SERVICES
Changes to the Scope of Services shall be by written amendment to this Agreement and shall be paid on an hourly basis at the rates set forth in Exhibit B, or paid as otherwise agreed upon by the parties in writing prior to the provision of any such additional services.
10. SUCCESSORS AND ASSIGNS
City and Consultant each binds itself, its partners, successors, legal representatives and assigns to the other party to this Agreement and to the partners, successors, legal representatives and assigns of such other party in respect of all promises and agreements contained herein.
11. TERM, SUSPENSION, TERMINATION
a. This Agreement shall become effective on the date that it is made, set forth on the first page of the Agreement, and shall continue in effect until both parties have fully performed their respective obligations under this Agreement, unless sooner terminated as provided herein.
b. City shall have the right at any time to temporarily suspend Consultant ’s performance hereunder, in whole or in part, by giving a written notice of suspension to Consultant. If City gives such notice of suspension, Consultant shall immediately suspend its activities under this Agreement, as specified in such notice.
c. City shall have the right to terminate this Agreement for convenience at any time by giving a written notice of termination to Consultant . Upon such termination, Consultant shall submit to City an itemized statement of services performed as of the date of termination in accordance with Section 2 of this Agreement. These services may include both completed work and work in progress at the time of termination. City shall pay Consultant for any services for which compensation is owed; provided, however, City shall not in any manner be liable for lost profits that might have been made by Consultant had the Agreement not been terminated or had Consultant completed the services required by this Agreement. Consultant shall promptly deliver to City all documents related to the performance of this Agreement in its possession or control. All such documents shall be the property of City without additional compensation to Consultant.
12. TIME OF PERFORMANCE
The services described herein shall be provided during the period, or in accordance with the schedule, set forth in Exhibit A . Consultant shall complete all the required services and tasks and complete and tender all deliverables to the reasonable satisfaction of City, not later than June 30, 2022.
13. STANDARD OF PERFORMANCE
Professional Services Agreement
Form approved by the City Attorney 5-11-20
Consultant shall perform all services performed under this Agreement in the manner and according to the standards currently observed by a competent practitioner of Consultant’s profession in California. All products of whatsoever nature that Consultant delivers to City shall be prepared in a professional manner and conform to the standards of quality normally observed by a person currently practicing in Consultant’s profession, and shall be provided in accordance with any schedule of performance. Consultant shall assign only competent personnel to perfor m services under this Agreement. Consultant shall notify City in writing of any changes in Consultant’s staff assigned to perform the services under this Agreement prior to any such performance. In the event that City, at any time, desires the removal of any person assigned by Consultant to perform services under this Agreement, because City, in its sole discretion, determines that such person is not performing in accordance with the standards required herein, Consultant shall remove such person immediately upon receiving notice from City of the desire of City for the removal of such person.
14. CONFLICTS OF INTEREST
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, that would conflict in any manner with the interests of City or that would in any way hinder Consultant’s performance of services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor, without the written consent of City. Consultant agrees to avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City at all times during the performance of this Agreement.
15. CONFLICT OF INTEREST REQUIREMENTS
a. Generally. The City’s Conflict of Interest Code requires that individuals who qualify as "consultants" under the Political Reform Act, California Government Code sections 87200 et seq., comply with the conflict of interest provisions of the Political Reform Act and the City’s Conflict of Interest Code, which generally prohibit individuals from making or participating in the making of decisions that will have a material financial effect on their economic interests. The term "consultant" generally includes individuals who make governmental decisions or who serve in a staff capacity.
b. Conflict of Interest Statements . The individual(s) who will provide services or perform work pursuant to this Agreement are "consultants" within the meaning of the Political Reform Act and the City’s Conflict of Interest Code:
____ yes _X no (check one)
If "yes" is checked by the City, Consultant shall cause the following to occur within 30 days after execution of this Agreement:
(1) Identify the individuals who will provide services or perform work under this Agreement as "consultants"; and
(2) Cause these individuals to file with the City Clerk the assuming office statements of economic interests required by the City’s Conflict of Interest Code.
Professional Services Agreement
Form approved by the City Attorney 5-11-20
Thereafter, throughout the t erm of the Agreement, Consultant shall cause these individuals to file with the City Clerk annual statements of economic interests, and "leaving office" statements of economic interests, as required by the City’s Conflict of Interest Code.
The above statements of economic interests are public records subject to public disclosure under the California Public Records Act. The City may withhold all or a portion of any payment due under this Agreement until all required statements are filed.
16. CONFIDENTIALITY OF CITY INFORMATION
During performance of this Agreement, Consultant may gain access to and use City information regarding inventions, machinery, products, prices, apparatus, costs, discounts, future plans, business affairs, governmental affairs, processes, trade secrets, technical matters, systems, facilities, customer lists, product design, copyright, data, and other vital information (hereafter collectively referred to as "City Information") that are valuable, special and unique assets of the City. Consultant agrees to protect all City Information and treat it as strictly confidential, and further agrees that Consultant shall not at any time, either directly or indirectly, divulge, disclose or communicate in any manner any City Information to any third party without the prior written consent of City. In addition, Consultant shall comply with all City policies governing the use of the City network and technology systems. A violation by Consultant of this Section 16 shall be a material violation of this Agreement and shall justify legal and/or equitable relief.
17. CONSULTANT INFORMATION
a. City shall have full ownership and control, including ownership of any copyrights, of all information prepared, produced, or provided by Consultant pursuant to this Agreement. In this Agreement, the term "information" shall be construed to mean and includ e: any and all work product, submittals, reports, plans, specifications, and other deliverables consisting of documents, writings, handwritings, typewriting, printing, photostatting, photographing, computer models, and any other computerized data and every other means of recording any form of information, communications, or representation, including letters, works, pictures, drawings, sounds, or symbols, or any combination thereof. Consultant shall not be responsible for any unauthorized modification or use of such information for other than its intended purpose by City.
b. Consultant shall fully defend, indemnify and hold harmless City, its officers and employees, and each and every one of them, from and against any and all claims, actions, lawsuits or other proceedings alleging that all or any part of the information prepared, produced, or provided by Consultant pursuant to this Agreement infringes upon any third party’s trademark, trade name, copyright, patent or other intellectual property rights. City shall make reasonable efforts to notify Consultant not later than ten (10) days after City is served with any such claim, action, lawsuit or other proceeding, provided that City’s failure to provide such notice within such time period shall not relieve Consultant of its obligations hereunder, which shall survive any termination or expiration of this Agreement.
c. All proprietary and other information received from Consultant by City, whether
Professional Services Agreement
Form approved by the City Attorney 5-11-20
received in connection with Consultant’s proposal , will be disclose d upon receipt of a request for disclosure, pursuant to the California Public Records Act; provided, however, that, if any information is set apart and clearly marked "trade secret" when it is provided to City, City shall give notice to Consultant of any request for the disclosure of such information. Consultant shall then have five (5) days from the date it receives such notice to enter into an agreement with the City, satisfactory to the City Attorney, providing for the defense of, and complete indemnifi cation and reimbursement for all costs (including plaintiff’s attorneys’ fees) incurred by City in any legal action to compel the disclosure of such information under the California Public Records Act. Consultant shall have sole responsibility for defense of the actual "trade secret" designation of such information.
d. The parties understand and agree that any failure by Consultant to respond to the notice provided by City and/or to enter into an agreement with City, in accordance with the provisions of subsection c, above, shall constitute a complete waiver by Consultant of any rights regarding the information designated "trade secret" by Consultant, and s uch information shall be disclosed by City pursuant to applicable procedures required by the Public Records Act.
18. MISCELLANEOUS
a. Entire Agreement. This Agreement contains the entire agreement between the parties.
Any and all verbal or written agreements made prior to the date of this Agreement are superseded by this Agreement and shall have no further effect.
b. Modification. No modification or change to the terms of this Agreement will be binding on a party unless in writing and signed by an authorized representative of that party.
c. Compliance with Laws. Consultant shall perform all services described herein in compliance with all applicable federal, state and local laws, rules, regulations, and ordinances, including but not limited to, (i) the Americans with Disabilities Act of 1990 (42 U.S.C. 12101, et seq.) ("ADA"), and any regulations and guidelines issued pursuant to the ADA; and (ii) Labor Code sections 1720, et seq., which require prevailing wages (in accordance with DIR determinations at www.dir.ca.gov) be paid to any employee performing work covered by Labor Code sections 1720 et seq. Consultant shall pay to the City when due all business taxes payable by Consultant under the provisions of Chapter 6- 04 of the Santa Rosa City Code. The City may deduct any delinquent business taxes, and any penalties and interest added to the delinquent taxes, from its payments to Consultant.
d. Discrimination Prohibited. With respect to the provision of services under this Agreement, Consultant agrees not to discriminate against any person because of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status of that person.
e. Governing Law; Venue. This Agreement shall be governed, construed and enforced in accordance with the laws of the State of California. Venue of any litigation arising out of or connected with this Agreement shall lie exclusively in the state trial court in Sonoma County in the State of California, and the parties consent to jurisdiction over their persons and over the subject matter of any
Professional Services Agreement
Form approved by the City Attorney 5-11-20
such litigation in such court, and consent to service of process issued by such court.
f. Waiver of Rights. Neither City acceptance of, or payment for, any service or performed by Consultant, nor any waiver by either party of any default, breach or condition precedent, shall be construed as a waiver of any provision of this Agreement, nor as a waiver of any other default, breach or condition precedent or any other right hereunder.
g. Incorporation of Attachments and Exhibits. The attachments and exhibits to this Agreement a re incorporated and made part of this Agreement, subject to terms and provisions herein contained.
19. AUTHORITY; SIGNATURES REQUIRED FOR CORPORATIONS
Consultant hereby represents and warrants to City that it is (a) a duly organized and validly existing Corporation, formed and in good standing under the laws of the State of California, (b) has the power and authority and the legal right to conduct the business in which it is currently engaged, and (c) has all requisite power and authority and the legal right to consummate the transactions contemplated in this Agreement. Consultant hereby further represents and warrants that this Agreement has been duly authorized, and when executed by the signatory or s ignatories listed below, shall constitute a valid agreement binding on Consultant in accordance with the terms hereof.
If this Agreement is entered into by a corporation, it shall be signed by two corporate officers, one from each of the following two groups: a) the chairman of the board, president or any vice- president; b) the secretary, any assistant secretary, chief financial officer, or any assistant treasurer. The title of the corporate officer shall be listed under the signature.
20. COUNTERPARTS AND ELECTRONIC SIGNATURES
This Agreement and future documents relating thereto may be executed in two or more counterparts, each of which will be deemed an original and all of which together constitute one Agreement. Counterparts and/or signatures delivered by facsimile, pdf or City-approved electronic means have the same force and effect as the use of a manual signature. Both City and Consultant wish to permit this Agreement and future documents relating thereto to be electronically signed in accordance with applicable federal and California law. Either Party to this Agreement may revoke its permission to use electronic signatures at any time for future documents by providing notice pursuant to the Agreement.
The Parties agree that electronic signatures, by their respective signatories are intended to authenticate such signatures and to give rise to a valid, enforceable, and fully effective Agreement. The City reserves the right to reject any signature that cannot be positively verified by the City as an authentic electronic signature.
Professional Services Agreement
Form approved by the City Attorney 5-11-20
Executed as of the day and year first above stated.
CONSULTANT:
Name of Firm: Carlile Macy, Inc.
TYPE OF BUSINESS ENTITY (check one):
_____ Individual/Sole Proprietor
_____Partnership
X Corporation
_____ Limited Liability Company
_____ Other (please specify: ___________)
Signatures of Authorized Persons:
By: _____________________
Print Name: Mark Hale
Title: President
By: _____________________
Print Name: Pete Crudo
Title: Secretary
City of Santa Rosa Business Tax Cert. No.
06525590
__________________________________
CITY OF SANTA ROSA
a Municipal Corporation
By:________________________
Print Name: Chirs Rogers
Title: Mayor
APPROVED AS TO FORM:
____________________________
Office of the City Attorney
ATTEST:
____________________________
City Clerk
Attachments:
Attachment One - Insurance Requirements
Exhibit A - Scope of Services
Exhibit B - Compensation
Attachment One to Professional Services Agreement
Form approved by the City Attorney 4-14-14
ATTACHMENT ONE
INSURANCE REQUIREMENTS FOR
PROFESSIONAL SERVICES AGREEMENTS
A. Insurance Policies: Consultant shall, at all times during the terms of this Agreement, maintain and keep in full force and effect, the following policies of insurance with minimum coverage as indicated below and issued by insurers with AM Best ratings of no less than A-:VI or otherwise acceptable to the City.
Insurance
Minimum
Coverage Limits
Additional Coverage Requirements
1. Commercial
general liability
$ 1 million per
occurrence
Coverage must be at least as broad as ISO CG
00 01 and must include completed operations
coverage. If insurance applies separately to a
project/location, aggregate may be equal to per
occurrence amount. Coverage may be met
by a combination of prima ry and umbrella
or excess insurance but umbrella and
excess shall provide coverage at least as
broad as specified for underlying coverage.
Coverage shall not exclude subsidence.
$ 2 million
aggregate
2. Business auto
coverage
$ 1 million ISO Form Number CA 00 01 covering any auto
(Code 1), or if Consultant has no owned autos,
hired, (Code 8) and non-owned autos (Code 9),
with limit no less than $ 1 million per accident
for bodily injury and property damage.
3. Professional liability
(E&O)
$ 1 million per
claim
Consultant shall provide on a policy form
appropriate to profession. If on a claims made
basis, Insurance must show coverage date
prior to start of work and it must be maintained
for three years after completion of work.
$ 1 million
aggregate
4. Workers’
compensation and
employer’s liability
$ 1 million As required by the State of California, with Statutory Limits and Employer’s Liability
Insurance with limit of no less than $ 1 million
per accident for bodily injury or disease . The
Workers’ Compensation policy shall be
endorsed with a waiver of subrogation in favor
of the City for all work performed by the
Consultant, its employees, agents and
subcontractors.
B. Endorsements:
1. All policies shall provide or be endorsed to provide that c overage shall not be canceled, except after prior written notice has been provided to the City in accordance with the policy provisions.
Attachment One to Professional Services Agreement
Form approved by the City Attorney 4-14-14
2. Liability, umbrella and excess policies shall provide or be endorsed to provide the following:
a. For any claims related to this project, Consultant’s insurance coverage shall be primary and any insurance or self -insurance maintained by City shall be excess of the Consultant’s insurance and shall not contribute with it; and,
b. The City of Santa Rosa, its off icers, agents, employees and volunteers are to be covered as additional insureds on the CGL policy. General liability coverage can be provided in the form of an endorsement to Consultant’s insurance at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used.
C. Verification of Coverage and Certificates of Insurance: Consultant shall furnish City with original certificates and endorsements effecting coverage required above.
Certificates and endorsements shall make reference to policy numbers. All certificates and endorsements are to be received and approved by the City before work commences and must be in effect for the duration of the Agreement. The City reserves the right to require complete copies of all required policies and endorsements.
D. Other Insurance Provisions:
1. No policy required by this Agreement shall prohibit Consultant from waiving any right of recovery prior to loss. Consultant hereby waives such right with regard to the indemnitees.
2. All insurance coverage amounts provided by Consultant and available or applicable to this Agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement limits the application of such insurance coverage. Defense costs must be paid in addition to coverage amounts.
3. Policies containing any self -insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either Consultant or City.
Self-insured retentions above $10,000 must be approved by City. At City’s option, Consultant may be required to provide financial guarantees.
4. Sole Proprietors must provide a representation of their Workers’ Compensation Insurance exempt status.
5. City reserves the ri ght to modify these insurance requirements while this Agreement is in effect, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 15 Third Street, Santa Rosa, CA 95401
T: 707/542-6451 F: 707/542-5212
www.carlilemacy.com
City of Santa Rosa
Recreation & Parks
October 5, 2021
n
proposal
for
landscape architectural
design and
engineering services
for
south davis neighborhood
park master plan and
construction documents
n
civil engineers
urban planners
land surveyors
landscape architects
COFFEY NEIGHBORHOOD PARK
FIR RIDGE PARK
FINALI PARK
Exhibit A
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS 2 Table of Contents
Cover ................................................................................1 Table of Contents ............................................................2 Cover Letter / Executive Summary,
including acceptance of PSA .......................................3 Project Team
Team Organization .................................................4 Team Qualifications ................................................5 Schedule ..........................................................................6 Work Plan ........................................................................9 Scope of Services
Project Understanding .........................................12 Detailed Project Approach ...................................14 Scope of Work .......................................................15 Master Plan Graphics
Alexander Valley Resort .......................................19 Courthouse Square ...............................................20 Coffey Park ............................................................21 Reference Projects
Coffey Park ............................................................22 Courthouse Square ...............................................23 Finali Park ..............................................................24 Attachments
Resumes
Cost Proposal – Submitted Separately
3 October 5, 2021
City of Santa Rosa
Recreation and Parks Department
Attention: South Davis Park Review Committee
55 Stony Point Road
Santa Rosa, CA 95401
SUBJECT: RFPR 158088 for Landscape Architectural Design & Engineering Services Master Plan & Construction Documents for South Davis Neighborhood Park Nestled against the highway, a short walk from the Carlile Macy office, and along streets of eclectic homes, South Davis Park is a small but clearly appreciated open space for the surrounding neighbor - hood. The grounds and existing playground, although slightly worn, are in surprisingly good shape considering that the last major updates happened almost 20 years ago. The City’s desire to bring in new play equipment and engage the community in reviewing the park master plan presents a wonder - ful opportunity for bringing new life and energy to a vibrant neighborhood. We at Carlile Macy have assembled a talented team of design professionals to guide the neighborhood through a focused vision - ing process with the ultimate goal of delivering a new playground that meets the needs of and excites the neighborhood. We are eager to bring our passion, collaboration, and creativity to this project.
The key elements to a successful neighborhood process will be engaging the adjacent neighborhood and community to explore any unmet recreational needs or desires that can be envisioned for South Davis Park while managing expectations and respecting necessary funding timelines. Our landscape archi - tects and design team are skilled public outreach facilitators who strive to inform and engage the com - munity, find commonality between various interests, and stay focused on project goals. There is more to delivering an updated park than a successful community engagement process, however. Knowledge, skill, and the ability to execute a design with details that enhance the park’s sense of place while also understanding the practical necessities required to comply with current codes, standards, and future maintenance are equally important. Carlile Macy’s design team has extensive experience in delivering parks in Santa Rosa, including work on nine neighborhood parks, Prince Memorial Greenway, A Place To Play, and the Reunification of Courthouse Square.
Our experienced team for this project will be comprised of key individuals involved in the design of re - cent Santa Rosa park projects such as Finali Park, Courthouse Square Reunification, Coffey Park, and the Fountaingrove area parks damaged by the Tubbs Fire. Briana Morrison will be the project manager and Mark Hale will be the principal-in-charge.
We accept the terms of the City’s Standard Professional Services Agreement, and our proposal will remain valid for 90 days from the date of submittal. Should you have any questions regarding our proposal, please direct them to Briana Morrison at her direct telephone line: (707) 535-1541 or email address: [email protected].
Carlile Macy is proud to call the City of Santa Rosa our home, and it would be an honor to assist our neighbors in reimagining the playground at South Davis Park.
Very truly yours,
CARLILE • MACY
MARK L. HALE and BRIANA N. MORRISON
Principal-In-Charge and Associate Principal
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Project Team Organization
4 CITY OF SANTA ROSA
PARKS DEPARTMENT
CARLILE MACY
MARK HALE
Principal-in-Charge
BRIANA MORRISON
Project Manager &
Lead Landscape Architect
CIVIL ENGINEERING
RACHELLE STEWART
Civil Engineer
Engineering
Technicians
LAND SURVEYING
JAMES SMITH
Professional Land Surveyor,
Party Chief
Field Crews
LANDSCAPE ARCHITECTURE
BRIANA MORRISON
Lead Landscape Architect
Landscape Designer
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Project Team Qualifications
5 T
he Carlile Macy team includes the key design professionals responsible for several significant parks and public spaces that have transformed Santa Rosa, including the reunification of Courthouse Square, Coffey Neighborhood Park, and Finali Neighborhood Park.
Carlile Macy
Mark Hale, Principal-in-Charge Our team will be supervised and supported by Mark Hale, Carlile Macy President, who will be the principal-in charge. Mark brings three decades of civil engineering site design and project management experience to his current role as Principal and President of Carlile Macy. He manages proj- ects from entitlement approval through construction document creation and approval, construction services, and contract administration. He has been involved in the design and construction of numerous parks and public fa - cilities in Northern California. Additionally, Mark has designed public projects that both enhanced the pedestri - an experience and provided accessible routes along public streets. He is a past member of the City of Santa Rosa Design Review Board and Leadership Santa Rosa alumni. Mark has B.S. in Civil Engineering and Mechanical Engineering (double major). He is a California Registered Civil Engineer, RCE #43973.
Briana Morrison, Project Manager & Lead Landscape Architect Briana will be the project manager, lead landscape architect, and primary contact and will serve as an extension of City staff on this project. She will be responsible for coordinating the work of the design team. Briana joined Carlile Macy in 2014, bringing with her the knowledge and experience gained while working as a municipal parks project manager and a residential landscape designer. With over ten years of design, construction administration, and community outreach expe - rience, Briana leads project teams through collaboration and a comprehensive perspective. Her strengths include harmonizing stakeholder goals with quality design while keeping projects organized and moving forward. Bri - ana has a B.L.A. in Landscape Architecture. She is a California Licensed Landscape Architect, LLA#6329.
Rachelle Stewart, Project Civil Engineer Rachelle will lead our civil design team and assist with design and construction documentation for grading and drainage improvements. Rachelle joined Carlile Macy in 2014 to further apply her engineering education and experience to design engineering. Her background is in hydraulic modeling, water measurement, agricultural engineering, and surveying. As a project manager, Rachelle delivers design solutions for grading, drainage, storm water management, site design, and planning. She has significant experience in designing for accessible pathways in public facilities which enhance the pedestrian experience.
Rachelle has a B.S. in Civil Engineering and an M.S. in Civil Engineering, Water Resources Specialization. She is a California Registered Civil Engineer, RCE#85227.
James Smith, Professional Land Surveyor, Party Chief James will perform the surveys for the topograph - ic mapping of the site. He will also be Party Chief for our field crew. With 28 years’ experience in land surveying and civil engineering technology, James is well known for his innovative approach to project constraints. He currently serves as survey project manager and immediate supervisor of the field surveyors for Carlile Macy.
His daily workload consists of scheduling and calculation support for the field crews, supervising the work of the office assistants, preparing record of surveys, reducing and adjusting GPS measurements, and conducting legal research for boundary and right-of-way surveys. James’s experience in working in engineering has helped him gain greater understanding of how to conduct surveys for engineering design. James has a Certificate in Civil Engineering Technology. He is a California Professional Land Surveyor, PLS#8185.
Full resumes for our key staff are provided as attachments to this proposal.
Schedule
6 3
10 17
24 7
14 21
28 7
14 21
28 4
11 18
25 2
9 16
23 30
6 13
20 27
4 11
18 25
1 8
15 22
29 5
12 19
26 3
10 17
24 31
7 14
21 26
5 12
19 26
Task 01: Concept Plan/Master Plan and Community Engagement City Council approval
1.1 Kick-off meeting with City staff to introduce team
KO
1.2 Review City-provided reports and record plans
1.3 Complete topographic surv ey of current conditions
1.4 Document site opportunites and constraints in collaboration with design team
1.5 Prepare site background drawing for use as base for design team
1.6 Hold Public Outreach Meeting #1
#1
1.7 Review input collected at Public Outreach Meeting #1 / other, prepare summaries, synthesize into design program
1.8 Develop alternative conceptual plans to implement the design program & review with City staff
1.9 Present alternative plans at Public Outreach Meeting #2 #2
1.10 Review input collected at Public Outreach Meeting #2 / other and prepare summaries
1.11 Refine alternative plans into one Master Plan in response to public input, & review with City staff
1.12 Present refined Master Plan at Public Outreach Meeting #3 and document public input #3
1.13 Review input collected at Public Outreach Meeting #3 / other and prepare summaries
1.14 Prepare comprehensive report of public outreach process and all stakeholder feedback
1.15 Revise Master Plan based on public input, and review with City staff Coordinate with playground equipment manufacturers, prepare concept plans and renderings, etc.
1.16 Prepare rough cost estimate for Board of Community Services and refined cost estimate for City Council
1.17 Present Master Plan to Board of Community Services for approval BOCS
1.18 Present Master Plan to City Council for approval
CC
Attend regular and/or monthly meetings with Parks Dept. Staff (in person and/or virtual) KO
#1
#2
#3
BOCS
30 CC
Schedule
2022
Jan Feb Mar Apr May Jun Jul Aug Sep
South Davis Neighborhood Park
Oct Nov Dec
Schedule
7 3
10 17
24 7
14 21
28 7
14 21
28 4
11 18
25 2
9 16
23 30
6 13
20 27
4 11
18 25
1 8
15 22
29 5
12 19
26 3
10 17
24 31
7 14
21 26
5 12
19 26
Schedule
2022
Jan Feb Mar Apr May Jun Jul Aug Sep
South Davis Neighborhood Park
Oct Nov Dec
Task 02: Construction Documents
2.1 Prepare existing conditions plan
2.2 Prepare demolition plan for affected areas
2.3 Prepare preliminary layout of updated paving, site features, and amenities
2.4 Prepare preliminary grading (and storm drainage, if needed) design development
2.5 Prepare preliminary accessible route design development
2.6 Prepare preliminary selections for all site elements, paving, and site furnishings
2.7 Prepare preliminary selection of plant palette and irrigation system components, if needed
2.8 Submit design development (30%) submittal pack age for review and comment by Parks Dept. staff 30 2.9 Prepare site layout/horizontal control plan with enlargements for key areas
2.10 Prepare site grading (and storm drainage plans, if needed) with enlargements for key areas
2.11 Prepare accessible route improvement plan and details
2.12 Coordinate play equipment plans from selected manufacturer
2.13 Coordinate play equipment colors with City staff
2.14 Prepare construction detailing of all site elements, paving, and site furnishings
2.15 Prepare landscape planting plans and details, if needed
2.16 Prepare irrigation plans & details including WELO compliance documentation, if needed
2.17 Prepare erosion control plan
2.18 Submit technical specifications per Public Works standards for all construction (60%, 90%, 100%) 60 90
2.19 Submit cost estimates per Public Works standards for all construction (60%, 90%, 100%) 60 90
2.20 Submit construction documents for review and comment by City staff (60%, 90%, 100%) 60 90
Estimated City staff review time, based on RFP milestones
2.21 Submit for building permit and address plan check comments Task 03: Bidding & Construction
3.1 Support City staff during bidding process
Construction contract execution through City
3.2 Attend pre-construction meeting with sele cted contractor and appropriate City staff
3.3 Review and approve submittals
High potential for weather-related construction delays
3.4 Attend weekly construction meetings and provide as-needed construction observation
3.5 Prepare final construction punch list and assist with project close-out documents Completion deadline for State Parks and Recreation's Per Capita Grant Program Schedule
8 South Davis Neighborhood Park
Task 02: Construction Documents
2.1 Prepare existing conditions plan
2.2 Prepare demolition plan for affected areas
2.3 Prepare preliminary layout of updated paving, site features, and amenities
2.4 Prepare preliminary grading (and storm drainage, if needed) design development
2.5 Prepare preliminary accessible route design development
2.6 Prepare preliminary selections for all site elements, paving, and site furnishings
2.7 Prepare preliminary selection of plant palette and irrigation system components, if needed
2.8 Submit design development (30%) submittal pack age for review and comment by Parks Dept. staff
2.9 Prepare site layout/horizontal control plan with enlargements for key areas
2.10 Prepare site grading (and storm drainage plans, if needed) with enlargements for key areas
2.11 Prepare accessible route improvement plan and details
2.12 Coordinate play equipment plans from selected manufacturer
2.13 Coordinate play equipment colors with City staff
2.14 Prepare construction detailing of all site elements, paving, and site furnishings
2.15 Prepare landscape planting plans and details, if needed
2.16 Prepare irrigation plans & details including WELO compliance documentation, if needed
2.17 Prepare erosion control plan
2.18 Submit technical specifications per Public Works standards for all construction (60%, 90%, 100%)
2.19 Submit cost estimates per Public Works standards for all construction (60%, 90%, 100%)
2.20 Submit construction documents for review and comment by City staff (60%, 90%, 100%) Estimated City staff review time, based on RFP milestones
2.21 Submit for building permit and address plan check comments Task 03: Bidding & Construction
3.1 Support City staff during bidding process
Construction contract execution through City
3.2 Attend pre-construction meeting with sele cted contractor and appropriate City staff
3.3 Review and approve submittals
High potential for weather-related construction delays
3.4 Attend weekly construction meetings and provide as-needed construction observation
3.5 Prepare final construction punch list and assist with project close-out documents Completion deadline for State Parks and Recreation's Per Capita Grant Program 2 9
16 23
30 6
13 20
27 6
13 20
27 3
10 17
24 1
8 15
22 29
5 12
19 26
3 10
17 24
31 7
14 21
28 4
11 18
25 2
9 16
23 30
6 13
20 27
4 11
18 25
Schedule
2023
Mar DecSep Oct NovJan Feb Apr May Jun Jul Aug
100 100 100
BID BID
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Work Plan
9 Work Plan
(see Schedule on pages 6-8 for additional detail)
The schedule is based on City-provided milestones
included in the RFP with minor adjustments explained
in each task below. The weeks of Thanksgiving,
Christmas, and New Years Day are blocked out in
the schedule in order to avoid any major milestones
occurring during holiday weeks when a majority of
people take personal time or are traveling.
Task 01: Concept Plan / Master Plan and
Community Engagement (8 months)
The goal of this task is to develop a neighborhood-
and City Council-approved Master Plan revision
for updates to South Davis Park through public
participation.
We are using a mid-January date for City Council
approval to be optimistic but also reasonable. Time
between public meetings as presented in the RFP at
first seems excessive, however it gives generous time
for stakeholder review (from both City staff and
online surveys) and design response. Additionally,
this timing gives playground manufacturers appropri -
ate lead time to prepare quality renderings for Public
Outreach Meetings.
1.1 Kick-off meeting with City staff to introduce
team—Collect and review project background
data, drawings, etc. Confirm project under -
standing and schedule. Identify potential for
delays and discuss a plan to navigate them.
1.2 Review City-provided reports and record plans
1.3 Complete topographic survey of current
conditions.
1.4 Document site opportunities and constraints in
collaboration with design team
1.5 Prepare site background drawing for use as
base for design team
1.6 Hold Public Outreach Meeting #1
1.7 Review input collected at Public Outreach
Meeting #1 / other, prepare summaries, and
synthesize into design program—Review input
received both at the meeting and from an online
survey and prepare a summary of comments
received, apparent common themes and any
issues, and percentages of support for various
ideas to be included in the conceptual plans.
1.8 Develop alternative conceptual plans to
implement the design program & review with
City staff—Staff review is anticipated in the
form of a roundtable meeting (virtual or in
person) with representatives from the Parks
Department.
1.9 Present alternative plans at Public Outreach
Meeting #2—This meeting will be designed
to receive public input on alternative plans
toward refining the alternatives into one plan.
A summary of feedback received at Neighbor -
hood Meeting #1 and from the online survey
will be presented.
1.10 Review input collected at Public Outreach
Meeting #2 / other and prepare summaries
1.11 Refine alternative plans into one Master Plan
in response to public input, and review with
City staff
1.12 Present refined Master Plan at Neighborhood
Meeting #3 and document public input—This
meeting will be designed to receive community
feedback prior to presenting to the Board
of Community Services for its review and
approval. A summary of feedback received at
Neighborhood Meeting #2 and from the online
survey will be presented.
1.13 Review input collected at Public Outreach
Meeting #3 / other and prepare summaries—
Review input received both at the meeting and
from an online survey and prepare a summary
of comments received, apparent common
themes and any issues, and percentages of sup -
port for the revised Master Plan and features
to be included in the revised Master Plan.
1.14 Prepare comprehensive report of public out-
reach process and all stakeholder feedback.
1.15 Revise Master Plan based on public input, and
review with City staff.
The Coffey Park community was very involved in their park renovation.
People of all ages participated—and even presented!—at public meetings.
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Work Plan
10 Task 02: Construction Documents (+/- 6.5 months)
This task will complete the preparation of 100%
construction documents and bid documents per the
City’s standards.
We have proposed a 30% design development
milestone shortly after Board of Community Services
approval in order to elicit preliminary Parks Depart -
ment feedback prior to the 60% submittal. Addition-
ally, we have adjusted the submittal milestones to
occur every 8 weeks to allow for holidays, 2 weeks
minimum of City review, and design time to incorpo -
rate any comments received into each submittal set.
These milestones can be adjusted if necessary.
2.1 Prepare existing conditions plan
2.2 Prepare demolition plan for affected areas
2.3 Prepare preliminary layout of updated paving,
site features, and amenities
2.4 Prepare preliminary grading (and storm drain -
age, if needed) design development
2.5 Prepare preliminary accessible route design
development
2.6 Prepare preliminary selections for all site
elements, paving, and site furnishings
2.7 Prepare preliminary selection of plant palette
and irrigation system components, if needed
2.8 Submit design development (30%) submittal
package for review and comment by Parks
Dept. staff
2.9 Prepare site layout / horizontal control plan
with enlargements for key areas
2.10 Prepare site grading (and storm drainage plans,
if needed) with enlargements for key areas
2.11 Prepare accessible route improvement plan and
details
2.12 Coordinate play equipment plans from selected
manufacturer
2.13 Coordinate play equipment colors with City
staff
2.14 Prepare construction detailing of all site
elements, paving, and site furnishings
2.15 Prepare landscape planting plans and details, if
needed
2.16 Prepare irrigation plans & details including
WELO compliance documentation, if needed
2.17 Prepare erosion control plan
Coordinate with playground equipment manufactur -
ers, prepare concept plans, and renderings, etc.— We
will work directly with multiple playground manu -
facturers to prepare conceptual playground designs,
layouts, and renderings for review and comment by
stakeholders. Milestones for this coordination will be
tied to Public Outreach Meetings. After Public Out -
reach Meeting #3, we will have a final playground
concept selected based on stakeholder feedback.
1.16 Prepare rough cost estimate for Board of
Community Services and refined cost estimate
for City Council
1.17 Present Master Plan to Board of Community
Services for approval—The Master Plan and
rough cost estimate will be presented to the
Board of Community Services along with a
summary of the feedback received from the
neighborhood during the process.
1.18 Present Master Plan to City Council for
approval—The Master Plan and refined cost
estimate will be presented to the City Council
along with a summary of the feedback received
from the neighborhood and the Board of Com-
munity Services during the process. If required
by City Council, we will revise the Master Plan
and present again at a later meeting.
Attend regular and/or monthly meetings with Parks
Dept. Staff (in person and/or virtual)—These meet -
ings will include previously mentioned City staff
feedback meetings as well as preparation meetings
prior to Public Outreach, Board of Community
Services, and City Council presentations. Additional
meetings may occur to review playground concepts
and 30% design development drawings.
A large crowd at the second community meeting for the Courthouse Square Reunification project in Santa Rosa
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Work Plan
11 Ability to Meet Project Schedule
We are able to meet the project schedule presented
in the RFP and will confirm the proposed timeline
with City staff at a kick-off meeting. We anticipate
roughly 8 months for concept plan / master plan and
community engagement, roughly 6.5 months for
completion of 100% construction documents and
bid documents, and about 8 months from bidding to
construction completion. We believe the projected
schedule is reasonable while allowing for unexpected
delays and still meeting the required December 31,
2023 deadline.
We are also able to be flexible with the schedule to
meet City expectations and workloads. Our team
understands that staff schedules, additional review
and coordination time, or any number of other
factors may affect the project timeline. We will work
closely with City staff to keep the project on track
and on schedule.
2.18 Submit technical specifications per Public
Works standards for all construction (60%,
90%, 100%)
2.19 Submit cost estimates per Public Works stan -
dards for all construction (60%, 90%, 100%)
2.20 Submit construction documents for review and
comment by City staff (60%, 90%, 100%)
2.21 Submit for building permit and address plan
check comments
Task 03: Bidding & Construction (+/- 8 months)
This task will provide bidding support to City staff
as well as construction observation and administra -
tion services.
Based on previous experience, we anticipate the City
bidding process through construction start to be about
4 months. Our projected construction schedule is gener- ous and includes time for weather- and materials-related construction delays which may occur. Current material
availability and supply chain issues may persist into
the future, so allowing flexibility in the construction timeline is important. Construction is expected to be
complete before the December 31, 2023 deadline.
3.1 Support City staff during bidding process
3.2 Attend pre-construction meeting with selected
contractor and appropriate City staff
3.3 Review and approve submittals
3.4 Attend weekly construction meetings and
provide as-needed construction observation
3.5 Prepare final construction punch list and assist
with project close-out documents
3-dimensional models and renderings have been used on several recent projects (City of Santa Rosa’s Courthouse Square fountain and A Place to Play emergency test well shown above) as visual aides in the design process
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
12 Project Understanding
South Davis Park is designated as a 1.34-acre neigh -
borhood park and located within the southwest part
of the City of Santa Rosa. The park was constructed
in 1988 as a passive park with a lawn and trees. The
park is bordered by a wall which separates the park
from Highway 101. The wall is screened by large
eucalyptus trees. To the west, the park is bordered by
South Davis Street and a long-established residential
neighborhood with narrow streets. The park shape
is unique—very narrow and linear—and is bisected
by the end of Earle Street and the entry/exit for the
Highway 101 pedestrian-only over crossing. The
existing playground was installed in 2001, and the
Master Plan was prepared in 2003. The playground
contains play areas for ages 2-5 years and 5-12 years
along with a separate swing area. The remainder of
the park contains mature landscaping, numerous
Redwood trees, irrigated lawn, picnic tables, bench -
es, temporary trash receptacles, a basketball court,
and wooden bollards along South Davis Street.
The park is showing signs of amenities and features
that need repair or replacement and that are simply
outdated. The playground, while in good shape,
has colors associated with area gangs. The City
has a State Parks and Recreation Per Capita Grant
and matching funds to replace the play equipment,
update the safety surfacing, improve accessible paths
to the playground, and make any other park repairs
necessary to achieve the aforementioned items. The
community engagement process will be focused on
the playground while also allowing the neighborhood
to give other feedback on the overall park. If the
neighborhood requests new amenities in the master
plan, the master plan will be amended and present -
ed to the Board of Community Services and City
Council for approval. The scope for the future con -
struction portion of the project must remain focused
on replacing the playground and any other updates
required by current codes. Depending on available
funds, some site furnishings (picnic tables, benches,
trash receptacles, park rules signs) may be updated
and included in the construction documents.
This project will be funded by a State Parks and Rec -
reation Per Capita Grant and matching City funds.
The selected consultant will contract with the City
under a Professional Services Agreement and assist
the City with neighborhood engagement, preparing
and presenting alternative playground concepts and
park master plan revisions, developing a bid set of
construction documents, and providing construction
administration services.
Carlile Macy is uniquely qualified to assist the
City and guide the neighborhood with updating
South Davis Park. Besides our extensive professional
experience, we have strong personal bonds to our
community of Santa Rosa. South Davis Park and the
Roseland area is a short walk from our office. Lis -
tening to the community’s input with open ears will
be our first and highest priority. We will translate
the feedback and desires into illustrative visual aides, then develop a constructable design that synthesizes
the community’s wants and meets the City’s needs.
For the neighborhood outreach component of this
project, we will lead a series of public meetings in
coordination with City staff. Each meeting will
include current conceptual graphics, in plan and 3-D
and/or perspective views, and supporting imagery for
review and comment by the neighborhood. The three
proposed public outreach meetings, feedback by
City staff, public survey results, and any written or
phoned-in comments will form the basis of stake -
holder feedback for this project. Park improvements
will include new playground equipment, updated
pathways in accessibility compliance, and modifi -
cations to planting and irrigation to accommodate
those changes. Updated site furnishings and ameni -
ties may be added at the discretion of the City.
If required to accommodate new playground
equipment or if requested by the neighborhood, an
At Coffey Park, multiple rounds of style, equipment, and color refinement in coordination with stakeholders led to an exciting final playground design
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
13 any reason, the irrigation in that area will need
to be updated. In that case, all new irrigation
equipment will meet current Parks standards.
If new planting is included, compliance with the
City’s Water Efficient Landscape Ordinance and
Low-Impact Design Guidelines will be required.
Pathways to any new or modified features will be
ADA-compliant and tie into existing site features
to remain.
If funds are available, temporary trash receptacles
will be replaced with trash, recycling, and com -
post receptacles or others as required by the City.
The extents of the master plan amendment will be
determined during the public engagement process.
The project focus will be replacing the play equip -
ment. There is no preferred vendor for equipment;
however, the consultant will be expected to
present a variety of equipment vendors and
concepts for neighborhood and City feedback.
Engineered wood chips (fibar) are preferred for
impact attenuating surfacing.
Any modified park elements and paths to them
must be ADA/CBC-compliant. The City Building
Department may require that existing corner curb
ramps and midblock crossings be brought into
current code compliance.
Funding for this project will come from a State
Parks and Recreation Per Capita Grant and
matching funds.
Other Information
The City will concurrently prepare CEQA com -
pliance documents to accompany the design and
construction documents. We will collaborate with
City staff to provide necessary measurements,
quantities, and similar design metrics and anal -
ysis information to support an environmental
evaluation.
Regular meetings with City Parks (and other)
staff, a minimum of one per month for an an -
ticipated +/-8 months, are expected during the
community engagement process.
Note
We recognize that due to the current health pandemic
and a trend of area wildfires which may be exacer -
bated by historic drought conditions, the foreseeable
future will involve varied and consistently changing
public health guidelines, potential evacuations, power
outages, and other unforeseen events that may affect
amended master plan will be presented to the Board
of Community Services and then City Council for
approval. Preparation of construction documents will
begin after Board Community Services approval, and
the plans ideally will be ready for bidding in early
2023 (see Schedule for additional detail).
The community engagement and construction docu -
ment process will be managed to allow sufficient time
for bidding and construction prior to the December
31, 2023 completion deadline.
Public Engagement
Adjacent residents within 1/2 mile or more will be
included in the public engagement process.
Other stakeholders in the design process include
but are not limited to the City Parks Department,
City Public Works Department, Board of Com -
munity Services, and City Council.
Neighborhood and stakeholder feedback will be
synthesized and analyzed for common themes
and trends, and data should be summarized
and presented through percentages and other
concise methods. These summaries will be shared
at future public meetings, posted online, and
ultimately presented to the Board of Community
Services and City Council as support for the
amended Master Plan.
Existing Conditions and Park Design
All park features will remain except as necessary
to provide new play equipment, accessibility, and
any required code upgrades required by the City.
If funds are available, some site furnishings may
be updated or replaced as described below.
The existing eucalyptus and redwood trees
provide the majority of vegetation at the site. They
also help with screening sound and dust from
Highway 101. The intent would be to preserve
them if possible.
Existing park rules signs are damaged and out -
dated; however, the frames are in fine condition.
If funds are available, park rules signs should be
updated to current standards.
Existing park benches are outdated and may be
replaced, if funds are available.
Existing electrical for area lights and the irriga -
tion controller are functioning.
The existing irrigation system is for the lawn area,
and it is functioning. If the lawn is modified for
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
14 Public Engagement
Throughout the public engagement process, we will
work in coordination with City staff to elicit neigh -
borhood feedback through surveys and comments
from residents. We understand the importance of
allowing each citizen to be heard and their opinions
captured and considered. Likely, feedback will be
provided in various formats, and we will synthesize
and analyze all feedback and provide easy-to-under -
stand summaries that can be shared to keep stake -
holders updated and informed. We will also prepare
exhibits and graphic visual aids that can be shared to
clearly illustrate our proposed concepts and designs
to residents.
The project will focus on providing a new play-
ground for the neighborhood. In order to provide
equipment that meets the needs of and inspires the
neighborhood, multiple design concepts from several
trusted manufacturers will be presented to stake -
holders for feedback beginning as early as the second
public meeting. We anticipate working with manufac-
turers’ representatives to revise concepts in prepa -
ration for the last public meeting in order to receive
final feedback and an understanding of stakeholder
preferences. Ideally, a playground manufacturer and
general design concept will be selected at the start
of construction documents. During the construction
document process, equipment design, colors, and
layout can be refined in coordination with City staff.
Plans and specifications for a final playground design
and layout will be incorporated into the construction
documents.
Construction Documents, Permitting, and Bidding
Maintaining open communication with Parks staff
and early outreach to the Public Works and Building
departments will greatly aid in reducing project
delays. Our past experience with City of Santa Rosa
projects, including recent parks projects, will be
beneficial for this project. Our familiarity with Parks design standards, Building Department submittal
processes, and Public Works requirements for the
bidding and construction process will limit unnec -
essary work that would otherwise extend the review
process and project timeline. Our strong relationships
with City staff and our in-house quality control will
be vital to creating plans that are complete and easy
to understand for plan submittals and construction.
not only the project schedule, but also the way in
which we perform our work. Additionally, we rec-
ognize that City staff are often called to respond to
emergency events which may affect their availability
for meetings and review.
The Carlile Macy design team is equipped to effec -
tively work from alternative locations, to participate
in and lead hybrid and video/teleconference meetings,
to provide digital deliverables, to be flexible and
respectful of City staff’s time, and to adapt as neces - sary to meet our project commitments and maintain
the level of creativity, quality, and service our clients value and expect.
Detailed Project Approach
Our goal for the amended master plan and new play-
ground at South Davis Park is to deliver an exciting,
neighborhood-approved playground while planning
for the future in direct response to input from
stakeholders. The following approach is based on our
current understanding of the potential project scope
and future needs in order to provide comprehensive
services. If requested by the City, the approach may
be modified or adjusted in the future.
We will begin by reviewing information previously
provided by the City as well as examining record
plans and other existing documentation. In addition
to observational site visits, our design team will
prepare documentation of the existing site in order to
develop a full understanding of park conditions. We
will use this information to guide the neighborhood
in the master plan process and identify any potential
opportunities or constraints for the project.
Topographic Survey
We will prepare a topographic field survey of the ex-
isting park, between South Davis Street and Highway
101. We will locate existing improvements, including
park features, curbs, walkways, street frontage and
adjacent street intersections, driveways, planters,
fences, visible surface utilities, invert grades of storm drains, trees greater than 4” in diameter, drainage,
ground slopes, and grades. Topographic mapping will
be produced with 1’ contours and spot grades. Bench-
mark will be based on City of Santa Rosa datum.
This will be used for our base drawing, any master
plan revisions, and our construction documents. An
electronic copy of this survey will be provided to the
City for their reference and future use.
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
15 3. Conduct and lead at 2-3 public meetings in
conjunction with the City.
4. Collect, analyze, and create a public input report
of all the feedback received from all community
outreach meetings and on-line feedback from
the community. Revise the conceptual plans at
the request of City staff and as needed after each
meeting.
5. Prepare at least three (3) playground and com-
ponent concept plans. Each concept plan will
be based on actual equipment available in the
industry. The plans will not include rubberized
surface attenuation but will include Fibar or simi -
lar attenuation for playground safety. Conceptual
playground plans that show rubberized surfacing
will not be presented.
6. Prepare an updated final graphic(s) based on
feedback received from stakeholders for final
City approval. The concept graphic(s) will show
the desired amenities, including any proposed
updates / changes to the existing area.
7. Request and receive final detailed concept plan
from the playground manufacturer.
8. Attend meetings with City staff as needed to
finalize conceptual plans.
9. Conduct and assist the City with the first virtual
or hybrid neighborhood meeting to introduce the
project to the neighborhood and gather feedback.
Assist the City with marketing and outreach
strategies and input to prepare and conduct the
first neighborhood meeting. Analyze and prepare
a data sheet of all community input received and
provide percentages of preferred features to be
included in the amended Master Plan. Prepare a
summary of all the comments and show common
themes that are apparent and any issues discov -
ered from the input received.
10. Prepare 1-3 plan concepts using one-page graph-
ics based on feedback received at the first neigh -
borhood meeting, surveys, and feedback provided
by the City and from on-line and other input
collection sources provided by the City. Prepare
the graphics in preparation for the second neigh -
borhood meeting. The graphics will be amended
and updated to the satisfaction of the City prior
to the second meeting.
11. Conduct and assist the City with the second vir -
tual or hybrid neighborhood meeting and present
to the neighborhood the master plan graphic in
digital form (hardcopies included if in person).
Construction Administration
The Carlile Macy office is a 15-minute walk or
5-minute drive from South Davis Park. We will
be available for weekly construction meetings and
as-needed site visits with the project contractor, City Building Inspector, and staff at a moment’s notice.
We will collaborate with the construction team to
prepare project meeting minutes and will maintain
comprehensive submittal, request for information
(RFI), architect’s supplement instructions (ASI), and
field guidance logs for distribution to the team. As a
liaison of the Parks Department on site, we will keep
Parks Department staff informed of project progress
and coordinate with them on any design changes.
All project documentation will be provided in digital
format to the City upon project completion.
Scope of Work
Concept Plan / Master Plan and Community
Engagement
As listed in the RFP, design services shall be compre - hensive for the playground replacement project and
any correlated and/or required site improvements.
Design services shall include, but are not limited to,
the following:
1. Research site opportunities and constraints.
2. Research available industry equipment for
playground and other components.
Submittal reviews, field reports, construction meeting notes, and various construction administration documents prepared for Finali Park The Wolff Company and the City of Santa Rosa
Finali Neighborhood Park
Construction Meeting Notes
2006053.D0 Finali Park Construction Mtg 2 Notes 2015-02-03.docx
Date:
February 3
, 2015
Meeting Time
:
10:00 a.m
.
Re:
Construction Meeting #
2Attendees:
Name
Company
EN
MG Ed Nessi
ngerSavvas Halikas
Nessco Construction (NC)
NC
CN
BR Curt NicholsBill Rinehart
Carlile Macy (CM)
CM
Project Information:
Original Contract Amount:
$854,680
Change Orders:
None
Notice to Proceed:
Start of Construction:
Duration of Contract:
1/12/15
100 working days
Contract Completion Date:
6/1/2015
Delay Days to Date:
none
Work in Progress:
Mobilization, demolition,
grading,
compaction,
trenching, drainageNext Meeting:
Tuesday, 2/
17/15 10:00 a.m.
Construction Schedule:
Key items of note:
§ Work hours to be Monday through Saturday 7:00 a.m.-5 p.m.§ Bi-Weekly site meetings to be 1 st
and 3rd
Tuesdays at 10:00
Vacations:
Two Week Look-Ahead
§ Grading§ Pavement subgrade prep§ Compaction/testing§ Concrete forming and pouring§ Installation of project sign§ Irrigation trenching§ Weed control Submittals:
Key items of note:
§ All submittals received have been processed and will be returned today. See attached log Requests for Information (RFIs):
Key items of note:
§ See RFI Log
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
16 15. Collect and analyze all the feedback received
from the third neighborhood meeting in conjunc -
tion with all electronic feedback the City receives
as follow up after the meeting by those that could
not attend in-person and from any surveys the
City may produce. Prepare a summary of all
the comments, show common themes that are
apparent, and share any issues discovered from
the input received.
16. Prepare a comprehensive report of all feedback
collected from all sources, including on-line par -
ticipation and in-meeting participation in surveys.
The report will contain all the info collected from
the community at each meeting opportunity,
online, and the combined results. The combined
results will also show the results per City quad -
rant, per survey question with total conclusions.
This report will be posted on-line and available
as an attachment to the BOCS and City Council
meetings.
17. Prepare an updated master plan or conceptual
plan one-page graphic based on feedback received
at the first, second, and third neighborhood
meetings, feedback provided by the City, and
from on-line and other community input collec -
tion sources. Prepare the graphics in preparation
for the Board of Community Services (BOCS)
meeting. The graphic will be amended and
updated to the satisfaction of the City until final,
at no additional cost to the City.
18. Present the master plan or conceptual plan at the
Board of Community Services (BOCS) public
meeting in conjunction with City staff. Prepare
any other information and graphics necessary
to support the plan design. The BOCS maybe a
hybrid, virtual, or in-person meeting. We will
be prepared to present in a hybrid manner, all
virtual, or all in-person manner in conjunction
with City staff.
19. Prepare an updated plan based on direction and
comments received by the BOCS (if needed – the
City will determine if another BOCS meeting is
needed and may cancel at no cost to the City).
20. Prepare an updated master plan amendment (if
needed) and present at City Council for final
approval in conjunction with City staff. Prepare
any other information and graphics necessary to
support the master plan amendment design.
21. Attend regular virtual or in-person meetings (at
least one per month) with City staff to keep the
City informed of the process and to ensure the
Assist the City with marketing and outreach
strategies and input to prepare and conduct the
second neighborhood meeting. Prepare graphics
and assist the City with survey questions for the
City to post on the Recreation and Parks web
page to receive on-line feedback from those not
able to attend the meeting.
12. Collect and analyze all the feedback received
from the second neighborhood meeting in
conjunction with all electronic feedback the City
receives as follow up after the meeting by those
that could not attend in-person and from any
surveys the City may produce. Prepare a summa -
ry of all the comments and show common themes
that are apparent and any issues discovered from
the input received.
13. Prepare an updated master plan one-page graphic
based on feedback received at the first and second
neighborhood meetings, feedback provided by
the City and from on-line and other City input
collection sources. Prepare the graphics for the
third neighborhood meeting. The graphic will be
amended and updated to the satisfaction of the
City prior to the third meeting.
14. Conduct and assist the City with the third virtual
or hybrid neighborhood meeting, and present to
the community the updated concept or amended
master plan graphic in digital form (hardcopies
included if in person). Assist the City with mar -
keting and outreach ideas to prepare and conduct
the third community meeting. Prepare graphics
and assist the City with survey questions for the
City to post on the Recreation and Parks web
page to receive on-line feedback from those not
able to attend the meeting.
Survey #3 Results
83 Survey#1 Results
Yes
48%
No
50%
Skipped
2%
Q7: Should a portable restroom with enclosure
be added to the park if funds allow?
Yes
57%
No
42%
Skipped
1%
Q8: Should a fenced, off
-leash dog park be
added to the park if funds allow?
Yes
41%
No
58%
Skipped
1%
Q9: Should a community garden be added to
the park if funds allow?
Yes
52%
No
47%
Skipped
1%
Q10: Should a half
-court baskeball court be added to the park if funds allow? 228 total responses
36 BATHROOM: even split
DOG PARK: mostly yes
COMMUNITY GARDEN: mostly no
BASKETBALL: even, slightly yes
For Coffey Neighborhood Park, all public workshop feedback, paper and online survey results, and e-mailed or phoned comments were synthesized and analyzed to find common trends. Easy-to-understand infographics of the results were used in presentations and posted online.
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
17 3. Topographic plan.
4. Engineering plans.
5. Grading and drainage plans.
6. Demolition plan including all items to be demol -
ished, including landscaping and irrigation.
7. Overall site plans and enlargements to include all
elements proposed in the master plan amendment
or conceptual plan, including but not limited to
manufacturer’s model numbers and colors for all
playground equipment.
8. Hardscape plans to include all pathways and
connections to any existing elements in compli -
ance with ADA (ingress/egress to improvements
as required)
9. Integration of the City-approved manufacturer’s
plans and specifications for play equipment. The
manufacturer’s plans and specifications will be
part of the construction documents.
10. Full planting and irrigation plan for restoration of any planting / irrigation areas disturbed, if need -
ed. Plant symbols will be shown at full maturity.
New irrigation valve boxes and other lids will
match surroundings; e.g., brown for mulch areas
and green for turf areas.
11. Standard and site-specific details, section cuts,
etc. as needed to clarify plans, as required or
requested by the City.
12. Include list on cover sheet of all permits required to be obtained by the future construction con -
tractor in order to construct the site based on the
plans.
13. Include a list on the cover sheet of all items that must be inspected / permitted by the City Build -
ing staff in order to open the park to the public.
14. Submit three (3) full hardcopy sets of 60%
construction document submittals with specifica -
tions, cost estimate, and general schedule for City
staff internal review and to the satisfaction of the
City. Electronic copies included as requested.
15. Submit 90% construction document submittals
for City staff review and to the satisfaction of the
City. Electronic copies included as requested.
16. Submit 100% construction documents submittals
for City staff internal. The 100% submittal shall
be revised as needed in order to prepare the final
bid set at no additional cost to the City. Electron-
ic copies included as requested.
project is provided in a timely manner, per the
schedule. The current expectation is that virtual
meetings are preferred, however, if for any reason
the City or Consultant needs to meet in person,
we will be available.
22. Attend all public meetings relating to the Plan
and present to the neighbors the details of the
graphics provided.
23. Prepare all master plan graphics with color for
all meetings. Provide the graphics in large format
prints for each community meeting (only if any
are held in person) and electronically in PDF form
for City use.
Deliverables
The cost of all deliverables is included in the cost
proposal:
All conceptual graphics/plans may be submitted
electronically, via PDF to the City. Hardcopies are
NOT required.
Graphic concept plans will be provided in a man -
ner or amount to elicit meaningful feedback from
the City, without any additional costs to the City,
and will be revised if original concept is unclear.
Provide other graphics and information regarding
the details of the plan as may be requested by the
City, such as but not limited to: sample photos of
the type of amenities proposed, graphics showing
general plan information overlaid over site aerial
photos, dimensions and distance relations of
amenities, and similar graphics that may be useful
for community engagement.
All graphics will be provided in large format
hardcopy (if in-person meetings are scheduled)
and/or electronically via PDF to the City.
Final graphics will be provided for City use in
both PDF and the original graphic files compatible
with AutoCAD, Photoshop, and/or Illustrator.
Construction Plans
Design services shall be comprehensive for the con -
struction documents, specifications, cost estimates,
and design project schedule and may include, but are
not limited to, the following:
1. Cover sheet per City of Santa Rosa standards.
2. Existing project site plan, excluding any demoli -
tion or other improvements, which identifies key
elements of the existing site (demolition sheet
provided separately).
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Scope of Services
18 23. Provide all plan sheets and subconsultant services needed to provide a complete and comprehensive
set of construction documents.
24. Require, within the plan set or specifications, that Contractor provide as-built plans.
Deliverables
The cost of all deliverables is included in the cost
proposal:
Three (3) full size, hardcopy sets of 60%, 90%,
and 100% construction document submittals with
specifications, cost estimate, and general schedule.
Electronic copies included as requested.
Three (3) full size, hardcopy sets of bid set, one (1) full mylar set, and PDF set.
Unlocked AutoCAD base design and topographic
files for City’s future use.
Specifications in Word document format.
Regular project schedule updates, in electronic
PDF format.
Two (2) full size, hardcopies of contractor-pre-
pared as-builts and one (1) electronic PDF copy.
17. Submit final 100% bid set construction doc -
uments to the City’s Building Department
for final review, per the Building Department
requirements.
18. Revise the bid set until approved and stamped
by the City Building Department. Based on our
experience with the City, we have included two
sets of plan revisions in the cost proposal.
19. Respond to all technical questions related to plan
clarifications during City’s construction bidding
process within 24 business hours of request.
20. Provide technical construction inspections and
oversight of construction work on behalf of
Recreation and Parks as needed to ensure compli-
ance with the intent of the design as shown in the
permit set. Regular and on-going construction
inspection will be performed by the Public Works
Engineering staff and is not required of the
Consultant.
21. Revise and resubmit plan set if during construc -
tion a construction plan set flaw or lack of con -
struction plan set information / clarity prevents
the construction contractor from completing the
construction, at no additional cost to the City.
22. Attend and support project progress meetings, as
needed.
Coffey Neighborhood Park just prior to opening to the public in October 2020. (Photo by City of Santa Rosa) 20 Master Plan Graphics
© Ɣ
LEGEND
NOTE
THE SITE PLAN IS INTENDED TO CONVEY THE GENERAL
ARRANGEMENTS, CHARACTER, & FEATURES OF THE SQUARE.
EXACT LOCATIONS, LAYOUT, QUANTITIES, & MATERIALS FOR
SPECIFIC FEATURES ARE SUBJECT TO REFINEMENT,
MODIFICATION, & REARRANGEMENT.
45° ANGLED PARKING WITH
DECORATIVE MARKERS
SIDEWALKS - ± 25' WIDE WITH LIGHTING,
FURNISHINGS, AND STREET TREES
(E) BREEZEWAY
± 20' WIDE SIDEWALK WITH LIGHTING,
FURNISHINGS, AND STREET TREES
EXCHANGE AND HINTON AVENUE TO HAVE
COLORED & SCORED CONCRETE PAVING
WITH PARKING DELINEATED
BY DECORATIVE MARKERS
CENTRAL GREEN IN SHAPE OF
HISTORIC COURTHOUSE
(E) BUNYA BUNYA
SQUARE PAVING:
SCORED CONCRETE
TREE BOSQUE AREAS:
GRANITECRETE
SIDEWALKS, STREETS, & FLEX-ZONE PARKING:
COLORED CONCRETE
MULCH PLANTER
AROUND (E) TREES
REINFORCED TURF
(E) TREES TO REMAIN
(REDWOODS UNLESS OTHERWISE NOTED)
FLOWERING ACCENT TREES
DECIDUOUS PLAZA SHADE TREES
ROADWAY PAVING (3RD AND 4TH)
PUBLIC ART -
TERMINATED VISTA
(FUTURE)
INFORMATION KIOSK &
EQUIPMENT STORAGE
DROP-OFF AND LOADING ZONE
PORTABLE STAGE AREA
PLAZA PAVING:
PERMEABLE PAVERS
CIRCULAR BENCHES AND TREES (FUTURE)
DROP-OFF AND LOADING ZONE
SPEED TABLE PEDESTRIAN CROSSINGS
RAISED PLANTERS AROUND (E) REDWOODS
CROSSWALK
TRAFFIC-CALMING MEDIAN
RE-USE GRANITE STEPS FROM
OLD COURTHOUSE
ASAWA FOUNTAIN
BENCHES
BIKE PARKING
POLE-MOUNTED STREET & AREA LIGHTS
PARKING METER
TREE GRATES
COLOR-CHANGING L.E.D. LIGHTS
PICNIC TABLES
HYDRATION STATIONS
TRASH AND RECYCLING RECEPTACLE
REMOVABLE BOLLARDS
RELOCATED PEACE POLE
& TIME CAPSULES
COLOR-CHANGING L.E.D. LIGHTS
21 Master Plan Graphics
NATIVE PLANTING / POLLINATOR GARDEN:
AMENITIES MAY INCLUDE:
x STABILIZED SURFACING
x PLANTINGS WHICH ATTRACT POLLINATORS
(BUTTERFLIES, BEES, HUMMINGBIRDS) WITH A FOCUS
ON CALIFORNIA AND SONOMA COUNTY NATIVES
x EDUCATIONAL SIGNAGE
x BENCHES BENEATH SHADE TREES
GROUP PICNIC AREA:
AMENITIES MAY INCLUDE:
x CONCRETE PADS
x PICNIC TABLES (INCL. ADA-COMPLIANT)
x B.B.Q.'S
x TRASH CANS
x LOCATED IN TURF SPACE
PORTABLE RESTROOM IN ENCLOSURE:
x WILL BE INSTALLED ON A TRIAL BASIS
x MAINTAINED BY PRIVATE CONTRACTOR
x IN PLACE YEAR-ROUND
x ENCLOSURE WILL PARTIALLY SCREEN PORTABLE
AND SECURE IN PLACE TO AVOID TIPPING AND
VANDALISM
x TRASH CANS LOCATED NEXT TO ENCLOSURE
x PARK MAINTENANCE CONTACT NUMBER WILL BE
POSTED NEARBY
ENTRY PLAZA:
x COLORED CONCRETE
x ADJACENT TO DROP-OFF ZONE
x BIKE RACKS, TRASH CANS, AND BENCHES
PLAYGROUND PICNIC AREA:
x STABILIZED SURFACING
x PICNIC TABLES (INCL. ADA-COMPLIANT) UNDER
SHADE TREES
x TRASH CAN AND DRINKING FOUNTAIN
PLAYGROUND, 2-5 AGE GROUP:
PLAYGROUND, 5-12 AGE GROUP:
AMENITIES MAY INCLUDE:
x SWINGS
x PLAY STRUCTURE WITH INTEGRATED SHADE
SAILS
x THEMED, FREE-STANDING PLAY ELEMENTS
x SEAT WALL
x ACCESS TO TURF AREAS
DOG PARK:
x DUAL-GATE ENTRANCE
x 4' HT. FENCING
x MULCH SURFACING
x BENCHES NEAR SHADE TREES
x DOG-WASTE STATIONS
x WATER SPIGOT
x LANDSCAPE BUFFER ALONG FENCE
COMMUNITY CORNER:
x FLEXIBLE PLAZA SPACE FOR GATHERINGS
x COLORED CONCRETE
x BENCHES UNDER SHADE TREES
x TRASH CAN AND BIKE RACK
x CONCRETE GAME TABLES
x PARK MONUMENT / IDENTIFICATION SIGN
PARCOURSE / FITNESS STATIONS:
x FITNESS AND ACTIVITY STATIONS FOR TEENS
AND ADULTS ON COLORED CONCRETE PADS
x SPACED ALONG PATH TO CREATE AN EXERCISE
CIRCUIT
x INSTRUCTIONAL SIGNAGE ON HOW TO USE
EQUIPMENT, MUSCLE GROUPS EXERCISED, ETC.
WALKING / JOGGING PATH:
x 6' WIDE CONCRETE PATH WITH DISTANCE MARKERS
(VIA COLORED BANDS, PAVEMENT MARKINGS, ETC.)
x MULTIPLE LOOPS CAN BE COMBINED TO CREATE
DIFFERENT ROUTES AROUND THE PARK
x OUTER LOOP AND LOOP AROUND OPEN FIELD ARE
EACH 1/3 MILE; LOOP AROUND PLAYGROUND IS 1/10
MILE.
x BENCHES LOCATED ALONG PATH
MAINTENANCE PATH:
x 10' WIDE CONCRETE PATH FOR MAINTENANCE
ACCESS
STORMWATER TREATMENT / RAIN GARDENS:
x STATE LAW REQUIRES STORMWATER BE
TREATED BEFORE ENTERING THE
STORMWATER SYSTEM
x PLANTINGS WILL INCLUDE ORNAMENTAL
BUNCH GRASSES AND GROUNDCOVERS
TURF FIELD
PARK MONUMENT / IDENTIFICATION SIGN
LARGE, NATIVE TREE
LARGE SHADE TREE
STREET TREE
ORNAMENTAL TREE
EXISTING TREE
BENCH
PICNIC TABLE
ADA-COMPLIANT PICNIC TABLE
CONCRETE GAME TABLE
TRASH CAN
B.B.Q.
PORTABLE RESTROOM AND ENCLOSURE
BIKE RACK
PLAIN CONCRETE PAVING, PEDESTRIAN-RATED
PLAIN CONCRETE PAVING, VEHICULAR-RATED
COLORED CONCRETE PAVING, PEDESTRIAN-RATED
TURF
NATIVE / POLLINATOR PLANTING AREAS
PLANTING AREAS
STORMWATER TREATMENT / RAIN GARDEN AREAS
MULCH IN PLANTER AREAS
PLAYGROUND SURFACING
(ENGINEERED WOOD FIBER)
MULCH IN DOG PARK
STABILIZED SURFACING
PEDESTRIAN-SCALE SECURITY LIGHTING
DRINKING FOUNTAIN
NORTH
30'15'10'5'0' 60'
SCALE:1"=30'
SEAT WALL
DOG PARK FENCING (4' HT.)
PERIMETER FENCING
VEHICULAR BARRIERS
**NOTE:**
THIS PROJECT INCLUDES A PUBLIC ART COMPONENT, THE DESIGN AND LOCATION OF WHICH IS TO BE DETERMINED. NEIGHBORHOOD FEEDBACK
INDICATES A PREFERENCE FOR FUNCTIONAL PUBLIC ART, SUCH AS
SEATING AND PLAYGROUND EQUIPMENT, AS WELL AS DESIGN ELEMENTS
THAT REFLECT THE IDENTITY AND RESILIENCE OF THE COFFEY PARK NEIGHBORHOOD AND RESPECTFULLY COMMEMORATE THE TUBBS FIRE.
SECURITY LIGHTING:
x PEDESTRIAN-SCALE LIGHT POLES
TURF BERM
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Coffey Neighborhood Park–Neighborhood Park and Firestorm Rebuild 22 Turf play mound near playground
Large, recreational lawn maintains character
original park design
Dog park appropriately sized for the area
Role of Carlile n Macy
Carlile Macy lead the community engagement
process which included multiple feedback
meetings, public surveys, stakeholder meetings,
and presentations to City boards. Community
input was used to develop a Master Plan and
prepare construction documents. Our landscape
architects will provide construction observation and
administration services through project close-out.
The project began construction in October 2019 and
is expected to be completed by summer 2020.
Carlile Macy has provided land surveying,
site planning, landscape architecture, and civil
engineering services.
Staff involvement
Principal-in-Charge: Curt Nichols
Proj. Manager & Landscape Architect: Briana
Morrison
Lead Civil Engineer: Mark Hale
Contacts
Jen Santos, Deputy Director
Recreation and Parks
City of Santa Rosa
(707) 543-3781
[email protected]
Fees
Original Design Fee = $ 197,400
Additional Services = $ 19,740
Total = $ 217,140
Construction Cost = $ 3 million
Santa Rosa, California
Project description
Originally designed and constructed in the mid-
1980s, Coffey Neighborhood Park is a roughly
5.9-acre park located in the center of the Coffey Park
residential community in northwest Santa Rosa. The
beloved park was severely damaged in the October
2017 firestorm along with the destruction of the
majority of homes in the surrounding area.
In order to rebuild a park which met the modern
needs of the evolving community, a new Master Plan
was developed through an extensive public process
which involved three community meetings, online
surveys, and regular meetings with a stakeholder
group. Multiple rounds of Schematic Designs,
Conceptual Master Plans, and a final Master Plan
were created, presented, and adjusted based on
feedback until survey results indicated the majority of stakeholders were satisfied with the result.
Design details
Redesigned barbecue and picnic areas situated
under existing trees for instant shade
Durable, graffiti-resistant concrete site furnishings Multiple community spaces, including a
“community corner” with game tables, ping-
pong tables, and open plaza space for future
neighborhood events
Pollinator garden and seating area inspired by
local elementary students park designs
Looped walking / jogging path around the park
Fitness stations located along path allow for a
full-body workout for people of various ages and
physical abilities
Custom playground structures featuring a nature-
theme and “ninja warrior” style fitness and play
opportunities
Picnic tables and shaded seating areas between
two playgrounds for multiple age groups
Coffey Park community members review several Schematic Designs Swings were a “must” from the neighborhood during the communi- ty engagement process, and here kids enjoy a variety of them
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Courthouse Square Reunification–Urban Redevelopment
23 Santa Rosa, California
Project description
Carlile Macy was selected in November 2015
for the design of the reunification of Santa Rosa’s
historic Courthouse Square; the project was
completed in April 2017. The project team included
Carlile Macy’s landscape architects and civil
engineers teaming with Vargas Greenan Urban
Design. The team provided community outreach
with several focused meetings. The project required
an intensive interdisciplinary design approach
within Carlile Macy in order to meet the fast track
schedule. The final evolution of site design developed
a large central open space with permeable paving and
a central reinforced turf green in the footprint of the original courthouse outlined with salvaged granite
from the courthouse steps. The central open space is
flanked by sycamore bosques set in “Granitecrete”
permeable paving. The courthouse footprint also
features four custom programmable LED light
columns with Luther Burbank botanical motifs. The
design saved several of the existing large redwoods
and one 150-year-old Bunya-Bunya tree. The
terminus of the south axis of the square will feature
a fountain with art panels by Ruth Asawa.
The project features a number of sustainable design
elements, most notably innovative stormwater
management that features the use of both extensive
pervious paving and “Silva Cell” systems. The Silva
Cell system not only provides stormwater retention
and filtration but also provides an environment that
will foster the growth of large-scale shade trees in an urban setting.
Services provided
Project scheduling to meet aggressive fast-track
approval and construction timing
Master planning and community outreach
facilitation
Landscape architecture including off-site tree
procurement and fountain design
Civil engineering including stormwater treatment
design and calculations
Urban design with master planning and special
feature design
Full schematic design, design development,
contract documents, specifications, estimate
of probable cost, bidding, and construction
administration
Staff involvement
Principal & Project Manager: Curt Nichols
Lead Civil Engineer: Mark Hale
Landscape Designer & Public Meetings: Briana
Morrison
Contacts
Jason Nutt, Director
City of Santa Rosa
Transportation & Public Works Department
69 Stony Circle
Santa Rosa, CA 95401
(707) 543-3810
[email protected]
Fees
Original Design Fee = $ 755,741
Additional Services = $ 175,000
Total = $ 930,741
Construction Cost = $ 7,656,000
Photo from the Press Democrat
Flexible open space allows the Square to be used for a variety of events (left); Custom art columns feature Luther Burbank plants light up at night (right)
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Finali Park–Neighborhood Park
24 Contacts
Joe Organic, Director of Development
The Wolff Company
(509) 444-6519
[email protected]
Jen Santos, Deputy Director
Recreation and Parks
City of Santa Rosa
(707) 543-3781
[email protected]
Santa Rosa, California
Project description
Finali Neighborhood Park sits on 2.8 acres of land
adjacent to the Annadel Apartment complex. The
park features a community garden, dog park, large
playground structure, tot lot, walking paths, a
barbecue area, picnic tables and multiple grassy
areas. The park is named for the family that farmed
the land for generations.
Finali Park design details
Low-water use landscape design, including large,
drought-tolerant lawn and meadow areas
Diversion panels in sidewalks to direct storm
water runoff toward biofiltration basins
Stylized paving patterns and colors
Custom playground structures, featuring a farm
and barnyard theme
Role of Carlile n Macy
For the development of Finali Park, Carlile Macy
led the community engagement process, which
included feedback meetings and public surveys.
Community input was used to develop a Master Plan
and prepare construction documents. Our landscape
architects provided construction observation and
administration services through project close-out.
Staff involvement
Principal & Project Manager: Curt Nichols
Landscape Architect: Briana Morrison
Fees
Original Design Fee = $ 122,500
Additional Services = $ 0
Total = $ 122,500
Construction Cost = $ 860,000
The playground equipment is themed after the Finali family’s farm Finali Park is located in the heart of a
multi-family residential area at the corner
of Jennings Avenue and Range Avenue
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Attachment
Résumés
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Mark Hale – Principal, Civil Engineer
Al Patch Park
Vacaville, CA
Mark Hale
Principal, Civil Engineer
Coffey Neighborhood Park
Santa Rosa, CA
Courthouse Square Reunification
Santa Rosa, CA
PROFESSIONAL ACCOMPLISHMENTS
Mark Hale brings three decades of civil engineering site design and project manage - ment experience to his current role as Principal and President of Carlile Macy.
Mark manages projects from entitlement approval through construction document creation and approval, construction services, and contract administration. He has been involved in the design and construction of numerous parks and public facilities in Northern California. Additionally, he has designed public projects that both en - hanced the pedestrian experience and provided accessible routes along public streets.
Mark is a past member of the City of Santa Rosa Design Review Board and Leader - ship Santa Rosa alumni.
RELEVANT PROJECTS
Nagasawa Community Park, Santa Rosa, CA. Project manager for design of both phases of community park in the Fountaingrove area. Phase 1 was completed in 2006 and consisted of a parking lot, non-trailer access boat launch, and utility design for future park expansion. Facilities were designed to minimize impacts to existing wetlands and to conform with the natural terrain. The design of Phase 2 is currently being finalized and will provide for a day camp area. Coffey Neighborhood Park, Santa Rosa, CA. Coffey Neighborhood Park is a roughly 5.9-acre park located in the center of the Coffey Park residential com - munity in northwest Santa Rosa. The park was severely damaged in the October 2017 firestorm. Through an extensive public process, a new Master Plan was de - veloped and used to create construction documents. The project began construc - tion in October 2019 and is expected to be completed by summer 2020. Mark is the lead civil engineer and assisted in development of construction documents. Courthouse Square Reunification, Santa Rosa, CA. This landmark project has re - stored Santa Rosa’s downtown square, originally dedicated in 1854, to its historic configuration. By removing the portion of Mendocino Avenue that has bisected the square since 1966 and reinstalling the side streets that originally framed the square, the east and west sides have been reunified to create a central gathering place in the heart of downtown where the community can enjoy a wide range of events. The design features a central green in the form of the footprint of the original courthouse surrounded by permeable paving and flanked by bosques of London Plane trees. Mark was the lead civil engineer.
A Place to Play, Santa Rosa, CA. An 82-acre park, which will ultimately consist of 12 playing fields, 2 large ponds, and a variety of smaller recreational facilities.
The park uses reclaimed water for irrigation on the site. Design of the grading, drainage, utilities, and streets and parking was balanced with the aesthetics and functions of the park. Drainage is collected in the reclaimed water storage pond and recycled for irrigation. The cost for the first two phases of construction was approximately $8 million. Mark was the project manager. Al Patch Park, Vacaville, CA. This 34-acre project includes five softball fields, an all-weather synthetic running track surrounding a football/soccer field, restroom/ concession building, and associated parking. The site was extremely flat with the potential for flooding problems. Carlile Macy created an innovative on-site drainage detention system for alleviating this potential problem. Mark was the project engineer.
EDUCATION
B. S. in Civil Engineering and Mechanical Engineering (double major), University of California, Davis, 1985
PROFESSIONAL REGISTRATION & AFFILIATIONS
Registered Civil Engineer, California, RCE #43973
American Society of Civil Engineers
American Council of Engineering Companies of California
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Briana Morrison – Associate, Landscape Architect
PROFESSIONAL ACCOMPLISHMENTS
Briana joined Carlile Macy in 2014, bringing with her the knowledge and experience gained while working as a municipal parks project manager and a residential landscape designer. With over ten years of design, construction administration, and community outreach experience, Briana leads project teams through collaboration and a comprehensive perspective. Her strengths include harmonizing stakeholder goals with quality design while keeping projects organized and moving forward.
RELEVANT PROJECTS
Coffey Neighborhood Park, Santa Rosa, CA. Coffey Neighborhood Park is a roughly 5.9-acre park located in the center of the Coffey Park residen- tial community in northwest Santa Rosa. The park was severely damaged in the October 2017 firestorm. Through an extensive public process, a new Master Plan was developed and used to create construction documents.
The project began construction in October 2019 and opened to the public in October 2020. Briana was the project manager and lead the facilitation of community meetings, assisted in development of construction docu- ments, and provided construction observation and administration services. Courthouse Square Reunification, Santa Rosa, CA. This landmark project has restored Santa Rosa’s downtown square, originally dedicated in 1854, to its historic configuration. By removing the portion of Men - docino Avenue that has bisected the square since 1966 and reinstalling the side streets that originally framed the square, the east and west sides have been reunified to create a central gathering place in the heart of downtown where the community can enjoy a wide range of events. The design features a central green in the form of the footprint of the original courthouse surrounded by permeable paving and flanked by bosques of London Plane trees. Briana assisted with facilitation of community meet - ings as well as preparation of the master plan and graphic exhibits. Finali Park, Santa Rosa, CA. Finali Neighborhood Park sits on 2.8 acres of land adjacent to the 390-unit Annadel Apartment complex, and fea - tures a community garden, dog park, large playground structure, tot lot, walking paths, barbecue area, picnic tables and multiple grassy areas. The park is named for the family that farmed the land for generations. Briana assisted in preparing construction documents, developing details, and managing construction observation and administration services. Six Fire Damaged Parks Recovery, Santa Rosa, CA. Six park sites in the Fountaingrove area of Santa Rosa – Fir Ridge Park, Nagasawa Commu - nity Park, Francis Neilsen Park, Rincon Ridge Park, Rincon Ridge Open Space, the Parkerhill Trail – sustained various levels of damage in the October 2017 firestorm. Working closely with City staff to assess the sites and neighborhood needs, construction documents to repair the damage and address accessibility requirements have been developed. The project is expected to begin construction in Fall 2021. Briana is the project manager and project landscape architect.
EDUCATION
B.L.A. in Landscape Architecture, Texas A&M University, College Station, 2009
PROFESSIONAL REGISTRATION & AFFILIATIONS
Licensed Landscape Architect, California LLA #6329
LEED® AP
Coffey Neighborhood Park
Santa Rosa, CA
Courthouse Square Reunification
Santa Rosa, CA
Briana Morrison
Landscape Architect
Finali Park
Santa Rosa, CA
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS Rachelle Stewart – Civil Engineer
Montage Healdsburg
Healdsburg, CA
Rachelle Stewart
Civil Engineer
PROFESSIONAL ACCOMPLISHMENTS
Rachelle joined Carlile Macy in 2014 to further apply her engineering edu - cation and experience to design engineering. She joined Carlile Macy with a background in hydraulic modeling, water measurement, agricultural engi - neering, and surveying. Since joining Carlile Macy, she has gained signifi- cant experience in grading, drainage, storm water management, site design, and planning, and has advanced to the position of project manager. Rachelle has significant experience in delivering design solutions for accessible path - ways in public facilities which enhance the pedestrian experience.
RELEVANT PROJECTS
Courthouse Square Reunification, Santa Rosa, CA. This landmark project has restored Santa Rosa’s downtown square, originally dedicated in 1854, to its historic configuration. By removing the portion of Men - docino Avenue that has bisected the square since 1966 and reinstalling the side streets that originally framed the square, the east and west sides have been reunified to create a central gathering place in the heart of downtown where the community can enjoy a wide range of events. The design features a central green in the form of the footprint of the origi - nal courthouse surrounded by permeable paving and flanked by bosques of London Plane trees. Rachelle assisted with the infrastructure design which included providing pedestrian pathways to existing facilities, while maintaining accessible routes.
Six Fire Damaged Parks Recovery, Santa Rosa, CA. Six park sites in the Fountaingrove area of Santa Rosa – Fir Ridge Park, Nagasawa Community Park, Francis Neilsen Park, Rincon Ridge Park, Rincon Ridge Open Space, the Parkerhill Trail – sustained various levels of damage in the October 2017 firestorm. Working closely with City staff to assess the sites and neighborhood needs, construction documents to repair the damage and ad- dress accessibility requirements have been developed. The project is expect- ed to begin construction in Fall 2021. Rachelle prepared the grading and drainge plans with an emphasis on accessibility and drainage preservation. Montage Healdsburg, Healdsburg, CA. Montage is a 258-acre luxury re- sort and residential project in northern Healdsburg. Rachelle assisted with the preparation of mass grading plans as well as street and utility improve- ment plans for a series of narrow, winding roads, all with an emphasis on aesthetics, tree and drainage course preservation, and stormwater quality. North Village, Healdsburg, CA. North Village is a 32-acre new develop - ment on an existing vacant parcel within the City of Healdsburg, located at north Healdsburg Avenue and is accessed through North Coast Rail - road Authority property. Rachelle prepared the Healdsburg Avenue street improvement as well as the railroad crossing improvement plans. She also prepared hydraulic and hydrologic calculations confirming that the proj - ects existing detention pond met current stormwater requirements.
EDUCATION
M.S. in Civil Engineering, Water Resources Specialization, Oregon State University, Corvallis, 2013
B.S. in Civil Engineering, California State University, Chico, 2007
PROFESSIONAL REGISTRATION & AFFILIATIONS
Registered Civil Engineer, California RCE #85227
Fire Damaged Parks Recovery
Sonoma County, CA
Courthouse Square Reunification
Santa Rosa, CA
CIVIL ENGINEERS URBAN PLANNERS LAND SURVEYORS LANDSCAPE ARCHITECTS James Smith – Professional Land Surveyor
Coffey Neighborhood Park
Santa Rosa, CA
Courthouse Square Reunification
Santa Rosa, CA
Plumas Street Streetscape
Yuba City, CA
PROFESSIONAL ACCOMPLISHMENTS
With 28 years’ experience in land surveying and civil engineering technology, Mr. Smith is well known for his innovative approach to project constraints.
Mr. Smith currently serves as survey project manager and immediate supervi - sor of the field surveyors for Carlile Macy. His daily workload consists of scheduling and calculation support for the field crews, supervising the work of the office assistants, preparing record of surveys, reducing and adjusting GPS measurements, and conducting legal research for boundary and right- of-way surveys. James’s experience in working in engineering has helped him gain greater understanding of how to conduct surveys for engineering design.
RELEVANT PROJECTS
Coffey Neighborhood Park, Santa Rosa, CA. Coffey Neighborhood Park is a roughly 5.9-acre park located in the center of the Coffey Park residen - tial community in northwest Santa Rosa. The park was severely damaged in the October 2017 firestorm. Through an extensive public process, a new Master Plan was developed and used to create construction docu - ments. The project began construction in October 2019 and opened to the public in October 2020. James worked as field and office surveyor in the compilation of topographic mapping and the determination of property lines and right-of-way lines.
Courthouse Square Reunification, Santa Rosa, CA. This landmark project has restored Santa Rosa’s downtown square, originally dedicated in 1854, to its historic configuration. By removing the portion of Men - docino Avenue that has bisected the square since 1966 and reinstalling the side streets that originally framed the square, the east and west sides have been reunified to create a central gathering place in the heart of downtown where the community can enjoy a wide range of events. The design features a central green in the form of the footprint of the original courthouse surrounded by permeable paving and flanked by bosques of London Plane trees.
Plumas Street Streetscape, Yuba City, CA Land surveyor in charge of sur - veys for the right-of-way and topographic mapping of Plumas Street and surrounding side streets in Yuba City. The project involved the detailed mapping of curbs, sidewalks, storefronts, doorways and underground utilities for the design of a one-half-mile portion of the street for the engi - neering and architectural design of a new streetscape.
EDUCATION
Certificate in Civil Engineering Technology, Santa Rosa Junior College, Santa Rosa, California, 1992
PROFESSIONAL REGISTRATION & AFFILIATIONS
Professional Land Surveyor, California PLS #8185
California Land Surveyors Association
James Smith
Professional Land Surveyor
South Davis Neighborhood Park
$200/hr $145/hr $95/hr $145/hr $130/hr $170/hr $195/hr $85/hr Task 01: Concept Plan/Master Plan and Community Engagement
1.1 Kick-off meeting with City staff to introduce team 2 4 4 2 1 13 $1,735
1.2 Review City-provided reports and record plans 1 4 4 9 $1,360
1.3 Complete topographic survey of current conditions 24 8 16 48 $7,600
1.4 Document site opportunites and constraints in collaboration with design team 8 16 2 26 $2,970
1.5 Prepare site background drawing for use as base for design team 4 8 4 8 24 $2,960
1.6 Hold Public Outreach Meeting #1 16 16 2 34 $4,130
1.7 Review input collected at Public Outreach Meeting #1 / other, prepare summaries, synthesize into design program 8 16 1 25 $2,765
1.8 Develop alternative conceptual plans to implement the design program & review with City staff 2 24 40 4 1 71 $8,345
1.9 Present alternative plans at Public Outreach Meeting #2 16 16 32 $3,840
1.10 Review input collected at Public Outreach Meeting #2 / other and prepare summaries 8 16 1 25 $2,765
1.11 Refine alternative plans into one Master Plan in response to public input, & review with City staff 2 24 40 4 1 71 $8,345
1.12 Present refined Master Plan at Public Outreach Meeting #3 and document public input 16 16 32 $3,840
1.13 Review input collected at Public Outreach Meeting #3 / other and prepare summaries 8 16 1 25 $2,765
1.14 Prepare comprehensive report of public outreach process and all stakeholder feedback 4 8 1 13 $1,425
1.15 Revise Master Plan based on public input, and review with City staff 1 16 24 2 1 44 $5,175
1.16 Prepare rough cost estimate for Board of Community Services and refined cost estimate for City Council 4 8 24 4 40 $4,820
1.17 Present Master Plan to Board of Community Services for approval 4 8 4 1 17 $2,425
1.18 Present Master Plan to City Council for approval 4 8 4 1 17 $2,425 Subtotal Hours 20 184 268 28 32 8 16 10 566
Subtotal Fee $4,000 $26,680 $25,460 $4,060 $4,160 $1,360 $3,120 $850 $69,690 Subtotals
Hours
Subtotals
Fee
1-Man
Field Crew
Landscape
Designer
Admin
Carlile Macy
Staffing and Budget Spreadsheet
R. Stewart
Project Civil
Engineer
J. Smith,
Associate,
Professional
Land Surveyor
M. Hale
Principal-in-
Charge
B. Morrison,
Associate,
Proj.
Landscape
Architect
Engineering
Technicians
Exhibit B
South Davis Neighborhood Park
$200/hr $145/hr $95/hr $145/hr $130/hr $170/hr $195/hr $85/hr Subtotals
Hours
Subtotals
Fee
1-Man
Field Crew
Landscape
Designer
Admin
Carlile Macy
Staffing and Budget Spreadsheet
R. Stewart
Project Civil
Engineer
J. Smith,
Associate,
Professional
Land Surveyor
M. Hale
Principal-in-
Charge
B. Morrison,
Associate,
Proj.
Landscape
Architect
Engineering
Technicians
Task 02: Construction Documents
2.1 Prepare existing conditions plan 2 8 2 8 20 $2,380
2.2 Prepare demolition plan for affected areas 1 2 8 2 13 $1,540
2.3 Prepare preliminary layout of updated paving, site features, and amenities 1 8 12 4 8 33 $4,120
2.4 Prepare preliminary grading (and storm drainage, if needed) design development 1 4 12 8 4 29 $3,600
2.5 Prepare preliminary accessible route design development 1 4 2 8 4 19 $2,650
2.6 Prepare preliminary selections for all site elements, paving, and site furnishings 1 8 16 2 27 $3,170
2.7 Prepare preliminary selection of plant palette and irrigation system components, if needed 8 16 24 $2,680
2.8 Submit design development (30%) submittal package for review and comment by Parks Dept. staff 1 8 16 2 27 $3,170
2.9 Prepare site layout/horizontal control plan with enlargements for key areas 1 8 24 8 16 57 $6,880
2.10 Prepare site grading (and storm drainage plans, if needed) with enlargements for key areas 1 16 24 16 8 65 $8,160
2.11 Prepare accessible route improvement plan and details 1 4 2 24 16 47 $6,530
2.12 Coordinate play equipment plans from selected manufacturer 8 16 24 $2,680
2.13 Coordinate play equipment colors with City staff 16 8 24 $3,080
2.14 Prepare construction detailing of all site elements, paving, and site furnishings 1 8 24 2 8 2 45 $5,140
2.15 Prepare landscape planting plans and details, if needed 8 16 24 $2,680
2.16 Prepare irrigation plans & details including WELO compliance documentation, if needed 8 16 24 $2,680
2.17 Prepare erosion control plan 1 2 2 8 13 $1,820
2.18 Submit technical specifications per Public Works standards for all construction (60%, 90%, 100%) 4 24 24 8 60 $7,720
2.19 Submit cost estimates per Public Works standards for all construction (60%, 90%, 100%) 4 8 16 4 6 38 $4,570
2.20 Submit construction documents for review and comment by City staff (60%, 90%, 100%) 4 8 16 8 16 52 $6,720
2.21 Submit for building permit and address plan check comments 4 16 4 24 $2,680 Subtotal Hours 23 166 292 104 96 0 0 8 689
Subtotal Fee $4,600 $24,070 $27,740 $15,080 $12,480 $0 $0 $680 $84,650 South Davis Neighborhood Park
$200/hr $145/hr $95/hr $145/hr $130/hr $170/hr $195/hr $85/hr Subtotals
Hours
Subtotals
Fee
1-Man
Field Crew
Landscape
Designer
Admin
Carlile Macy
Staffing and Budget Spreadsheet
R. Stewart
Project Civil
Engineer
J. Smith,
Associate,
Professional
Land Surveyor
M. Hale
Principal-in-
Charge
B. Morrison,
Associate,
Proj.
Landscape
Architect
Engineering
Technicians
Task 03: Bidding & Construction
3.1 Support City staff during bidding process 2 6 6 6 2 22 $2,880
3.2 Attend pre-construction meeting with selected contractor and appropriate City staff 2 4 2 4 2 14 $1,920
3.3 Review and approve submittals 12 24 12 8 56 $6,440
3.4 Attend weekly construction meetings and provide as-needed construction observation 40 24 24 8 96 $12,240
3.5 Prepare final construction punch list and assist with project close-out documents 8 16 8 32 $3,840 Subtotal Hours 4 70 72 54 0 0 0 20 220
Subtotal Fee $800 $10,150 $6,840 $7,830 $0 $0 $0 $1,700 $27,320 Subtotal Tasks 1-3 $9,400 $60,900 $60,040 $26,970 $16,640 $1,360 $3,120 $3,230 $181,660 Subtotal $181,660
Reimbursables* @ 2.5% $4,542
Total Consultant Fee $186,202
10% Contingency Fee $18,620
Total Consultant Fee with Contingency $204,822
*Reimbursable fee includes cost of mylars