Sunnyvale City Council
August 27, 2024

DRAFT CONSULTANT SERVICES AGREEMENT BETWEEN CITY OF SUNNYVALE AND

RRM DESIGN GROUP FOR PROFESSIONAL SERVICES

FOR LAS PALMAS PARK RENOVATION AND ENHANCEMENT
THIS AGREEMENT, dated ______________________________, is by and between the CITY OF SUNNYVALE ("CITY"), a California chartered municipal corporation, and RRM DESIGN GROUP ("CONSULTANT"), a California corporation.

WHEREAS, CITY advertised a Request for Proposals (RFP) F24-113 on February 15, 2024 for Professional Services for Las Palmas Park Renovation and Enhancement Project; and
WHEREAS, CONSULTANT submitted a proposal on March 21, 2024; and WHEREAS, CITY desires to secure professional services necessary for investigation, analysis, design, preparation of construction drawings and contract specifications, consultation, services during construction and other services for a project known as Las Palmas Park Renovation and Enhancement Project; and
WHEREAS, CONSULTANT represents that it, and its sub -consultants, if any, possess the professional qualifications and expertise to provide the required services and are licensed by the State of California to practice engineering in the required disciplines; NOW, THEREFORE, THE PARTIES ENTER INTO THIS AGREEMENT.

1. Services by CONSULTANT
CONSULTANT shall provide services in accordance with Exhibit "A" entitled “Detailed Scope of Work.” All exhibits referenced in this Agreement are attached hereto and are incorporated herein by reference. To accomplish that end, CONSULTANT agrees to assig n Julian Simeoni, PLA to this project, to act in the capacity of Project Manager and personally direct the professional services to be provided by CONSULTANT.

Except as specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to satisfactorily comp lete the services required in this Agreement.

2. Notice to Proceed/Completion of Services
A. CONSULTANT shall commence services upon receipt of a Notice to Proceed from CITY. Notice shall be deemed to have occurred three (3) calendar days after deposit in the regular course of the United States mail.

B. When CITY determines that CONSULTANT has satisfactorily completed the services defined in Exhibit “A,” CITY shall give CONSULTANT written Notice of Final Acceptance, and CONSULTANT shall not incur any further costs hereunder.

CONSULTANT may request this determination of completion when, in its opinion, it has satisfactorily completed the Scope of Work (Exhibit “A”), and if so requested, CITY shall make this determination within fourteen (14) days of such request.

Attachment 1

3. Project Schedule

The Project Schedule is set forth in the attached Exhibit “A-1.”

4. Payment of Fees and Expenses

Payments shall be made to CONSULTANT on a monthly basis as set forth in the attached Exhibit “B” entitled “Compensation Schedule.” All compensation will be based on monthly billings as provided in Exhibit "B." Compensation will not be due until said detailed billing is submitted to CITY within a reasonable t ime before payment is expected to allow for normal CITY processing. An estimate of the percent of total completion associated with the various categories of the services shall be furnished by CONSULTANT with said billing. When applicable, copies of pertinent financial records will be included with the submission of billing(s) for all direct reimbursables. Compensation shall not exceed the amounts set forth in Exhibit “B” for each phase. In no event shall the total amount of compensation payable under th is agreement exceed the sum of One Million Fifty Thousand Three Hundred Fifty-One and No/100 Dollars ($1,050,351.00) for the duration of the contract, as well as optional services in an amount not to exceed Fifty-Seven Thousand Nine Hundred Sixty -Seven and No/100 Dollars ($57,967.00) unless upon written modification of this Agreement in accordance with Section 30 below. In no event shall the total amount of compensation payable under this agreement exceed the sum of One Million One Hundred Eight Thousand Three Hundred Eighteen and No/100 Dollars ($1,108,318.00). All invoices, including detailed backup, shall be sent to City of Sunnyvale, attention Accounts Payable, P.O. Box 3707, Sunnyvale, CA 94088-3707.

CONSULTANT will be reimbursed as promptly as fiscal procedures will permit upon receipt by the CITY of itemized invoices in triplicate. Invoices shall be submitted no later than 45 calendar days after the performance of work for which CONSULTANT is billin g. Invoices shall detail the work performed on each milestone and each project as applicable. Invoices shall follow the format stipulated in the Compensation Schedule and shall reference the project title. The final invoice must contain the final cost a nd all credits due CITY. The final invoice should be submitted within 60 calendar days after completion of CONSULTANT’s work.

5. No Assignment of Agreement

CONSULTANT bind themselves, their partners, successors, assigns, executors, and administrators to all covenants of this Agreement. Except as otherwise set forth in this Agreement, no interest in this Agreement or any of the work provided for under this Agreement shall be assigned or transferred, either voluntarily or by operation of law, without the prior written approval of CITY. However, claims for money due to or to become due to CONSULTANT from CITY under this Agreement may be assigned to a bank, trust company or other financial institutions, or to a trustee in bankruptcy, provided that written notice of any such assignment or transfer shall be first furnished to CITY. In case of the death of one or more members of CONSULTANT's firm, the surviving memb er or members shall complete the services covered by this Agreement. Any such assignment shall not relieve CONSULTANT from any liability under the terms of this Agreement.

6. Consultant is an Independent Contractor

CONSULTANT is not an agent or employee of CITY but is an independent contractor Attachment 1

with full rights to manage its employees subject to the requirements of the law. All persons employed by CONSULTANT in connection with this Agreement will be employees of CONSULTANT and not employees of CITY in any respect. CONSULTANT is responsible for obtaining statutory Workers' Compensation coverage for its employees.

7. Consultant's Services to be Approved by a Registered Professional

All reports, costs estimates, plans and other documents which may be submitted or furnished by CONSULTANT shall be approved and signed by a qualified registered professional in the State of California. The title sheet for calculations, specifications and reports, and each sheet of plans, shall bear the professional seal, certificate number, registration classification, expiration date of certificate an d signature of the professional responsible for their preparation.

8. Standard of Workmanship

CONSULTANT represents and maintains that it is skilled in the professional calling necessary to perform the services and its duties and obligations, expressed and implied, contained herein, and CITY expressly relies upon CONSULTANT's representations regarding its skills and knowledge. CONSULTANT shall perform such services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California.

The plans, designs, specifications, estimates, calculations reports and other documents furnished under the Scope of Work (Exhibit "A”) shall be of a quality acceptable to CITY. The criteria for acceptance of the work provided under this Agreement shall b e a product of neat appearance, well-organized, technically and grammatically correct, checked and having the maker and checker identified. The minimum standard of appearance, organization and content of the drawings shall be that used by CITY for similar projects.

9. Responsibility of CONSULTANT

CONSULTANT shall be responsible for the professional quality, technical accuracy and the coordination of the services furnished by it under this Agreement. Neither CITY’s review, acceptance nor payment for any of the services required under this Agreement shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement and CONSULTANT shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONSULTANT’s negligent performance of any of the services furnished under this Agreement.

Any acceptance by CITY of plans, specifications, calculations, construction contract documents, reports, diagrams, maps and other material prepared by CONSULTANT shall not, in any respect, absolve CONSULTANT for the responsibility CONSULTANT has in accordance with customary standards of good engineering practice in compliance with applicable Federal, State, County and/or municipal laws, ordinances, regulations, rules and orders.

10. Right of CITY to Inspect Records of CONSULTANT

CITY, through its authorized employees, representatives, or agents, shall have the right, Attachment 1

at any and all reasonable times, to audit the books and records including, but not limited to, invoices, vouchers, canceled checks, time cards of CONSULTANT for the purpose of verifying any and all charges made by CONSULTANT in connection with this Agreeme nt.

CONSULTANT shall maintain for a minimum period of three (3) years from the date of final payment to CONSULTANT or for any longer period required by law, sufficient books and records in accordance with generally accepted accounting practices to establi sh the correctness of all charges submitted to CITY by CONSULTANT. Any expenses not so recorded shall be disallowed by CITY.

11. Confidentiality of Material

All ideas, memoranda, specifications, plans, calculations, manufacturing procedures, data, drawings, descriptions, documents, discussions or other information developed or received by or for CONSULTANT and all other written information submitted to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT and shall not, without the prior written consent of CITY be used for any purposes other than the performance of the Project services, nor be disclosed to an entity not connected with the performance of the Project services. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is or becomes generally known to the related industry shall be deemed confidential. CONSULTANT shall not use CITY' s name, insignia or distribute exploitative publicity pertaining to the services rendered under this Agreement in any magazine, trade paper, newspaper or other medium without the express written consent of CITY.

12. No Pledging of CITY’s Credit

Under no circumstances shall CONSULTANT have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY.

13. Ownership of Material

All material, including information developed on computer(s), which shall include, but not be limited to, data, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared or caused to be prepared, under this Agreem ent shall be the property of CITY, but CONSULTANT may retain and use copies thereof.

CITY shall not be limited, in any way, in its use of said material, at any time, for work associated with Project. However, CONSULTANT shall not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to the release of this material to third parties for work other than on Project.

14. Hold Harmless/Indemnification

To the extent permitted by law (including, without limitation, California Civil Code Section 2782.8), CONSULTANT agrees to indemnify, defend and hold harmless CITY, its officers and employees from any and all claims, demands, actions, causes of action, losses, damages, liabilities, known or unknown, and all costs and expenses, including reasonable attorneys’ fees in connection with any injury or damage to persons or property to the extent arising out of any Attachment 1

negligence, recklessness or willful misconduct of CONSULTANT, its officers, employees, agents, contractor, subcontractors or any officer, agent or employee thereof in relation to CONSULTANT’s performance under this Agreement. In no event shall the cost to defend charged to the design professional exceed the design professional's proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, the design professional shall meet and confer with other parties regarding unpaid defense costs.

Such defense and indemnification shall not apply in any instance of and to the extent caused by the sole negligence , or willful misconduct of CITY, its officers, employees, agents or representatives.

15. Insurance Requirements

The City requires that CONSULTANT maintain insurance requirements on the Pacific Insurance Network System (PINS). CONSULTANT shall take out and maintain during the life of this Agreement policies of insurance as specified in Exhibit "C" attached and incorp orated by reference, and shall provide all certificates and/or endorsements as specified in Exhibit "C" through PINS for approval by the City Risk Manager prior to CONSULTANT (or subcontractor) commencing any work under this Agreement.

16. No Third Party Beneficiary

This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever.

17. Notices

All notices required by this Agreement, other than invoices for payment which shall be sent directly to Accounts Payable, shall be in writing, and sent by first class with postage prepaid, or sent by commercial courier, to address below.

Nothing in this provision shall be construed to prohibit communication by more expedient means, such as by email, to accomplish timely communication. Each party may change the address by written notice in accordance with this paragraph. Notices delivered personally shall be deemed communicated as of actual receipt; mailed notices shall be deemed communicated as of three business days after mailing.

To CITY: Jennifer Ng, City Engineer, Assistant Director of Public Works Department of Public Works

CITY OF SUNNYVALE
P. O. Box 3707
Sunnyvale, CA 94088-3707

To CONSULTANT: RRM DESIGN GROUP
Attn: Gina Chavez, PLA BFQ Professional
325 Davis St.

San Leandro, CA 94577
Attachment 1

18. Waiver

CONSULTANT agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement.

19. Integrated Agreement

This Agreement embodies the agreement between CITY and CONSULTANT and its terms and conditions. No verbal agreements or conversation with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Any such verbal agreement shall be considered as unofficial information and in no way binding upon CITY.

20. Conflict of Interest

CONSULTANT shall avoid all conflicts of interest, or appearance of conflict, in performing the services and agrees to immediately notify CITY of any facts that may give rise to a conflict of interest. CONSULTANT is aware of the prohibition that no officer of CITY shall have any interest, direct or indirect, in this Agreement or in the proceeds thereof. During the term of this Agreement CONSULTANT shall not accept employment or an obligation which is inconsistent or incompatible with CONSULTANT’S obligations under this Agreement.

CONSULTANT’S duties and services under this agreement shall not include preparing or assisting the CITY with any portion of CITY’S preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or addit ional contract with the CITY. The CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. CONSULTANT participation in the planning, discussions, or drawing of project plans or sp ecifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same informat ion, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.

21. Governing Law, Jurisdiction and Venue

This Agreement shall be governed by and construed in accordance with the laws of the State of California, excluding its conflict of law principles. Proper venue for legal actions will be exclusively vested in a state court in the County of Santa Clara. The parties agree that subject matter and personal jurisdiction are proper in state court in the County of Santa Clara, and waive all venue objections.

22. Records, Reports and Documentation

CONSULTANT shall maintain complete and accurate records of its operation, including any and all additional records required by CITY in writing. CONSULTANT shall submit to CITY any and all reports concerning its performance under this Agreement that may be requested by CITY in writing. CONSULTANT agrees to assist CITY in meeting CITY's reporting Attachment 1

requirements to the state and other agencies with respect to CONSULTANT's work hereunder.

All records, reports and documentation relating to the work performed under this Agreement shall be made available to City during the term of this Agreement.

23. Termination of Agreement

A. If CONSULTANT defaults in the performance of this Agreement, or materially breaches any of its provisions, CITY at its option may terminate this Agreement by giving written notice to CONSULTANT. In the event of such termination, CONSULTANT shall be compen sated in proportion to the percentage of satisfactory services performed or materials furnished (in relation to the total which would have been performed or furnished) through the date of receipt of notification from CITY to terminate. CONSULTANT shall present CITY with any work product completed at that point in time.

B. Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY also shall have the right to terminate this Agreement for any reason upon ten (10) days' written notice to CONSULTANT. In the event of such termination, CONSULTANT shall be compensated in proportion to the percentage of services performed or materials furnished (in relation to the total which would have been performed or furnished) through the date of receipt of notification from CITY to terminate. CONSULTANT shall present CITY with any work product completed at that point in time.

C. If CITY fails to pay CONSULTANT, CONSULTANT at its option may terminate this Agreement if the failure is not remedied by CITY within (30) days after written notification of failure to pay.

24. Subcontracting

None of the services covered by this Agreement shall be subcontracted without the prior written consent of CITY. Such consent may be issued with notice to proceed if subcontract consultants are listed in the project work plan.

25. Fair Employment

CONSULTANT shall not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gend er, gender identity, gender expression, age, sexual orientation, or veteran or military status, or any other protected characteristic in violation of federal or state law.

26. Changes

CITY or CONSULTANT may, from time to time, request changes in the terms and conditions of this Agreement. Such changes, which are mutually agreed upon by CITY and CONSULTANT, shall be incorporated in amendments to this Agreement in accordance with Section 30 below.

Attachment 1

27. Other Agreements

This Agreement shall not prevent either Party from entering into similar agreements with others.

28. Severability Clause.

In case any one or more of the provisions contained herein shall, for any reason, be held invalid, illegal or unenforceable in any respect, it shall not affect the validity of the other provisions which shall remain in full force and effect.

29. Captions

The captions of the various sections, paragraphs and subparagraphs, of the contract are for convenience only and shall not be considered nor referred to for resolving questions of interpretation.

30. Entire Agreement; Amendment

This writing constitutes the entire agreement between the parties relating to the services to be performed or materials to be furnished hereunder. No modification of this Agreement shall be effective unless and until such modification is evidenced in writing as an amendment to this Agreement signed by all parties. If the amendment is signed electronically, the digital signatures must comply with the requirements of Californ ia Government Code Section 16.5.

31. Miscellaneous

Time shall be of the essence in this Agreement. Failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel enforcement of such provision or any other provision.

Attachment 1

IN WITNESS WHEREOF, the parties have executed this Agreement.

ATTEST: CITY OF SUNNYVALE ("CITY")

By_____________________________ By__________________________

City Clerk City Manager

RRM DESIGN GROUP
("CONSULTANT")

APPROVED AS TO FORM: By

Name/Title

___________________________ By
City Attorney

Name/Title

Attachment 1

Exhibit A
Detailed Scope of Work
Las Palmas Park Renovation and Enhancement PR-24-03
I. General
The City of Sunnyvale is seeking proposals from licensed Landscape Architecture firms to provide professional services for design and preparation of bid documents and construction support for the Las Palmas Park Renovation and Enhancement Project. The scop e of work generally includes preparation of: preliminary design, design development, bid documents, and bidding/construction support for Public Works competitive bidding. Ancillary work includes: environmental document (CEQA Exemption) preparation, construction cost estimating, schedule monitoring, preparation of reports and recommendations, and project management.

RRM & subconsultant team is referred to as ‘consultant’ in the below scope of work.

II. Project Information
1) Description
This project is to renovate the existing park features at the Las Palmas Park site while maintaining the existing “Polynesian” theme. Public input meetings will be held during the preliminary design phase along with online surveys to gather feedback from neighbors, park users, and other stakeholders. The project includes an assessment of park infrastructure and furnishings. Potential improvements include the following, but this list may be refined based on public input and available funds:
• Replacement of the athletic fields (e.g. softball field and adjacent soccer field) and bleachers/fencing
• Renovation of recreation building
• A new maintenance building (prefabricated)
• Replacement of park lighting systems with energy efficient fixtures • Demolition and reconstruction of ornamental pond and water play features • The addition of an auxiliary restroom (prefabricated) near the dog park • Renovation of the dog park
• Replacement of portions of landscaped and ornamental grass areas • Replacement of the irrigation/pump system
• Replacement of park fixtures, including benches and tables, with recycled plastic furnishings
• Replacement of portions of drainage systems
• Install curb ramps and crosswalk allowing pedestrian access to and from Crawford Drive to the park.
• Note: Both playground areas are not part of this project since they were replaced in 2014.

The consultant will be leading a community input process and will be expected to attend commission and City Council meetings. This project only pertains to Las Palmas Park as the Las Palmas Tennis Center is not part of this project scope. 2) Location
Las Palmas Park is located at 850 Russet Drive in the central portion of Sunnyvale.

Surrounding uses include the Las Palmas Tennis Center to the north and residential properties to the east, south, and west. A project location map and limit of work is included as Attachment 1.
3) Existing Conditions
Las Palmas Park was originally built in 1971 with the grounds covering over 24 acres. The site Attachment 1

currently is an active and passive use City-owned and maintained park.

The existing ornamental pond has maintenance issues such as water leakage. There are potential safety issues with the existing water play features which include the concrete slide area and adjacent water spray spouts. The existing electrical panel within t he recreation building and electrical connection on Russet Drive are outdated. Refer to site photos in Scope of Work.

There are drainage issues at the existing dog park. The existing bleachers at the softball field are also outdated.

III. Consultant Scope of Services
The consultant will perform all design, engineering/architecture and project management related work necessary to prepare plans and specifications suitable for Public Works bidding.

Consultant services shall include, but are not limited to: Project management, condition assessment, public outreach, preliminary design, design development, bid documents, bidding support, and construction support services, as further detailed below:

Task 1: Project Management

The consultant will be the primary responsible party for managing the project’s schedule and consultant contract budget. In addition, the consultant is expected to attend progress meetings and prepare action item logs for subsequent follow-up. Consultant shall attend design review meetings with City Staff following the preliminary design, 30%, 75%, and 100% review stages. The consultant is expected to maintain frequent and timely communication with City staff throughout the duration of the project.

Consultant’s own team should have provisions for quality assurance/quality control over work product prepared for the City. A statement of peer review will be required for overall constructability, coordination, and reasonable reduction in errors and omissions.

The total project budget, including both design and construction is $6,500,000 including all contingencies. Consultant is expected to design a project that can be constructed within this budget. This amount also must include Public Art in the amount of 1% of the total construction cost.

The current list of potential improvements (noted in Section II Project Information, Part A – Description) was compiled based on construction cost estimates and the available budget, but the actual scope could change pending public input during the design process. Consultant is expected to communicate often and early with respect to the schedule and budget.

The consultant will be expected to attend a virtual pre-submittal meeting with the Building Division after the submission of the plans at the 75% submittal stage. The consultant shall submit the plans at the 100% submittal stage to the Building Division, p er the instructions in Attachment 3: Bldg.

Dept Electronic Plan Check Submittal. Consultant will also be responsible for applying for the Building Permit on the City’s website and uploading submittals to the Building Division.

The project must comply with the City of Sunnyvale Art in Public Places Policy. One percent of the project construction budget shall be for public art. Consultant must coordinate with the City’s Department of Library and Recreation Services and provide exh ibits showing potential public art locations as needed to assist in selection of the artist which will design the public art for this project.

Consultant must also coordinate with the artist to incorporate art location(s) in the construction documents.

Consultant shall facilitate PG&E coordination related to the project. Consultant is responsible for Attachment 1

obtaining permits from PG&E.

E-Builder license and training: In the event that the selected consultant will be required to use e - Builder™ software and protocols included in that software during this project, Consultant shall coordinate with City staff for training materials and e -Builder introduction. City will provide consultant one e -Builder software license for the duration of the projec t. E-Builder software shall be utilized for all project management documentation and correspondence. The use of project management communications h erein described is in addition to and does not replace or change any contractual responsibilities of the consultant.

Task 1.A Schedule
All project schedules shall be prepared in Gantt chart format, utilizing Microsoft Project software.

Revised project schedules shall be provided with each design submittal. Three weeks for each City review shall be included. Schedule updates shall be provi ded at all progress meetings. Schedule must take into account PG&E coordination and review time.

Deliverables:
• Create and update project schedule following progress meetings and at 30%, 75%,100%, and bid document submittals (Microsoft Project Chart Format).

Task 1.B-Coordination & Management
The consultant will manage the project schedule and budget utilizing e-Builder system software as well as be responsible for coordination with City staff, the design team and the City’s Building Division.

Deliverables:
• Day-to day coordination with team and staff
• Coordination with Building Division
• E-Builder system software training session

Task 1.C-Meetings
Consultant team will meet with City staff to discuss project schedule, goals, and outreach for the project, as well as tour the site with key staff to discuss existing conditions, potential site constraints, place making and park design ideas. Throughout the project, consultant will meet with City staff to discuss progress and design review feedback as listed below. Following progress meetings consultant will prepare action item logs for subsequent follow-up items. Consultant will also attend a pre-submittal meeting with the Building Division and attend up to three follow up meetings with Building and other regulatory agencies.

Deliverables:
• Kick-off meeting / site tour (1) meeting.
• Monthly progress meetings (10) meetings.
• Action item logs following progress meetings
• Design Review meetings following 30%, 75%, and 100% (3) meetings • Building Division and other regulatory agency meetings - up to (4) meetings this assumes one per subsequent submittal.

Task 2: Project Initiation

Task 2.A-Geotechnical Investigation
Consultant will conduct a geotechnical investigation including review of public geotechnical materials, 6 borings to depths between 5 and 25 feet, laboratory testing, engineering analysis, summary of findings and recommendations, review of plans and specif ications, and consultation during design. The investigation also includes percolation testing.

Attachment 1

Deliverables:
• Geotechnical report and recommendations,
• Review of construction drawings and specifications for conformance to geotechnical report

Task 2-B-Topographic Survey
Consultant will perform supplemental field survey work to detail topographic features, such as items not shown in sufficient detail in the aerial topographic map or City provided documents. This work will include detail on surface including evidence of uti lities, drainage structures, sidewalks, ramps, and other pertinent information. This data will be incorporated into the digital base map.

Deliverables:
• Supplemental field survey – digital topographic map file in AutoCAD Format

Task 2-C-Boundary Analysis – (Optional Task)
This task, includes researching the title history of the property with respect to prior maps and deeds, performing a field survey to find record monuments and resolve the boundary based on the City’s deed and found monumentation.

Our work will include the following tasks:
• Research the title history of the property with respect to prior recorded maps and original surveys.
• Retracement survey to search for and recover record monumentation.

Deliverables:
• Boundary Analysis - Narrative memorandum in PDF

Task 3: Preliminary Design & Condition Assessment

Consultant shall perform a detailed field investigation to confirm existing conditions and identify any major issues and remaining lifespan of all features within the site, including the ornamental pond infrastructure. Consultant shall be responsible for contacting utility companies, regulatory agencies, and other stakeholders to gather additional background information as part of this assessment.

Consultant shall compile and detail the findings into technical memorandums with detailed assessment and evaluation of existing park components. The memorandums shall indicate current condition and recommended improvements for the park components, along wi th preliminary cost estimates.

Draft technical memorandums and final technical memorandums shall be submitted for stakeholder review and comments. All submittals shall include digital copies (PDF and native format) of all documents. Two submittals of the draft technical memorandums shal l be provided, and each City review will be three weeks. Technical memorandums should include prioritization of improvements, preliminary cost estimates of identified improvements, and project schedules.

A detailed field investigation will be conducted to confirm existing conditions and identify any major issues and remaining lifespan. Consultant team will coordinate with utility companies, regulatory agencies, and other stakeholders to gather additional i nformation background information as part of the assessment. All deliverables to be in PDF and native format. The purpose of the field investigation is to refine the project scope.

Site assessments and visits will be consolidated and done on same day where possible to minimize consultant site visits and fees.

Task 3-A-Site Assessment & Inventory
Consultant will conduct a site walk, general assessment, and photographic inventory of park Attachment 1

elements, views, opportunities & constraints.

Deliverables:
• Site walk and general assessment of park elements, views, opportunities & constraints.

Task 3-B-Recreation Building (including seismic assessment) Consultant will assess the general condition of the building and roof including assessment of necessary repairs, replacements, and renovations for code compliance, with an emphasis on restrooms, accessibility, and electrical systems. The lighting assessment will identify energy-saving opportunities related to the interior and exterior lighting system.

Deliverables:
• Technical memorandum and preliminary cost estimate.

Task 3-C-Planting & Trees (Arborist Report – Turf Reduction) Provide arborist report assessing the general condition of trees, along with recommendations on construction methods and measures to best protect trees to be retained. Identification of opportunities to reduce ornamental turf and replacement with drought -tolerant, low maintenance landscaping.

Deliverables:
• Arborist Report
• Softscape analysis exhibit showing design options to reduce and replace turf, water use calculations, technical memorandum and preliminary cost estimate.

Task 3-D-Hardscape & ADA
Assessment of accessible path of travel for entire project site, including water play features.

Assessment of existing condition of hardscape elements and recommendations for removal or replacement.

Deliverables:
• Plan exhibit of existing ADA conditions, hardscape condition analysis, potential solutions, technical memorandum and preliminary cost estimate.

Task 3-E-Assessment of Park Furnishings
Assessment of existing park furnishings – documenting condition, ADA compliance, projected lifespan, proposed replacements.

Deliverables:
• Plan exhibit of existing park furnishings, cut sheets of proposed furnishings, technical memorandum and associated preliminary cost estimate.

Task 3-F-Ornamental Pond
Assessment of existing ornamental pond, including but not limited to issues such as water leakage, safety issues and condition of existing associated pond infrastructure.

Deliverables:
• Plan exhibit, technical memorandum, and preliminary cost estimate. • *** Note – After initial site visit / confirmation by Aquatic Design Group, and confirmation that all of pond and equipment is to be replaced (and City agrees), full assessment not needed, and team can proceed with design.

Task 3-G-Water Play Features
Assessment of all existing water play features, including but not limited to issues such as water leakage, safety issues, condition of existing water play features, accessibility / ADA and associated electrical equipment.

Deliverables:

Attachment 1

• Plan exhibit, technical memorandum and preliminary cost estimate. • *** Note – After initial site visit / confirmation by Aquatic Design Group, and confirmation that all of splash pad and its equipment is to be replaced (and City agrees), full assessment not needed, and team can proceed with design.

Task 3-H-Irrigation System
Assessment of existing irrigation system such as (heads, coverage, materials, pressure, booster pump). Field work to be undertaken by City preferred irrigation supplier (assume no cost to consultant or City).

Deliverables:
• Plan exhibit, technical memorandum and preliminary cost estimate.

Task 3-I-Site Electrical & Lighting System
Assessment of all existing site and electrical system, and design recommendations. Site footcandle study to include Daytime assessment to document fixture types and quantities. Nighttime assessment to document existing illumination levels.

Deliverables:
• Plan exhibit, technical memorandum, and preliminary cost estimate. • Plan exhibit with documented footcandle levels
• Recommendations to: upgrade (replace/retrofit) existing luminaires in areas with reduced illumination, add new poles/fixtures in areas where fixtures do not exist. • Assessment of parking lot and requirements for EV chargers, future EV chargers, EV ADA chargers, and electrical system infrastructure required to accommodate each option.

Task 3-J-Wi-Fi System
Prepare a technical memorandum assessing the Wi-Fi coverage heat map including the number of wireless access points needed as well as the estimated construction costs, the one-time installation and ongoing service costs, costs related to housing the requir ed infrastructure such as network closet, power, switch, etc and any other expected related costs.

Deliverables:
• A preliminary Wi-Fi coverage heat map, technical memorandum and preliminary cost estimate

Task 4: Concept Development

Consultant shall host three virtual or in -person public meetings held on weekday evenings in addition to up to two online surveys. Consultant shall provide City Staff with all meeting materials (storyboards, presentation, etc.) three (3) weeks prior to the public meeting in order to review and make comments. Cost estimates to be prepared for three concept plans demonstrating conformance to design, construction and public art budget, inclusive of all contingencies. Meetings to be scheduled in partnership with City to maximize participation.

Task 4-A-Community Meeting #1 & Survey # 1
To be scheduled prior to beginning concept design, the RRM team will prepare for and facilitate a public meeting to discuss the current condition of the park and to gather public input around the required and desired improvements. RRM will lead the meeting, take notes, and prepare a meeting summary of all public input.

Consultant will prepare Online Survey #1 which will capture existing park use and desired improvements to supplement Meeting #1. Consultant will develop the survey questions and summarize results, City staff will administer the online survey.

Attachment 1

Deliverables:
• Prepare for and facilitate/lead meeting
• Develop survey questions
• Review and summarize survey results and compilation of public input

Task 4-B-Park Stakeholder Meetings – (Optional Task)
Consultant will prepare for and attend two pop-up events to gather park input from users in-person.

Consultant will prepare the meeting notice flyer to be distributed by the City. This meeting will include a number of activities for interaction with kids and adults including survey questions, design exercises, and priority setting questions that address design features and amenities as well as the City’s budget.

Deliverables:
• Two in person pop-up events (time and day of week of pop-up events to be determined) • Presentation materials
• Results and compilation of public input

Task 4-C-Concept Plan Options & Cost Analysis
Based on feedback from Staff and the Community, Consultant will prepare three scaled and accurate site concept plan alternatives, as well as a conceptual floor plan for the recreation building renovation, new maintenance building, and auxiliary restroom. T he concepts will incorporate all items listed in the project description as well as physical solutions to desires of the community to preserve the character of “their” park, while allowing for an effective and sustainable renovation of the park and recomme ndations from the condition assessments. Consultant will prepare three planning level cost estimates to illustrate how the alternatives relate to the City budget and community priorities. The estimates will include design contingencies and other design fea tures if budget allows. The plans will be presented to staff for review, comment, and revisions prior to the next community meeting.

Deliverables:
• Prepare (3) color concept plan alternatives.
• Planning level cost estimates for each option.

Task 4-D-Community Meeting #2 & Online Survey #2
Consultant will prepare for a second community meeting to obtain feedback on the three concept plans and associated planning level cost estimates. Consultant will lead and facilitate the meeting, take notes, and summarize public input, including trends of ideas proposed. Consultant will prepare the meeting notice flyer to be distributed by the City.

Consultant will prepare Online Survey #2 which will capture feedback on the three presented Concept Plans. Consultant will develop the survey questions, City staff will administer the online survey.

Deliverables:
• Prepare for and facilitate/lead meeting
• Develop survey questions
• Results and compilation of public input

Task 4-E-Refined Concepts
Incorporating feedback from staff and the community consultant will refine the concept site plans consolidating them from three to two and will refine the floor plan concepts for the recreation building, new prefabricated maintenance building, and auxiliary prefabricated restroom. The plans will be presented to staff for review, comment, and revisions prior to the next community meeting.

Deliverables:

Attachment 1

• Prepare (2) refined color concept plans
• Refined recreation building floor plan concept
• Planning level cost estimates for each option

Task 4-F-Community Meeting #3
Consultant will present the two refined concept site plans and floor plans of the recreation building renovation, new prefabricated maintenance building, and prefabricated auxiliary restroom incorporating all feedback from the online surveys and previous t wo public outreach meetings.

Consultant will lead and facilitate the meeting, take notes, and summarize public input. Consultant will prepare the meeting notice flyer to be distributed by the City.

Deliverables:
• Prepare for and facilitate/lead meeting
• Results and compilation of public input

4-G-Final Concept Plan
Consultant will prepare a consolidated, final concept plan based on public input from Community Meeting #3 and City direction. Plan to be used for City Council and Parks & Recreation Commission Meetings and other City communication needs such as public notification and outreach.

Deliverables:
• Final Concept Plan in PDF format

Task 4-H-Public Art Coordination
Consultant will prepare an exhibit showing potential public art locations in coordination with the City’s Department of Library and Recreation Services. Exhibits to assist in Cities selection of the artist that will design the public art for the project.

Deliverables:
• (1) Public Art Exhibit
• Coordination with City

Task 4-I-Parks & Recreation Commission Meeting
Consultant will prepare for and support City staff at one Parks & Recreation Meeting. Consultant, in coordination with the City, will produce a PowerPoint presentation.

Deliverables:
• Attend (1) Parks & Recreation Commission meeting
• Prepare PowerPoint Presentation

Task 4-J-City Council Meeting
Consultant will prepare for and support City staff at one City Council Meeting. Consultant, in coordination with the City, will produce a PowerPoint presentation.

Deliverables:
• Attend (1) City Council Meeting
• Prepare PowerPoint Presentation

Task 4-K-Guiding Document
Consultant team will produce a final report / guiding document for implementation of the project which will include project next steps, due dates and responsibilities.

Deliverables:
• Final Report / Guiding Document for Implementation in PDF

Task 4-L-Reduction of the Pond & Other Scope Investigation (Optional Task) The consultant team will produce a design plan exhibit and preliminary cost estimating analyzing Attachment 1

design options to reduce the Ornamental Pond and provide other improvements in place.

Deliverables:
• Design plan exhibit
• Preliminary cost estimating

Task 5 Construction Documents

Consultants as the Architect of Record will be responsible for design and preparation of complete plans and technical specifications for the project. The consultant will perform an adequate field investigation to confirm existing conditions, as noted in the Preliminary Design section.

All work will endeavor to comply with all applicable rules, regulations, code, law, and good practice for public facilities. When possible, the Consultant shall incorporate “green” building/construction practices, sustainability, energy efficiency, and low operations and maintenance costs into recommendations and subsequent design.

Use of contractors, and all applicable subcontractors which are required to pay prevailing wages, requires registration with the State of California, Department of Industrial Relations (DIR) through the Public Works Contractor Registration Program (PWC Reg istration) before bidding, being awarded, or performing work on public works projects in California. This includes those performing surveying work, material testing, inspection, trucking, boring, potholing, concrete deliveries and temporary service compani es who provide workers to prevailing wage contractors. For complete details, please refer to Attachment 4: Labor Compliance.

Plans and specifications will provide sufficient detail to result in a good quality product while allowing competitive pricing where possible and appropriate, and provide options to the contractor where appropriate to obtain the same good level of quality for the best bid price.

Plans and specifications will not specify proprietary products or services. Specifications will be prepared in CSI 2020 format.

Consultant will coordinate and prepare documentation to facilitate permits and outreach with utility companies, regulatory agencies, Building Division and other stakeholders will be the consultant’s responsibility. Storm Water Management Plan (SWMP) for th e project, the consultant will prepare the SWMP and hire and pay a certified third-party reviewer from the SCVURPPP list of prequalified consultants as required for the building permit.

PS&E documents will include: grading and drainage, utility plans, horizontal control plan, landscape construction plans and details, planting plan, irrigation plan, electrical engineering plan, Wi -Fi system, architecture plans for maintenance building renovation, pond and water play features, and prefabricated restroom and maintenance building plans (manufacturer provided) to levels of completion as described below.

All submittals shall include digital copies (PDF and native format) of all documents.

Task 5A: CEQA Memorandum & Technical Studies
Consultant will confirm the appropriate CEQA documentation for the project during a meeting with City staff and the project team. A memorandum will be submitted to the prime prior to submittal of the 30% plans.

Prior to submittal of the 75% plans, DJP&A will prepare a NOE and CE Justification Memorandum for the City’s review. The NOE and CE Justification Memorandum will be supported by a Health Risk Assessment. One round of review by the City is assumed.

Attachment 1

Deliverables:
• CEQA confirmation memorandum
• NOE and CE Justification Memorandum
• Health Risk Assessment

Task 5B-30% PS&E
Consultant team will prepare 30% construction documents including:
• Cover sheet and plan sheet with base mapping and preliminary details / Cut sheets for equipment/appurtenances such as pump systems and electrical or mechanical equipment / documentation of outreach with franchise utility companies for facilities needed as a result of construction activities. Note that the City has standards on various park fixtures and this list will be provided to the consultant.
• 30% construction cost estimate
• Electronic Preliminary Reports. At a minimum: a geotechnical report shall be submitted with information suitable for the new buildings, and lighting foundation design and an Environmental Site Assessment (ESA) shall be submitted documenting any existing contamination for material to be off hauled, and recommendations for disposal. • Brief memorandum of determination if the projects construction activities are within the NPDES Construction General Permit. Include project type and Risk Level. • Table of contents list for technical specifications.
• Recommendations for staging construction to reduce impact on surrounding neighborhood users.
• Exhibit of potential art locations for the public art design. • Schedule for coordination with PG&E.
• Project schedule update.

Deliverables:
• 30% Plans, Specifications, Estimate, Reports and Documents listed above – (PDF and native format and one set of 24” x 36” hard copy plans, optional)

Task 5C-Stormwater Management Plan
Civil engineer will design a stormwater management plan in compliance with C.3 requirements.

The Consultant shall hire and pay a certified third -party reviewer from the SCVURPPP list of prequalified consultants as required for the building permit prior to the submittal of the 75% PS&E submittal.

Deliverables:
• Stormwater Management Plan

Task 5D-75% PS&E
Consultant team will resolve major issues prior to this submittal including resolution or timeline of resolution of utility issues. The intent of this submittal is to provide plans and project documents in sufficient detail to allow for a thorough and complete City review. • 75% Plans: All consultant and sub-consultant work to be included and all details accounted for. Construction staging / phasing information to be included, with deferred submittals listed on plan set cover sheet.
• 75% Specifications: Technical specifications, including incorporation of any mitigation measures required by the CEQA document. Special Provisions, with recommended changes in track changes format. The special provisions shall also include the following from the consultant:
o Bid Item descriptions and measurements and payment provisions.

Attachment 1

o A list of minimum required submittals during construction. o List of information available to bidders, with disclaimer o A table listing all inspections (including any special inspections and materials testing) and associated responsibility.
o A table list of materials requiring warranties, and associated warranty periods. • 75% construction cost estimate in the form of the bid schedule. • Project schedule update.
• Responses to the City’s review comments on the 30% submittal, along with return of mark- ups.
• PG&E permits are in process.
• Water Efficiency design calculations to comply with Sunnyvale Municipal Code 19.37.050. • Stormwater management and compliance with NPDES C.3 requirements to be incorporated into the design.
• Calculations and forms/reports containing information necessary ready for upload and for City to certify this project into the Stormwater Multiple Application and Report Tracing System (SMARTS) for compliance under the Construction General Permit. • Deferred submittals and special inspections identified on plans. • Documentation of status of permits required (PG&E and/or environmental). • Other supporting documentation.

Deliverables:
• 75% plans, specifications, estimate, reports and documents listed above – (PDF and native format and one set of 24” x 36” hard copy plans, optional)

Task 5E-100% PS&E & Permitting
Consultant team will address all issues, prior comments, and concerns in this submittal and obtain necessary permits during this stage of the project. Submittal to include:
• 100% Plans: peer review completed at this stage of the project, with statement and signature on the cover sheet. The professional shall sign, date, and seal the following Certification of Peer Review on a letterhead document with the transmittal of the final plans and specifications:
•
• “The undersigned hereby certifies that a professional peer review of these plans and the required designs was conducted by me, a professional engineer with expertise and experience in the appropriate fields of engineering equal to or greater than the Engineer of Record, and that appropriate corrections have been made.” •
• 100% Specifications to include: reviewed bid instructions / finalized technical specifications / finalized special provisions.
• 100% construction cost estimate.
• Project schedule update.
• Responses to the City’s review comments on the 75% submittal, along with return of mark- ups.
• Coordination with public art artist to incorporate any details needed for anchorage of the artwork.
• Utility permits – (PG&E and others to be obtained)
• Stormwater Management Plan Third Party Certification. • Other supporting documents as necessary.

Deliverables:

Attachment 1

• 100% plans, specifications, estimate, reports and documents listed above – (PDF and native format and one set of 24” x 36” hard copy plans, optional)

Task 5F-Bid Documents
Consultant team will prepare the bid package including incorporation of the City’s final comments from the 100% submittal, and incorporation of all Building Division comments.

Deliverables:
• 100% Plans (stamped and signed on each sheet by the Engineer/Architect of Record and by discipline), Specifications (with coversheet stamped and signed by all necessary disciplines), Final construction cost estimate, Final project schedule update, Reports and Documents listed above – (PDF and native format)

Task 5G-QA/QC
Consultant team will provide construction documents that have been peer reviewed by internal staff personnel. A statement of peer review is to be provided for overall constructability, coordination, and for reasonable reduction in errors and omissions.

Deliverables
• Internal QA/QC peer review of construction documents
• Certification of peer review on a letterhead document at 100% PS&E submittal.

Task 5I: CEQA MND (Optional Task)
If it is determined the project does not qualify for a CE, consultant will prepare a CEQA Initial Study.

The Initial Study will include a project description, discussion of consistency with applicable plans and policies, and a section that includes a description of existing conditions on the site, the CEQA environmental checklist, and an explanation of project effects and mitigations. This scope assumes two rounds of City review on the IS/MND, preparation of a Mitigation Monitoring and Reporting Program, consultant virtual attendance at up to two public hearings. T he Health Risk Assessment described under Task 5 -A-CEQA Memo above would be required, however, no other technical studies are assumed.

Deliverables:
• Mitigation Monitoring and Reporting Program

Task 5K: Arborist Report – Additional Site & Construction Recommendations (Optional Task)
Estimate the value of each tree using the latest methods established by the Council of Tree and Landscape Appraisers. Evaluate development impacts to trees based on plans provided by the client. Identify trees to be preserved and removed. Provide guideline s for tree preservation during the design, construction, and maintenance phases.

Deliverables:
• Tree value estimates
• Development impacts assessment
• Tree preservation guidelines

Task 6 Construction Support Services

The City’s construction management team will have primary responsibility for construction management and inspection. The consultant’s point of contact will be the City’s construction manager, not the contractor.

Attachment 1

Task 6-A-Bid Assistance
Consultant team will support the City during the bidding process by responding to bidder’s requests for information (RFIs), the City’s coordination efforts to inform plan-holders of significant responses to RFIs, pre-bid substitution requests forwarded to us by the City, and issue addenda as deemed necessary and reasonable by the City to clarify design related issues. During bidding, all proposers’ communications will be directed through the City’s Purchasing Officer. If addenda to bid documents are extensi ve and are as a result of consultant’s work product, conformed documents shall be prepared at no expense to the City. City will provide reproduction services. As a part of this task, we will attend one (1) pre-bid conference.

Deliverables:
• Response to bidder’s RFIs, pre-bid substitution request review, addenda, attend one (1) pre-bid conference

Task 6-B-Construction Administration
Following the award of the general construction contract, consultant will support the City during the construction phase of the project. Consultant team will review and respond to RFI, Change Orders (CO), submittals, substitutions, and contractor supplied shop drawings, which includes clarifying, providing revisions, conformance to plans and technical specifications or additional detail where necessary on the plans and specifications in a timely manner in order to avoid construction delays and claims. The c onsultant will stamp and sign any revisions to the contract plans as a result of responses to RFIs or as a result of executed change orders. Consultant shall ensure that all changes comply with the applicable codes and coordinate with the Building Departme nt as necessary. The consultant will review and make recommendations on proposed changes to the contract (Request for Quotations and Contract Change Orders). Under this task, consultant will also prepare and issue Supplemental Instructions as necessary to clarify technical details and prepare preliminary and final punch lists. Consultant will also coordinate with consultants, agency, and City staff as necessary. The City’s construction management team will have primary responsibility for construction management and inspections.

Deliverables:
• RFI, CO, submittal reviews, shop drawings responses, supplemental instructions, punch lists, substitution review, and general record keeping documents. • Review and make recommendations on proposed changes to the contract. • Coordinate with public art artists.
• Prepare punch list.
• Stamp plan revisions as needed.

Task 6-C-Construction Meetings
Consultant project manager and/or designated representative will prepare for and attend construction meetings including a hand -off meeting to the construction management team, pre - construction meeting, a substantial completion walk, a final punch list walk , and up to 5 periodic construction meetings. At the hand -off meeting the Consultant shall be prepared to address:
possible construction pitfalls, items for the construction management team to be aware of (special working hours, shortened timelines for submittal reviews, etc.). Design representative will observe construction progress and generally coordinate with the City and address project issues.

Deliverables:
• Attend and prepare information for (1) internal handoff meeting from designer to construction management team.
• Attend one (1) preconstruction meeting.
• Attend five (5) periodic construction progress meetings. • Attend one (1) punch list walk and develop list.

Attachment 1

Task 6-D-Record Drawings
Consultant will prepare Record Drawings based upon red-lines provided by the contractor and field reviews. All changes to be indicated in red and clouded, and all sheets stamped with “Record Drawings” stamp. The stamp shall include Engineer of Record Company Name, name of Engineer of Record, date of the Record Drawing update, and the standard disclaimer. The record drawings will be prepared digitally using AutoCAD.

Deliverables:
• Record drawings in CAD format, submitted in PDF and CAD format.

Task 6-E-Lessons Learned Meeting –
Consultant will participate in (1) “Lessons Learned” meeting with all parties at the end of the project.

Deliverables:
• Attend virtual lessons learned meeting.

Limitations/Exclusions
• Construction Management
• Traffic Study
• Permit Fees
• Destructive testing
• Recreation Building mechanical design
• Translation/Interpretation

Available Documents
The below list of information is available for information only:

• Record drawings. The City does not guarantee the accuracy or completeness of record drawings. Consultant shall verify all information to their professional satisfaction. o PR-67-13, Las Palmas Park aka Central Park, 1970
o PR-71-2, Las Palmas Park Softball Backstop, 1971
o PR-71-3, Las Palmas Park Spray Pool, Picnic Area & Storage Building, 1971 o PR-74-6, Municipal Tennis Center (aka Las Palmas), 1975 o PR-75-4, Las Palmas Park Addition, 1975
o PR-79-10, Ponderosa Park Recreation Building & Restroom Modifications (also Las Palmas, Braly and Fair Oaks Parks), 1979
o PR-91-3, Las Palmas Park Picnic Area Addition, 1991
o PR-91-5, Las Palmas Park Children’s Play Area Improvements, 1992 o PR-97-08, Municipal Tennis Center Expansion at Las Palmas Park, 2000 o PR-13/05-14, Playground Equipment Replacement at Las Palmas Park, 2014 o PR-16-02, Parks Parking Lot Rehabilitation, 2017
• Utility block maps for City sanitary sewer and storm drain are available on the City’s website. City staff will provide water facilities block maps as necessary. https://www.sunnyvale.ca.gov/city-services/online-services/maps-and-gis/utility-maps • Benchmarks for vertical control are listed on the City’s website:
https://www.sunnyvale.ca.gov/home/showpublisheddocument/1590/637820851886430000 • City standard specifications and details are available on the City’s website - Details:
https://www.sunnyvale.ca.gov/home/showpublisheddocument/2920/637822741794530000 Specifications:
https://www.sunnyvale.ca.gov/home/showpublisheddocument/1606/637820851912670000 • Park Design Guidelines
https://www.sunnyvale.ca.gov/home/showpublisheddocument/4229/638084199958730000 Attachment 1

• Parks and Recreation Standards
https://www.sunnyvale.ca.gov/home/showpublisheddocument/3270/638085069689270000

The below information will be provided during design to the consultant. • GIS data for property lines, street center lines, and two (2) foot contours • Aerial photographs from 2011 (ArcGIS format)
• City standard plan cover sheet

Attachment 1

Attachment 1 - Project Location Map & Limit of Work

Attachment 1

May
TASK 1: PROJECT MANAGEMENT
Subtask 1.A: Schedule
Subtask 1.B: Coordination & Management
Subtask 1.C: Meetings
TASK 2: PROJECT INITIATION
Subtask 2.A: Geotechnical Investigation
Subtask 2.B: Topographic Survey
Subtask 2.C: Boundary Analysis - Optional Task
TASK 3: PRELIMINARY DESIGN AND CONDITION ASSESSMENT
Subtask 3.A: Site Assessment and Inventory
Subtask 3.B: Recreation Building
Subtask 3.C: Planting and Trees (Arborist Report - Turf Reduction) Subtask 3.D: Hardscape and ADA
Subtask 3.E: Assessment of Park Furnishings
Subtask 3.F: Ornamental Pond ADF
Subtask 3.G: Water Play Features
Subtask 3.H: Irrigation System
Subtask 3.I: Electrical and Lighting System
Subtask 3.J: Wi-Fi System
TASK 4: CONCEPT DEVELOPMENT
Subtask 4.A: Community Meeting #1 and Survey #1
Subtask 4.B: Park Stakeholder Meetings - Optional Task
Subtask 4.C: Concept Plan Options and Cost Analysis
Subtask 4.D: Community Meeting #2 and Online Survey #2
Subtask 4.E: Refined Concepts
Subtask 4.F: Community Meeting #3
Subtask 4.G: Final Concept
Subtask 4.H: Public Art Coordination
Subtask 4.I: Parks and Recreation Commision Meeting
Subtask 4.J: City Council Meeting
Subtask 4.K: Guiding Document
ubtask 4.L: Reduction of the Pond and Other Scope Investigations - Optional Task TASK 5: CONSTRUCTION DOCUMENTS
Subtask 5.A: CEQA Memo & Technical Studies
Subtask 5.B: 30% PS&E
Subtask 5.C: Stormwater Management Plan
Subtask 5.D: 75% PS&E `
Subtask 5.E: 100% PS&E and Permitting
Subtask 5.F: Bid Documents
Subtask 5.G: QA/QC
Subtask 5.I: CEQA MND - Optional Task
Subtask 5.K: Arborist Report - Additional Site & Construction Recommendations - Optional Task
TASK 6: CONSTRUCTION SUPPORT SERVICES
Subtask 6.A: Bid Assistance
Subtask 6.B: Construction Administration
Subtask 6.C: Construction Meetings
Subtask 6.D: Record Drawings
Subtask 6.E: Lessons Learned Meeting
Meeting
Duration
City Review
February May
2027
March April May June July August September October November December January February 2025 2026
March

LAS PALMAS PARK RENOVATION

ENHANCEMENT

PROJECT SCHEDULE
July 19, 2024
October November DecemberSeptember April June July AugustAugust September 2024
October November December January October NovemberJanuary February March April July August SeptemberJune `
Exhibit A-1
Attachment 1

RRM
GINA
CHAVEZ
RRM
JULIAN

SIMEONI

RRMJEFF FERBER
RRM
CHRIS
DUFOUR
RRM
YUKI

IGARASHI

RRMTOM HARE
RRM
AMANDA
SEIBEL

RRMBYRON WONG
RRM

DIEGO DE

ARCO VELEZ
RRM

MICHAEL

DOREMUS
RRM

STRUCTURAL ALL
STAFF

AQUATIC
DESIGN
GROUP
BSK

ASSOCIATES
BKF
ENGINEERS P2S TBD

CONSULTANTS

DAVID POWERS
& ASSOCIATES

WOODREEVE

CONSULTING
205 $ per hour 185 $ per hour 255 $ per hour 185 $ per hour 130 $ per hour 215 $ per hour 175 $ per hour 230 $ per hour 130 $ per hour 240 $ per hour 150 $ per hour 1 Project Management

1.A. Schedule 0 $0 11 $2,035 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 11 $2,035

1.B Coordination & Management 8 $1,640 75 $13,875 0 $0 0 $0 12 $1,560 0 $0 0 $0 0 $0 0 $0 1 $240 0 $0 96 $17,315

1.C Meetings 10 $2,050 32 $5,920 0 $0 0 $0 12 $1,560 0 $0 0 $0 16 $3,680 0 $0 2 $480 0 $0 72 $13,690 2 Project Initiation

2.A Geotechnical Investigation 0 $0 3 $555 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 4 $960 0 $0 7 $1,515

2.B Topographic Survey 0 $0 6 $1,110 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 6 $1,110 3 Preliminary Design and Condition Assessment

3.A Site Assessment and Inventory 0 $0 16 $2,960 0 $0 0 $0 16 $2,080 3 $645 0 $0 8 $1,840 0 $0 $0 0 $0 43 $7,525

3.B Recreation Building (including Seismic Assessment) 0 $0 2 $370 0 $0 0 $0 0 $0 0 $0 0 $0 16 $3,680 0 $0 50 $12,000 0 $0 68 $16,050

3.C Planting & Trees (Arborist Report – Turf Reduction) 0 $0 4 $740 0 $0 0 $0 5 $650 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 9 $1,390

3.D Hardscape & ADA 0 $0 5 $925 0 $0 0 $0 12 $1,560 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 17 $2,485

3.E Assessment of Park Furnishings 0 $0 2 $370 0 $0 0 $0 6 $780 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 8 $1,150

3.F Ornamental Pond 0 $0 5 $925 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 5 $925

3.G Water Play Features 0 $0 5 $925 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 5 $925

3.H Irrigation System 0 $0 7 $1,295 0 $0 10 $1,850 4 $520 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 21 $3,665

3.I Electrical and Lighting System 0 $0 5 $925 0 $0 0 $0 1 $130 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 6 $1,055

3.J Wi-Fi System 0 $0 5 $925 0 $0 0 $0 2 $260 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 7 $1,185 4 Concept Development

4.A Community Meeting #1 and Survey #1 4 $820 10 $1,850 2 $510 0 $0 13 $1,690 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 29 $4,870

4.C Concept Plan Options and Cost Analysis 24 $4,920 110 $20,350 8 $2,040 0 $0 150 $19,500 2 $430 0 $0 32 $7,360 32 $4,160 0 $0 0 $0 358 $58,760

4.D Community Meeting #2 and Online Survey #2 4 $820 7 $1,295 3 $765 0 $0 10 $1,300 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 24 $4,180

4.E Refined Concepts 5 $1,025 42 $7,770 6 $1,530 0 $0 70 $9,100 0 $0 0 $0 12 $2,760 16 $2,080 0 $0 0 $0 151 $24,265

4.F Community Meeting #3 4 $820 7 $1,295 0 $0 0 $0 8 $1,040 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 19 $3,155

4.G Final Concept 8 $1,640 16 $2,960 2 $510 0 $0 16 $2,080 0 $0 0 $0 4 $920 8 $1,040 0 $0 0 $0 54 $9,150

4.H Public Art Coordination 0 $0 8 $1,480 0 $0 0 $0 16 $2,080 0 $0 12 $2,100 0 $0 0 $0 0 $0 0 $0 36 $5,660

4.I Parks and Recreation Commision Meeting 6 $1,230 10 $1,850 0 $0 0 $0 12 $1,560 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 28 $4,640

4.J City Council Meeting 6 $1,230 10 $1,850 0 $0 0 $0 8 $1,040 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 24 $4,120

4.K Guiding Document 0 $0 8 $1,480 0 $0 0 $0 16 $2,080 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 24 $3,560 5 Construction Documents

5.A CEQA Memo & Technical Studies 0 $0 3 $555 0 $0 0 $0 4 $520 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 7 $1,075

5.B 30% PS&E 16 $3,280 50 $9,250 4 $1,020 18 $3,330 100 $13,000 3 $645 0 $0 12 $2,760 28 $3,640 2 $480 24 $3,600 257 $41,005

5.C Stormwater Management Plan 0 $0 2 $370 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 2 $370

5.D 75% PS&E 24 $4,920 205 $37,925 4 $1,020 24 $4,440 302 $39,260 0 $0 0 $0 12 $2,760 28 $3,640 2 $480 16 $2,400 617 $96,845

5.E 100% PS&E and Permitting 4 $820 80 $14,800 0 $0 10 $1,850 160 $20,800 0 $0 0 $0 12 $2,760 28 $3,640 4 $960 8 $1,200 306 $46,830

5.F Bid Documents 4 $820 40 $7,400 0 $0 4 $740 80 $10,400 0 $0 0 $0 8 $1,840 16 $2,080 1 $240 12 $1,800 165 $25,320

5.G QA/QC 0 $0 6 $1,110 0 $0 44 $8,140 0 $0 0 $0 0 $0 8 $1,840 16 $2,080 4 $960 8 $1,200 86 $15,330 6 Construction Support Services

6.A Bid Assistance 0 $0 24 $4,440 0 $0 0 $0 0 $0 0 $0 0 $0 8 $1,840 4 $520 2 $480 0 $0 38 $7,280

6.B Construction Administration 10 $2,050 190 $35,150 0 $0 20 $3,700 50 $6,500 0 $0 0 $0 40 $9,200 40 $5,200 4 $960 40 $6,000 394 $68,760

6.C Construction Meetings 0 $0 44 $8,140 0 $0 0 $0 15 $1,950 0 $0 0 $0 20 $4,600 20 $2,600 2 $480 0 $0 101 $17,770

6.D Record Drawings 0 $0 5 $925 0 $0 3 $555 30 $3,900 0 $0 0 $0 4 $920 28 $3,640 1 $240 6 $900 77 $11,080

6.E Lessons Learned Meeting 0 $0 1 $185 0 $0 0 $0 1 $130 0 $0 0 $0 2 $460 0 $0 1 $240 0 $0 5 $1,015 Proposal Subtotal 137 $28,085 1061 $196,285 29 $7,395 133 $24,605 1131 $147,030 8 $1,720 12 $2,100 214 $49,220 264 $34,320 80 $19,200 114 $17,100 3183 $527,060 Reimbursable Expenses
Optional Services

2.C Boundary Analysis 0 $0 2 $370 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 2 $370

4.B. Park Pop-Up Events 8 $1,640 8 $1,480 0 $0 0 $0 24 $3,120 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 40 $6,240

4.L Reduction of the Pond and Other Scope Investigations 0 $0 24 $4,440 0 $0 0 $0 24 $3,120 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 48 $7,560

5.I CEQA MND 0 $0 8 $1,480 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 8 $1,480

5.K Arborist Report - Additional Site & Construction Recommendations 0 $0 2 $370 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 2 $370 Total Optional Services 8 $1,640 44 $8,140 0 $0 0 $0 48 $6,240 0 $0 0 $0 0 $0 0 $0 0 $0 0 $0 100 $16,020 Total Including Optional Services 145 $29,725 1105 $204,425 29 $7,395 133 $24,605 1179 $153,270 8 $1,720 12 $2,100 214 $49,220 264 $34,320 80 $19,200 114 $17,100 3283 $543,080 1 2
3 City of Sunnyvale
RFP F24-113 Proposal for: Las Palmas Park Renovation and Enhancement RRM Design Group
July 17th, 2024
$12,000
$0
$0
$0
$0
$0
$0
$0
$0
$0
$22,285
$14,545
$2,154
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$3,150
$14,700
$3,150
$2,100
$509
$525
$6,825
$840
$840
$420
$1,587
$4,032
$525
$525
$210
$0
$0
$0
$0
$0
$0 $1,038,351
$44,061
$100,109
$11,920
$176,865
$94,256
$0
$0
$0
$0
$0
$0
$58,437
$23,730
$0
$0
$0
$0
$0
$0
$0
$12,542
$94,317
$11,634
$0
$0
$0
$4,200
$4,200
$8,400
$4,200
$8,883
$0
$0
$0
$13,324
$0
$17,272
$13,818
$42,986
$0
$0
$0
$0
$0
$15,330
$0
$23,268
$1,058
$0
$0
$0
$3,570
$0
$0
$16,800
$11,550
$21,000
$21,000
$0
$13,650
$0
$14,910
$11,550
$0
$0
$0 $0 $0 $0 $3,560
$171,134$83,684 $19,530
$0 $0 $0 $0 $6,215
$0 $0 $0 $0 $4,120
$0 $0 $0 $0 $4,730
$0 $0 $0 $0 $5,660
$0 $86,753$13,818
$0 $0 $0 $5,755
$9,870 $0 $0 $0 $41,485
$0
$12,600
$0
$5,250
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$1,575
$1,575
$2,100
$1,575
$1,575
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$12,775
$22,350
$9,475
$15,085
$2,725
$6,917
$6,917
$4,933
$1,575 $0 $0 $0 $0 $0 $6,445
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$4,200
$4,200
$4,200
$1,575
$1,267
$1,267
$1,268
$0
$0
$0
$0
$0
$8,400
$0
$0
$0
$0
$2,100
$2,100
$0
$0
$0
$2,100
$2,100
$0
$0 $0 $0 $6,300 $1,268 $0 $0 $0 $8,623
$0
$0 $0 $0 $0 $17,475
$0 $0 $37,275 $0 $0 $0 $0 $0 $38,385
$1,233 $0 $0 $0 $23,795
$0 $0 $0 $0 $3,400
$5,040 $0 $0 $2,887 $0 $0 $0 $0 $25,242
ODCs Total
Other Direct Costs Total Fee
Electrical Engineer Co
st Estimator CEQA Arborist
Labor Su bconsultants
Architect Jo b Captain Structural Engineer Project Role Aquatic Design Geotechnical Engineer Civil Engineer lump sum per tasklump sum per task lump sum per task
Total Hours Total Labor
Costs
Park Maintenance +
Implementation
Specialist
In-house Artist
Tasks
Principal-in-Charge Project Manager Consulting Principal Pr
incipal Landscape
Architect + Irrigation
Specialist
Landscape Architect
$210 $0 $ 0 $1,155
$5,040 $0 $2,100 $1,732
$0 $15,960 $0 $0
$1,945
$78,108 $5,460
$0
$0 $1,108,318$83,684 $19,530 $176,384 $92,609 $97,463
$0$0 $1,575
lump sum per task
$0
$0 $
0 $0 $0
$0
$0
$0
$3,885
$0
$1,575
$0
$0
$0
$0 $0
$42,986 $3,885
$0
lump sum per task
$92,609 $97,463
$
35,122
$5,250 $0 $0
$0 $0 $0
lump sum per task lump sum per task
$0 $0
$
0$0 $0 $9,975
$0
$0 $0
$0
$0
$0
$2,625
$2,625
$0
$0
$0
$0
$0
$0
$0
$0
$3,150
$0
$0
Task 6.B & 6.C - Construction Administration & Meetings - Fee based on typical and reasonable consultant involvement per hours and quanity of meetings specified and duration and construction. $0
$57,967
$0
$0
$11,160
$36,602
$5,620
$6,240
$0 $0
$0
Task Description (Change task titles as detailed
in the scope of work)
Task
#
Notes:

Ta
sk 2.A Geotechnical Investigation Includes Percolation Testing Task 5.A CEQA Memo & Technical Studies: Note if during preparation of the CD Justification Memo it is determined the project does not qualify for a CE, then the preparation of CEQA Notice of Exemption will not be needed - Savings of $14,540. $35,122
$0
$0
$0
$9,150
$7,560
$0 $5,250$0
$0 $0
$0 $0
Exhibit B
Attachment 1

Exhibit C

INSURANCE REQUIREMENTS

Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work by the Contractor, their agents, representatives, or employees.

Minimum Scope and Limits of Insurance. Contractor shall maintain limits not less than:

1. Commercial General Liability : coverage written on an occurrence basis with limits not less than $2,000,000 per occurrence and $4,000,000 aggregate for bodily injury, personal injury and property damage. ISO Occurrence Form shall be at least as broad as CG 0001.

2. Automobile Liability: coverage with a combined single limit of not less than $2,000,000 per occurrence applying to all owned, non -owned, or hired vehicles used in conjunction with this contract for bodily injury and property damage. ISO Form shall be at least as broad as CA 0001.

3. Workers’ Compensation: Statutory Limits and Employer's Liability: $1,000,000 per accident for bodily injury or disease.

Industry Specific Coverages. If checked below, the following insurance is also required:

☒ Professional Liability / Errors and Omissions Liability coverage with limits not less than $2,000,000 per occurrence or claim.

☒ Valuable Papers and Electronic Data Processing with limits not less than $10,000 each.

☐ Cyber & Tech Liability coverage with limits not less than of $1,000,000 per occurrence or claim.

☐ Crime coverage with limits not less than $500,000 to include third party premises endorsement.

Deductibles, Self-Insured Retentions and Other Coverages:

Any deductibles or self-insured retentions must be declared and approved by the City of Sunnyvale, Risk Manager. The Contractor shall guarantee payment of any losses and related investigations, claim administration and defense expenses within the deductible or self-insured retention.

The aforementioned insurance requirements can be met through any combination of self-insured, primary and excess/umbrella policies that fulfill the stipulated coverage as cited above.

Other Insurance Provisions:

1. During the term of the contract, the City of Sunnyvale, its officers, officials, employees, agents, and volunteers are to be covered as an additional insured in the Contractor’s commercial general liability policy (and if industry specific coverage box is checked above, valuable papers, electronic data processing, and cyber liability policies) with respect to liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor. The coverage shall contain no Attachment 1

special limitations on the scope of protection afforded to the City of Sunnyvale, its officers, officials, employees, agents, or volunteers.

Additional Insured Endorsement for ongoing operations at least as broad as ISO CG 20 10 Scheduled, or automatic CG 20 38 and completed operations shall be at least as broad as ISO CG 20 37 scheduled or automatic ISO CG 20 40.

2. During the term of the contract, the Contractor’s Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Sunnyvale.

3. For all Architects, Engineers and Design Professionals - If Industry Specific Coverage box is check above and if the Contractor’s Professional Liability/Errors and Omissions coverage is written on a claims made basis:
a. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of the contract of work. c. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Dat e prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of three (3) years after completion of contract work.

4. For any claims related to this agreement, the Contractor’s insurance shall be primary. Any insurance or self -insurance maintained by the City of Sunnyvale, its officers, officials, employees, agents and volunteers shall be excess of the Contractor’s insura nce and shall not contribute with it and shall be at least as broad as ISO CG 20 01 04 13.

5. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City of Sunnyvale, its officers, officials, employees, agents or volunteers.

6. The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

7. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City of Sunnyvale.

8. Any umbrella or excess Insurance Liability policies shall be true “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all of the insurance requirements stated in this document, including the additional insured, SIR, and primary and non-contributory insurance requirements for the benefit of City (if agreed to in a written contract or agreement) until all coverage carried by or available to the Contractor’s primary and excess liability policies are exhausted and before the City’s own Insurance or self- insurance shall be called upon to contribute to a loss.

Attachment 1

9. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated above shall not serve to reduce the Contractor’s policy limits of coverage.

Therefore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is greater.

Acceptability of Insurers:

Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII, and who are admitted and authorized to do business and in good standing in California unless otherwise acceptable to the City of Sunnyvale’s Risk Manager.

Verification of Coverage:

City utilizes PINSAdvantge.com (PINS) to track and verify all insurance related documents. City is no longer accepting Certificates of Insurance by mail and requires the use of PINS. City will email the Contractor requesting proof of insurance for this Con tract through the PINS platform ( no- [email protected]), which include instructions on how to upload insurance documents electronically. Contractor shall furnish the City with an electronic Certificate of Insurance effecting the coverage required. The certificates are to be signed by a person authorized by th at insurer to bind coverage on its behalf and name City of Sunnyvale, Attn: Risk Management, 456 W. Olive Ave, Sunnyvale, CA 94088 as the certificate holder. All certificates are to be received and approved by the City Risk Manager prior to commencement of work.

The Contractor shall provide certificate(s) evidencing renewals of all insurance required herein prior to the expiration date of any such insurance. Contractor shall submit insurance certificates reflecting the policy renewals through PINS. The City reserv es the right to require complete, certified copies of all required insurance policies, at any time.

Subcontractors
Contractor shall require all sub -contractors to procure and maintain insurance policies subject to these requirements. Failure of Contractor to verify existence of sub-contractor’s insurance shall not relieve Contractor from any claim arising from sub-contractors work on behalf of Contractor.

Attachment 1