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CITY OF SAN BERNARDINO -
REQUEST 90R COUNCIL ACTION
From:
Dean R. Meech. Purchasing Agent
Subject:
Parks Master Plan
Dept: Purchas i n9
Date: March 21, 1991
Bid: F-91-07
Synopsis of Previous Council ection:
None
Recommended motion:
Adopt Resolution
D~~n D MAech (l Ka~ t,
Signature
Contact person:
Dean R. Meech. Purchasing Agent
Phone: 3B4-5085
Supporting data attached:
yes
Ward:
N/A
Source: IAcct. No.!
$93.000.00
243-363-57511
FUNDING REQUIREMENTS:
Amount:
IAcct. Descriotion)
Park Master Plan
Finance: ~ '0""-----
Council Notes:
A non,.h" I torn f\ln
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CiTY'~F SAN BER~RDINO - REQUEST~R COUNCIL ACTION
STAFF REPORT
F-91-07
The proposed purchase is for the Parks Master Plan to be utilized by the
Parks, Recreation and Community Service Department.
At the request of the department, a proposal with recommended workscope
specifications were prepared, published and furnished to area suppliers.
Bi d format proposals were pub 1 i cly opened and decl ared on January 24,
1991. The followin9 is a summary of proposals received.
COMPANY
TOTAL BID (INCLUDING TAX)
No Bid
No Bid
No Bid
$124.365.00
35.000.00
64.000.00
C90.00~~
129,25 .
66.114.00
59,700.00
58,000
The Keith French Group
Price Waterhouse
Ernst & Young
Pod/Sasaki
Cardoza-Dilallo-Harrington
Edcon
Dike/Runa Planning & Design Solutions
Dangermond & Associates
David Evans & Associates
JFD
Wallace Roberts & Todd
The proposals were given to the Parks Department for determination of
capabil i ty, extent of scope, cost consi deration and expected quality of
the workscope.
The Parks Department held a rating interview on February 25. 1991 to
se 1 ect the best tlVO vendors from those who were determi ned as meeti ng
the Parks requi rements. Those raters in attendance were Walter
Schuiling, Chairman. Park and Recreation Commissioner. Helen Kopczynski,
Park and Recreation Commissioner, Valarie Ross. Senior Planner. City
Pl anni ng Department. Anni e Ramos. Di rector of Parks, Recreati on and
Communi ty Servi ces Department. Dean Meech. Ci ty Purchasi ng Agent. John
Kramer, Recreation Superintendent. Ed Yelton. Parks Superintendent. Tom
Boggs Parks and Recreat"ion Administrative Operations Supervisor.
The intent was to identify the top two vendors and then to ascertain. by
negotiation, all indirect costs. an itemized breakdown of all costs. man
hours estimated. fee schedules. cost per task and a good understanding
of the mutual workscope.
On March 7. 1991 the top two selected vendors were met wi th by City
staff to negotiate the finalized workscope and reasonable fees.
Both vendors were felt capabl e of meeti ng the Ci ty' s requi rements. The
fi na 1 outcome of the recommended workscope and proposal costs were
concluded on March 12. 1991.
75-0264
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STAFF REPORT
Park Master Plan
F-91-07
Page 2
Vendor A - pod/Sasaki
Proposal - Market Price
Gain
Negotiated Price - Yield
Vendor B - Planning & Design
Proposal - Market Price
$124,000
$15,705
$108,660
1st Negotiation
Solutions (Dike/Runa)
$90,000 plus reimbursable
outside proposal
dollars)
$90,000 with $9,000 cap on outside
expenses
expenses
(unknown
2nd Ne90tiation
$93,000 fixed cost
Proposal adjusted to
$84,510
$3.000 blueprint cost (partial of
$4,500
$87,510
$5,490 cost cap identified
$93,000 fixed cost
Proposal adjusted to
Gain
$6,000 plus some extra secured
Negotiated Price - Yield
$93,000 Fixed Cost
The proposals have been reviewed by the Director of Parks, Recreation
and Community Services who concurs that the proposal of Vendor B -
Planning & Design Solutions (Dike/Runa) at $93,OOO meets the
requirements. It is therefore recommended that the proposal (see
attached) be accepted for contract.
The funding is the Parks Development Fund
ACCOUNT NUMBER: 243-363-57511
TOTAL AMOUNT: $93,000.00
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C'ITV' ~F SAN BER~RDINO - REQUEST Q,R COUNCIL ACTION
STAFF REPORT
The city General Plan, as revised in 1988, requires that
a Parks, Recreation and Open Space Master Plan be developed,
To that end, the parks, Recreation and Community Services
Department staff and the Parks and Recreation Commission have
worked with the City Purchasing Agent to develop a bid
package and to request proposals from qualified consultants
who could develop such a Master Plan.
This will be a comprehensive plan which will assess the
needs of the city based upon a review of the existing parks,
and recreation system to include an inventory and analysis of
parks and recreation facilities, programs and open space
areas: identification of deficiencies based on a demand
analysis which is determined by a public survey:
identification and establishment of criteria and standards
for parks and recreation facility development: analyzation of
the potential for development and redevelopment of existent
city parks areas and other local public lands: and
analyzation of opportunities to create community open space
in conjunction with other public entities such as flood
control areas.
The plan will include recommended goals and policies
that will quide the city in the orderly development of parks,
recreation programs, and community open space. The Parks,
Recreation and community Services Department will have
developed information that will be useful for daily operat-
ions as well as for short term and long range planning. In
addition, the plan will address the Capital Improvement
Program to include potential funding resources and priorities
for implementation.
Much effort has gone into to selection of a consulting
firm to complete the Master Plan. After review of all the
proposals, analysis of proposal elements and qualifications
of principles, and oral presentations by the consultants, the
Master Plan Committee, established for this purpose, believes
that the consultant selected will be able to provide the
master Plan as required and requested by the City. It is
without reservation that the Firm of DlKE/RUNA, INC. is
recommended to receive the contract to complete the Master
Plan.
75.0264
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1
2
RESO LUTI ON NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING AN AGREEMENT TO
DIKE/RUNA PLANNING AND DESIGN SOLUTIONS FOR THE FURNISHING OF THE PARKS MASTER
PLAN. TO BE UTILIZED BY THE PARKS. RECREATION AND COMMUNITY SERVICES
DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-91-07.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
5 BERNARDINO AS FOLLOWS:
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SECTION 1. That Dike/Runa Planning And Design Solutions is the lowest
and best responsible bidder for the furnishing and delivery of the Parks
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Master Plan in accordance with Bid Specification F-91-07 for the total amount
of $93.000.00; pursuant to this determination. the Purchasing Agent is hereby
authorized and directed to execute the agreement for said Parks Master Plan to
said lowest and best responsible bidder; such award shal"1 only be effective
upon the issuance of a fully executed agreement by the Purchasing Agent; and
all other quotations therefor are hereby rejected.
SECTION 2. The authorization to execute the above referenced agreement is
rescinded if the parties to the agreement fail to execute it within sixty (60)
days of the passage of this resolution.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by
the Mayor and Common Council of the City of San Bernardino at a
meeting thereof. held on the
day
,199___. by the following vote.
of
to wit:
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03-21-91 -1-
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RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING AN AGREEMENT TO DIKE/RUNA
PLANNING AND DESIGN SOLUTIONS FOR THE FURNISHING OF THE PARKS MASTER PLAN TO
BE UTILIZED BY THE PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT IN
ACCORDANCE WITH BID SPECIFICATION F-91-07.
3
4 Council Members:
5 ESTRADA
6 REILLY
7 FLORES
8 MAUDSLEY
9 MINOR
10 POPE-LUDLAM
11 MI LLER
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AYES
NAYS
ABSTAIN
City Clerk
The fore9oin9 resolution is hereby approved this
day
of
. 199
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W. R. Holcomb. Mayor
City of San Bernardino
ttorney
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03-21-91
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March 14. 1991
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Mr. Dean R. Meech. Purchasing ~~. ~: : .! ,- 1)
City of San Bernardino ' ,-- '-' -' . -
250 West Cluster Street
San Bernardino. Collfornla 92408
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Subject:
Letter Agreement for Performance of Professional Landscape Architectural
Services To Prepare a Park. Recreation. and Open Space Master Plan. City
of San Bernardino. San Bernardino. California
Dear Mr. Meech:
We are pleased to submit this Letter of Agreement for Performance of Professional
Services in connection with the preparation of a Park. Recreation. and Open Space
Master Plan for the City of San Bernardino. hereinafter referred to as the Project.
This letter. when signed by both parties. establishes an Agreement between the City of
San Bernardino. the Client. and Dlke/Runa. Inc.. the Consultant.
The Consultant agrees to perform professional services as described In Article 1 (Basic
Services) under the conditions set forth In this Agreement.
The Client agrees to pay the Consultant as compensation for services. the Basic Fee
(Article 3) under the conditions set forth In this Agreement.
Article 1
Basic Services
1.1 The Consultant agrees to perform professional services for the Client as set forth
below and as Indicated on the attached Services and Compensation Schedule:
Initiate Process and Collect Data
Determine Needs and Requirements
Formulate Action Plan
Prepare Draft Master Plan
Exclusions to Basic Services
Article 2
2.1 Specifically excluded from the Consultant.s Basic Services are the following items.
which are to be provided by the City of San Bernardino.
1. All necessary base Information such as maps and aerial photos at
appropriate scale on mylar.
2. Current 1988 Master Plan data and Information necessary for the execution
of the Basic Services.
1.J.nd~l:Jrt: :\'n.:hitlYfUfl" ~lr~: P:.lnn]~l'::
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March 14, 1991
Park, Recreation. and Open Space Master Plan. City of San Bernardino. California
Page 2
3.
All governmental and private agency presentation, processing, and
coordination, except as outlined In Article 1, Basic Services and as
Indicated on the attached Services and Compensation Schedule.
Binding and printing of final color document beyond first copy provided to
the Client by Consultant.
4.
5.
Additional blueline and blackllne prints, mylars and photo reduction work
estimated to cost an additional $3.000.00 more than the $1,500.00 Included
within Consultant's basic fee.
Article 3
Basic Fee
3.1 The Client agrees to pay the Consultant as compensation for Basic Services. a
Basic Fee itemized as follows:
Phase I Initiate Process and Collect Data $ 26.020
Phase II Determine Needs and Requirements $ 25A80
Phase III Formulate Action Plan $ 15,780
Phase IV Prepare Draft Master Plan $ 17,230
SUBTOTAL $84,510
Direct Costs
Mileage (3000 Miles) $ 750
50 black and white xerox reports $ 500
1 color report In binder (final) $ 100
Photography (slide) site, exhibits, titles. $1.500
Camera ready final master plan document. Oncluded)
Xeroxlng $ 500
Blueprinting (blueline. blacldine) $1.500
Delivery (Fed Ex 10 = $140, Courier 5 = $2()()) $ 340
Fax $ 150
Long distance telephone calls $ 150
SUBTOTAL $ 5A90
TOTAL $ 90,000
3.2 If the Scope of the Project as outlined In ArtIcle 1, Basic Services and as Indicated
on the attached Services and Compensation Schedule Is changed materially. the
Professional Fee shall be changed in the same proportion.
Article 4
Additional Services
4.1 The Consultant may Incur expenses and costs which are not Included In the Basic
Fee for Services. If authorized by the Client through written Job change order
confirmation, the Consultant will perform said Additional Services on a time and
material basis. according to the following schedule:
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March 14, 1991
Park, Recreation, and Open Space Master Plan, City of Son Bernardino, California
Page 3
Dlke/Runa, Inc.
Principal
Senior Landscape Architect
Project Landscape Architect
Job Captain
Professional Staff
at $90 per hour
at $80 per hour
at $70 per hour
at $50 per hour
at $35 per hour
Plannlna and Deslan Solutions
Principal
Project Manager
Art Director
Graphic Artist
Word Processor
at $125 per hour
at $ 70 per hour
at $ 55 per hour
at $ 50 per hour
at $ 30 per hour
4.2 Additional Services Include, but are not limited to, the following:
1. Changes to the Basic Services as outlined In Article 1, and to the Elements
of Service as Indicated on the attached Services and Compensation
Schedule.
2. Revisions to drawings, specifications, or other documents, which are
Inconsistent with previously given written approvals or Instructions.
3. Revisions to drawings, specifications, or other documents, required by the
enactment or revision of codes, laws or regulations, subsequent to the
preparation of such documents.
4.3 If the duration of the Project continues past one year from the date of signing this
Agreement, the Consultant reserves the right to renegotiate the hourly rates for
Additional Services.
ArticleS
Reimbursable Expenses
5.1 Reimbursable Expenses are In addition to the Basic Fee for Basic Services and to
the compensation for Additional Services. Reimbursable Expenses shall Include the
following Items:
1. Fees paid for securing approval of agencies having Jurisdiction over the
Project. (Plan check fees, variance applications, etc.).
2. Outside Consultant Services, when authorized by the Client, at cost plus ten
percent.
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March 14. 1991
Pork. Recreation, and Open Space Moster Plan, City of Son Bernardino. California
Page 4
Article 6
Billing Procedures
6.1 All billing sholl be done on 0 monthly basis. Invoice sholl Include charges for Basic
Services rendered to dote of Invoice and Reimbursable Expenses.
6.2 Invoices for Additional Services sholl be submitted on 0 monthly basis. supported
by on itemized description.
6.3 Invoices ore due and payable upon receipt. Whenever the account Is delinquent
(30 days post due) the Consultant may suspend further work called for by this
Agreement until said account Is mode current. Notwithstanding this provision, the
Consultant may continue work beyond the time during which the Consultant
could hove suspended work without waiving the Consultant's right hereunder.
Article 7
Ownership of Documents
7.1 Drawings and specifications os Instruments of services ore and sholl remain the
property of the Consultant whether the Project for which they ore mode Is
executed or not. They ore not to be used by the Client on other projects or
extensions to the Project except by agreement In writing and with appropriate
compensation to the Consultant. In the event of the unauthorized use of. or
modification to, the drawings and specifications by Client. Client sholl Indemnify.
defend and hold harmless Consultant and Its principals, agents and employees
from and against any and 011 claims and/or liability directly or Indirectly related to
such unauthorized use and/or modification to the drawings and specifications.
Article 8
Umlt of Uablllty
8.1 Client sholl limit Consultant's actual or alleged civil liability to Client and to
whatever other parties ore Involved with the project such that the Consultant's
total aggregate liability concerning or arising out of the project sholl not exceed
fifty thousand dollars or the amount of Consultant's fee for the project. whichever
is greater.
Article 9
Termination
9.1 This Agreement may be terminated by either party upon seven days written notice
should the other party fall substantially to perform In accordance with Its terms
through no fault of the other. In the event of termination, the Consultant sholl be
paid his compensation for services performed to termination dote, Including
Reimbursable Expenses and costs of Additional Services then due. and 011 terminal
expenses.
Article 10 Successors and Assigns
10.1 The Client and the Consultant each binds himself, his partners. successors, assigns
and legal representatives of such other party with respect to 011
covenants of this Agreement. Neither the Client nor the Consultant sholl assign,
sublet or transfer his Interest in this Agreement without the written consent of the
other.
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March 14. 1991
Park. Recreation. and Open Space Master Plan. City of San Bernardino. California
Page 5
Article 11
Extent of Agreement
11.1 This Agreement represents the entire and Integrated agreement between the
Client and the Consultant and supersedes all prior negotiations. representations or
agreements. either written or oral.
Article 12
Applicable Law
12.1 Unless otherwise specified. this agreement shall be governed by the Laws of the
State of California.
If the Information Included herein Is acceptable to you. this letter will become an
Agreement between The City of San Bernardino and Dike/Runa. Inc. by signing the
enclosed copy and returning It to us.
Sincerely.
ACCEPTED AND AGREED TO THIS _ DAY OF
.1991
Mr. Dean R. Meech. Purchasing Agent
City of San Bernardino
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March 14. 1991
Park. Recreation. and Open Space Master Plan. City of San Bernardino. California
Page 6
LANDSCAPE ARCHITECT SERVICES AND COMPENSATION SCHEDULE
BASIC SERVICES
PHASE I: INITIATE PROCESS AND COLLECT DATA
Task 1.01: Review 1988 General Plan
Task 1.02: Meet with Parks Director
- Discuss goals and objectives.
- Review outline and consultant's approach.
- Establish direction.
- Finalize methods of community Input.
Task 1.03: Verify park Inventory and evaluate existing programs.
- Visit park sites.
- Contact recreation staff for programs discussion.
Task 1.04: Obtain up-to-date population statistics and projections.
- Use on-line demographic services to Identify current
and projected population figures.
- Discuss and verify findings with special interests
groups (seniors. youth groups. schools. etc.)
Task 1.05: Conduct public survey research.
- Review previous survey research.
- review available facility usage data.
- Design and Implement 15 minute resident telephone
survey.
- Collect survey responses of 300 households via
telephone.
- Tabulate and prepare written analysis of telephone
survey responses.
- Design and Implement 15 minute recreation facility
Interest group survey.
- Identify 10 most active recreation facility Interest
groups to be surveyed (adult or junior baseball.
softball. soccer. as well as tennis or equestrian clubs.)
- Conduct executive Interviews with 10 group
spokespersons.
- Tabulate and prepare written analysis of facility
survey responses.
Task 1.06
Status report to Advisory Committee Including (1)
public participation workshop.
BASIC FEE
$26.020
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March 14. 1991
Park. Recreallon. and Open Space Master Plan. City of San Bemardlno. California
Page 7
LANDSCAPE ARCHITECT SERVICES AND COMPENSATION SCHEDULE
BASIC SERVICES
PHASE II: DETERMINE NEEDS AND REQUIREMENTS
Task 2.01
Develop services area map.
- Plot service area radius of City facilities.
- Understand use of facllllles outside of City.
Complete demand analysis for parks and recreation facilities.
- Evaluate existing standards.
_ Understand additional needs as Indicated by population
projections and City staff and citizen survey results.
Task 2.03 Meet with Parks Director to review Initial findings and
discuss current park standards.
Task 2.02
Task 2.04 Status report to Advisory Committee. Including (1) public
participation workshop.
Task 2.05 DevelOp pork and facility deficits list and a prioritized needs list.
Task 2.06: Analyze potential for development of existing parks.
- Compare needs list with analysis of existing park sites.
Idenllfy sites which could accommodate additional facilities.
- Conduct an opportunities and constraints analysis
of each existing potential park site.
- Map all sites for potenllallmprovement and provide
matrix evalua1lon for Internal use.
Task 2.07: Evaluate the opportunities and needs In relation to
constraints In the City.
Task 2.08: Identify 10ca1lons for possible new parks.
_ Analyze opportunities to create parks and facilities In
available public open spoce.
_ Conduct an opportunities and constraints analysis of
public lands and open space designated In
Clty-opproved Specific Plans. Visits and evaluation
shall be limited to five (5) sites.
- Map all potential sites and provide an evaluation matrix.
Task 2.09: Meet with Parks Director
Task 2.10 Status report to Advisory Committee
BASIC FEE
$25A80
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March 14. 1991
Park. Recreation. and Open Space Master Plan. City of San Bernardino. California
Page 8
LANDSCAPE ARCHITECT SERVICES AND COMPENSATION SCHEDULE
BASIC SERVICES
PHASE III: FORMULATE ACTION PLAN
Task 3.01 Establish goals and policies to guide development.
Task 3.02: Develop Capital Improvement Plan, based on deficit
lists. service area map. prioritized needs list. and
opportunities/constraints analysis. Make specific
recommendations with respect to:
- Development potential of existing parks.
- Known proposed parks and facilities (Including
schools. libraries. etc. proposed by the General Plan).
- New parks (general location) Including site acquisition
potentials.
- Recreation programs.
- Community open space areas.
- Funding sources.
- Prioritize needs.
Task 3.03
Develop statement of probable Implementation cost for
projects to occur over next five years. Including
maintenance considerations.
Task 3.04
Meet with Parks Director.
- Discuss Action Plan
- Begin discussion on prioritization of projects over 10 years.
- Discuss funding sources.
Status report to Advisory Committee.
- Review Action Plan and priority list.
- Discuss Plan and gain Input.
PHASE IV: PREPARE DRAFT MASTER PLAN
Task 3.05
Task 4.01
Prepare text and graphics: submit first draft to City
Staff and Advisory Committee.
Task 4.02
Consultant revisions.
Task 4.03
Submit revised document for Parks and Recreation
Commission/Public review.
Consultant modifications.
Task 4.04
Task 4.05
Presentation to City Council.
BASIC FEE
$15.780
$17.230