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RESOLUTION (ID # 1314) DOC ID: 1314 O
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Contract Change Order
From: Kevin L. Hawkins M/CC Meeting Date: 11/07/2011
Prepared by: Robert Lennox, (909) 384-5233
Dept: Parks, Recreation& Community Ward(s): 1
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Director of Finance to Issue a Change Order to Increase Purchase Order No. 301791 by $29,572
to $164,872 to RHA Landscape Architects-Planners, Inc., for the Expanded Design and
Engineering of the Nunez Park/Ruben Campos Community Center Outdoor Pavilion Per Capital
Improvement Project Pr04-38.
Financial Impact:
Account Budgeted Amount: $1,222,500
Account No. 243-160-5504-7495-0025
Account Description: Park Construction Fee Fund
Balance as o£ 10/3/2011
Balance after approval of this item: $1,192,928
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: That said resolution be adopted.
Synopsis of Previous Council Action:
5/21/2007 - Mayor and Common Council approved Resolution 2007-165 approving an
agreement for services with RHA Landscape Architects-Planners, Inc., for the design and
engineering of several park projects.
9/6/2011 - Mayor and Common Council approved Resolution 2011-261 approving a funding
Memorandum of Understanding with Omnitrans to supplement and expand the scope of design
and construction of the Nunez Park/Ruben Campos Community Center Outdoor Pavilion Project.
11/l/2004 - Mayor and Common Council approved Resolution 2004-350 approving the
application and administration of two State Urban Parks and Healthy Communities Grants
(included Ruben Campos Community Center Renovations).
Background:
On November 1, 2004, the Mayor and Common Council approved Resolution 2004-350
authorizing the Mayor or his designee to apply for and administer a State Urban Parks and
Updated: 11/3/2011 by Mayra Ochiqui 0
Packet Pg. 195
1314
Healthy Communities Grant from the State of California Department of Parks and Recreation
under the California Clean Water, Clean Air, Safe Neighborhood Parks, and Costal Protection
Act of 2002 for the upgrade/renovation of the Ruben Campos Center. The resulting grant award
provided$701,865 in state grant funds for the subject project with a required additional$184,636
in City matching funds.
Staff has utilized RHA Landscape Architects-Planners, Inc., a design and engineering firm
already on retainer with the City's Parks, Recreation and Community Services Department
(Resolution 2007-165), to design and engineer a conceptual plan for the installation of an
outdoor multi-sport court-pavilion. The site is to feature an open-air outdoor gymnasium with
full canopy cover, lights, sport furnishings, a vendor court, adjacent pool deck shade structure,
and perimeter fencing. While finalizing the design, Omnitrans became interested in the project
as their main headquarters sits adjacent to the park and project site. Omnitrans proposed
enhancements to the project scope to include right-of-way improvements, a bus turn out, and
related pedestrian and transportation additions in the park. These include cement walk ways, a
sheltered bus station, a walking path circuit around the park, and utilities modifications. On
September 4, 2011, the Mayor and Common Council approved Resolution 2011-261 approving a
Memorandum of Understanding with Omnitrans to supplement and expand the scope of design
and construction of the Nunez Park/Ruben Campos Community Center Outdoor Pavilion Project
and provide funding.
As a result, staff is requesting a change order to increase purchase order no. 301791 by $29,572
to $164,872, to RHA Landscape Architects-Planners, Inc., for the expanded design and
engineering of the Nunez Park/Ruben Campos Community Center Outdoor Pavilion per capital
improvement project PR04-38.
City Attorney Review:
Approved as to Form.
Supporting Documents:
Attachment 1 - RHA Change Order Proposal(PDF)
RHA change order Resolution (PDF)
RHA Change Order Proposal (PDF)
Updated: 11/3/2011 by Mayra Ochiqui O
Packet Pg. 196
ATTACHMENT
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LANDSCAPE
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PLANNERS, INC.
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AUTHORIZATION FOR ADDITIONAL WORK N
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To: Robert Lennox, Deputy Director Date: March 7, 2011 0
City of San Bernardino Project: Electric Avenue/Ruben
Parks, Recreation & Comm. Services Campos Pavilion v,
1350 South "E"Street RHA Job No: 10119 p
San Bernardino, CA 92408-2725 Authorization No: 2 =
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Dear Robert,
The following is our proposed fee to provide additional design services for the bus turnout, sidewalk, p
perimeter DG path and additional drainage improvements at Ruben Campos Pavilion. Sub-Consultant 4
proposals have been attached to provide greater detail on the scope of services.
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SCOPE OF SERVICES
1) Civil Engineering (see attached for breakdown) LS $17,122
2) Utility Engineering (see attached for breakdown) LS $9,900
3) Construction Plan changes and Coordination (RHA) LS $2,550 N
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TOTAL: $29,572 0..
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This additional work authorization is an addendum to the existing contract. The terms and conditions of the ='
original contract are applicable to this addendum. Subsequent to your review of the above referenced
Scope of Services, please sign and return this form to our office. A faxed copy of the signed additional v
work order is acceptable. Please follow with a hard copy and original signature by mail. Q
Cordially, Authorized by: r
7ougLGrove,ANDS E ARCHITECTS-PLANNERS, INC. CITY OF SAN BERNARDINO
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ATTACHMENT 1 A E 144kCAS C
C 0 N S U L T I N G
937 South Via Lata,Suite 500
Colton,CA 92324
Telephone: (909)783-0101 •Fax: (909)783-0108 c
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AUTHORIZATION FOR ADDITIONAL WORK M
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Doug Grove Date: March 3,2011 a
RHA Landscape Architects-Planners,Inc. Project: Ruben Campos Pavilion N
6216 Brockton Avenue 5th Street Sidewalk,Bus c
Suite 212 Bay and Strom Drain z
Riverside,CA 92506 Design Addendum o
dougg @rhala.com Job Number: 0523-0002-00
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PH: (951)781-1930 ext 121 Authorization: #01
FAX: (951)686-8091 0
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Dear Mr. Grove:
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AEI-CASC Consulting has developed the following scope of services and schedule of fees for additional
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services of providing surveying and mapping and the design of sidewalk, a bus bay, and storm drain
facilities as requested for the Ruben Campos Pavilion project. These services are being provided to you
outside of the original scope of services and schedule of fees. You will be invoiced for this work in v
accordance with the fee schedule below and our standard hourly fee rate schedule.
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SCOPE OF SERVICE �
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See Attachment "A" o
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SCHEDULE OF FEES a�
See Attachment "A"
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This additional work order is an addendum to the existing contract. The terms and conditions of the =
original contract are applicable to this addendum. Subsequent to your review of the above referenced ix
scope of services, please sign and return this form to AEI-CASC Consulting so that work efforts may
commence. A faxed copy of the signed additional work order is acceptable.
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Sincerely, Authorized by:
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AEI ASC CONSU G RHA Landscape Architects-Planners,Inc. Q
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By:
Steve J. osford P.E.
Project Manager Name/Title: Q
Date:
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March 3,2011 AEI-CASC CONSULTING
Addendum#1/523-0002-00
Packet Pg. 198
ATTACHMENT 1 RUBEN CAMPOS PAVILIOPC5.N.a
5TH STREET SIDEWALK AND BUS BAY DESIGN ADDENDUM
AUTHORIZATION FOR ADDITIONAL WORK NO. 01_
ATTACHMENT"A"
SCOPE OF SERVICES
I SIDEWALK AND BUS BAY o
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Objective is to include the design of approximately 2000 linear feet of sidewalk along the south side of a
Fifth Street spanning from the east side of the Lytle Creek Channel and connect to the existing ADA ramp L
on the west side of the parking lot entrance across from Medical Center Drive. Sidewalk is curb adjacent, a
6 feet wide measured from the back of curb in accordance with City of San Bernardino City Standard 202. N
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Existing Telephone Poles, Street Lights, and Palm trees in the path of the sidewalk will be protected in o
place with sidewalk notches provided where there is adequate ADA clearance. Where ADA clearance can a,
not be met,relocation of utility poles or undergrounding of facilities will be performed by others.
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The existing maintenance entry drive on the east side of the Ball Fields shall be reconstructed to a standard =
PCC drive approach with an ADA complaint meandering sidewalk behind the drive approach and a Pipe W
Gate to replace the posts and chain currently blocking access. L
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The Bus Bay (OmniTrans' Mid Block Turnout) will be located east of the Medical Center Drive park 0
entrance on the south side of Fifth Street. �►
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In the segment along the ball fields east of the Lytle Creek Channel there are two segments of existing
PCC Drive approach depressions that have been filled with an AC berm. It is assumed these two locations v
will have the curb and gutter depressions replaced with standard Curb and Gutter. With the exception of �t
these two areas and bus bay,no further curb and gutter reconstruction is part of this scope.
1. Fifth Street Sidewalk Survey&Mapping—Additional survey topography will be conducted along
the areas to the west and to the east of the survey previously conducted for the Ruben Campos o
Pavilion site. Survey includes gathering elevations at the top of the existing curb and points 6 and Q-
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10 feet from the curb at regular intervals, locating trees, power poles, posts, street lights, pull
boxes,manholes,fences,and other features that may be affected by the sidewalk and the bus bay.
2. Fifth Street Sidewalk & Bus Bay Design - Drawings for the improvements will be in Plan View p
only. Back of sidewalk elevations will be provided along areas where grading may be necessary
or where small retaining curbs may be required to protect trees or other protected features. Top of
Curb,Gutter Flow Line,and Back of Walk Grades,are called out for the Bus Bay. It is anticipated
that all improvements can be shown on one 20-scale Plan View sheet. Quantities, Cost Estimate Q
and technical specifications for this additional work is performed and added to the Ruben Campos
Pavilion contract.
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II STORM DRAIN DESIGN E
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With the City Park's Staff recognizing that existing drainage problems can best be addressed by providing
a storm drain system to areas in the vicinity of the pavilion, it is proposed to provide a storm drain to this `t
project to collect both the drainage generated by the additional run-off that will be produced by the
impervious pavilion and the drainage that currently ponds in the parking lot adjacent to Third Base in the E
base ball field. It is proposed to collect drainage from these two areas and convey them into a storm drain
that will connect to the existing storm drain system on the north side of Fourth Street. Since the Fourth f4
Street storm drain outlets into the Lytle Creek Channel west of Nunez Park, this scope does not include Q
encroachment permit processing through San Bernardino County Flood Control District.
3. Storm Drain Survey and Mapping—Survey includes topographic survey in an area that completes
the collection of survey in the parking lot at the Medical Center Drive entrance,includes additional
March 3,2011 AEI-CASC CONSULTING
Addendum#1/523-0002-00 Packet Pg. 199
ATTACHMENT
RUBEN CAMPOS PAVILIO 5.N.a
5TH STREET SIDEWALK AND BUS BAY DESIGN ADDENDUM
AUTHORIZATION FOR ADDITIONAL WORK NO. 01
survey between the proposed inlet in the vicinity of the baseball field's Third Base and the
proposed connection point north of 4't' Street and includes identifying existing storm drain
manholes and dipping them when possible.
4. Drainage Report Update — The original Drainage Report includes only the study of the surface
flow generated by the pavilion and the surrounding improvements. With the introduction of an o
underground storm drain system that connects to an existing storm drain facility, additional =
drainage areas as well as the capability for the existing 4d' Street Storm Drain to accept the flow
from a connect system must be analyzed and documented. This task includes additional research
regarding the existing Fourth Street Storm drain outletting into Lytle Creek Channel.
5. Storm Drain Plans and Profiles — Prepare one sheet of plan and profile Storm Drain plan with L
details that collects drainage in the Medical Center Drive entrance parking lot in the vicinity of the
baseball field's 3rd Base and collects drainage from the pavilion. This system will consist of two
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drop inlets that conveys drainage south to and connects with the existing storm drain system that —
collects drainage in the catch basin in the parking lot north of Fourth Street and east of the c
synthetic soccer field. This task includes preparation of quantities,specifications, and approval of T
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the plans by the City of San Bernardino.
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III WALKWAY ON NORTH SIDE OF FOURTH STREET
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This effort consists of providing topographic survey and mapping of the existing the entire limits of the
north parkway of Fourth Street within the limits of Nunez Park for the purposes of RHA to prepare a D.G. 0
Trail plan.
6. Fourth Street Survey and Mapping - Additional survey topography will be conducted along north
side of Fourth Street within the limits of the park and includes gathering elevations at the edge of
the street right of way at re gular intervals, locating trees, power poles, p osts, street lights, pull v
boxes, manholes, fences, and other features that may be affected by the DG Walkway design by
RHA. Deliverable consists of an AutoCAD file topography for the use of preparing the walkway
design.
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SCHEDULE OF FEES E
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1. Fifth Street Sidewalk Survey&Mapping $1,782
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2. Fifth Street Sidewalk&Bus Bay Design $2,588 ¢
3. Storm Drain Survey and Mapping $1,323
4. Drainage Report Update $3,724
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5. Storm Drain Plans and Profiles $5,782
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6. Fourth Street Survey and Mapping $1,623 `t
Reimbursable Expenses $300
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TOTAL $17,122 c
March 3,2011 AEI-CASC CONSULTING
Addendum#1/523-0002-00 Packet Pg. 200
ATT
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UTILITY DESIGN, INC.
March 3, 2011
Michael Hutchinson
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RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
6216 Brockton Avenue, Suite 212 '
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Riverside,CA 92506 L
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RE: PROPOSAL FOR DRY UTILITY COORDINATION&MANAGEMENT SERVICES
RUBEN CAMPOS PAVILION—SAN BERNARDINO Z
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Dear Michael:
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Per your request, Butsko Utility Design, Inc. is pleased to provide RHA Landscape Architects- a
Planners, Inc. with our proposal for dry utility coordination and management services for the
Ruben Campos Pavilion project located in the City of San Bernardino. Our experience in the L:,
San Bernardino area and standing relationships with the utility companies, place us in an E
excellent position to be of service.
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Our proposal for standard services includes Dry Utility Coordination and Management for the
following: Verizon—telephone; and Charter Communications —cable television. This includes �?
the coordination of each utility's designs, agreements, and construction scheduling to
accommodate the underground conversion of the existing pole line on 5t'Street for the proposed
sidewalk and bus shelter.
Enclosed for your review are: Exhibit A — Project Assumptions; Exhibit A-2 — Dry Utility a
Coordination & Management Services Scope of Work; Exhibit B — Standard Service Fee & °
Reimbursement Schedule; Exhibit C—Letter of Understanding. We have enclosed two copies so
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that you may sign and return one after you have reviewed our proposal. We will proceed upon -0
this authorization. O
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If you have any questions,please do not hesitate to call me at 951.834.9920 x103. Thank you for
providing Butsko Utility Design,Inc.with the opportunity to be of service. v
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Sincerely,
BUTSKO UTILITY DESIGN,INC.
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Carl Richards
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Division Manager
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Enclosures Q
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ATTACHMENT
EXHIBIT A
PROJECT ASSUMPTIONS
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS, INC.
Based on our conversation with RHA Landscape Architects-Planners, Inc., and our 'F 2
understanding of the project, we have identified the specific assumptions of the project to =
include:
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I. Utility Underground Conversion Coordination N
Butsko to coordinate with Verizon and Charter Communications to create two(2)pole
line underground conversion work orders in order to facilitate the construction on the z
new sidewalk and bus shelter on 5`h Street. 0
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II. Development Team and Field Meetings c
Butsko will attend development team meetings as requested by the client.
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RCP012000
Page 2 of 5
March 3,2011(CR) Packet Pg. 202
ATTACHMENT 1
EXHIBIT A-2
UTILITY COORDINATION & MANAGEMENT SERVICES SCOPE OF WORK
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
I. SUBMITTAL PHASE
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A. Coordinate with utility companies and consulting team members to obtain and review
pertinent design information and prepare for utility's submittal.
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B. Communicate with each utility Company to verify schedule and review conflicts and a
specific source locations. N
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C. Obtain civil engineer, architectural, landscape plans, project loads, and project z
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schedule from client;prepare plan submittal letters to each utility Company. o
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D. Examine utility design requirements and identify potential issues with consulting team o
members. Q
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E. Obtain work orders required to submit plan package to utility companies and establish L
schedule for design,review, and completion.
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II. PRELIMINARY DESIGN PHASE c=a
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A. Attend utility design/global meeting and continue liaison role with all parties involved.
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B. Forward preliminary utility design to client and consulting team members for their
review,conflict identification,and acceptance. y
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C. Review preliminary design revisions with each utility and ensure all necessary
modifications are complete.
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IV. FINAL DESIGN PHASE _
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A. Forward revised preliminary design to client and project team for final v
approval/signature and engineering certification. _
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B. Coordinate with utilities, client, and consulting team members for final utility
submittal. _
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C. Obtain and review all utility agreements for accuracy of cost methodology and rule R
application. Process agreements and right-of-way documents. Q
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D. Deliver final utility agreements/contracts to client. Provide summary of project costs 0
incurred and potential refunds.
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E. Coordinate with client,utility companies,and consulting team members for a
scheduling/attendance of pre-construction meeting.
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UTILITY DESIGN,INC.
RCP012000
Page 3 of 5
March 3,2011(CR) Packet Pg.203`i
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ATTACHMENT
EXHIBIT B
STANDARD SERVICE FEES & REIMBURSEMENT SCHEDULE
RUBEN CAMPOS PAVILION-SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
The following fees will be billed monthly on a fixed fee basis as a percentage of work is o
completed or on an hourly basis. _
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I. Utility Conversion Coordination $8,800 Fixed Fee a
(Verizon and Charter Communication) N
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II. Development Team and Field Meetings $ 1,100 Hourly z
(10 hours estimated)
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TOTAL $9,900
Reimbursables: L
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The following will be billed monthly: O
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• Commercial Delivery Services,including Federal Express,UPS,Express Mail,and
Messenger Services—direct cost+ 10% v
• Blueprint Services and Printing.—direct cost+ 10% cr
• Engineer's Stamp(Stamping will be billed at$80.00 per sheet) M
• AutoCAD produced plot(36"x 48")at$27.00 per sheet(additional sizes will be billed
accordingly) o
• AutoCAD color produced plot(36"x 48")at$55.00 per sheet(additional sizes will be 0-
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billed accordingly) a
• Automobile mileage reimbursement is calculated at current IRS standard mileage rate d
• Utility Company as-builts E
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• Parking fees associated with attendance at project related meetings
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Hourly Rate Schedule: Q
Principal in Charge $ 135.00 per hour '
Project Manager $ 110.00 per hour =
Project Coordinator $ 80.00 per hour
Designer $ 95.00 per hour
AutoCAD Drafter $ 65.00 per hour
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RCP012000
Page 4 of 5
March 3,2011(CR) Packet Pg. 204
ATTACHMENT 1 5.N.a
EXHIBIT C
LETTER OF UNDERSTANDING
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS, INC.
This letter formalizes the agreement between Butsko Utility Design, Inc. and RHA Landscape
Architects-Planners, Inc. with regard to Dry Utility Services for the Ruben Campos Pavilion o
project.
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These fees are subject to change 90 days from proposal date. Y
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SCOPE OF WORK AND FEES: See attached Scope of Work and Fee Schedule Exhibits. a
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COSTS: Butsko Utility Design, Inc. will bill monthly based upon the attached Fee Schedule. Z
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Reimbursable costs are not included in these fees and will be billed to RHA Landscape °_
Architects-Planners,Inc. a'
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RETAINER: A retainer in the amount of $-0- is required concurrently with the executed Q
proposal.
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PAYMENT TERMS: Butsko Utility Design,Inc.bills on a monthly basis with payment due net
30 days from date of invoice. 0
LATE FEES: RHA Landscape Architects-Planners, Inc. shall pay Butsko Utility Design, Inc. CU
compensation for the services rendered by it in accordance with the established fee accounts. v
Any past due payments will be charged a late fee of 1.5%per month from the date past due until Ir
paid. M
ATTORNEY FEES AND COSTS: This contract is governed by the laws of the State of o
California. If any action at law or in equity is necessary to enforce or interpret the terms of the o
contract, or if brought in the form of arbitration, the prevailing party shall be entitled to a
reasonable attorney fees, costs, and necessary disbursements in addition to other relief to which
such party may be entitled.
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Should any action be taken to collect past due amounts, RHA Landscape Architects-Planners, _
Inc. agrees to pay for any and all costs of collection including,but not limited to, attorney's fees,
court costs,expert fees and expenses incurred in the collection efforts. L)
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FAILURE TO PAY: Should any payment become past due, Butsko at its sole discretion can
cease performance under this contract until past due balance is brought current and such non-
payment will be considered a material breach of the terms of the contract.
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Name: Rich s
Title: Division Manager
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RHA LANDSCAPE BUTSKO UTILITY DESIGN,INC.
ARCHITECTS-PLANNERS,INC.
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Date: Date: March 3,2011
BUTS'"'k
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RCP012000
Page 5 of 5
March 3,2011(CR) Packet Pg. 205
5.N.b
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE DIRECTOR OF FINANCE TO ISSUE A CHANGE
3 ORDERTO INCREASE PURCHASE ORDERNO.301791 BY$29,572 TO$164,872 TO RHA
LANDSCAPE ARCHITECTS-PLANNERS, INC. FOR THE EXPANDED DESIGN AND
4 ENGINEERING OF THE NUNEZ PARK/RUBEN CAMPOS COMMUNITY CENTER
OUTDOOR PAVILION PER CAPITAL IMPROVEMENT PROJECT PR04-38. _
5 0
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6 WHEREAS, the Mayor and Common Council approved Resolution 2007-165 approving a.
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7 an agreement for services with RHA Landscape Architects-Planners, Inc., for the design and a
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s engineering of several park projects;
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9 WHEREAS, RHA Landscape Architects-Planners, Inc., completed the initial design and
lo engineering of the Nunez Park/Ruben Campos Community Center Outdoor Pavilion Project; o
11 WHEREAS,Mayor and Common Council approved Resolution 2011-261 approving a =
12 Memorandum of Understanding with Omnitrans to supplement and expand the scope of design and
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13 construction of the Nunez Park/Ruben Campos Community Center Outdoor Pavilion Project, to
14 include transportation and pedestrian amenities and;
15 WHEREAS, RHA Landscape Architects-Planners, Inc, has agreed to provide the
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16 expanded park design, engineering and surveying services to the City.
17 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY g
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18 OF SAN BERNARDINO AS FOLLOWS: d
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19 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized to 2
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2o accept,on behalf of said City,a change order request between the City of San Bernardino and RHA vs
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21 Landscape Architects-Planners,Inc.,a copy of which is attached hereto and incorporated herein by v
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22 this reference as though set forth at length as Attachment "I", as an addendum to the existing 0:
23 agreement previously executed.
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24 SECTION 2. That pursuant to this Resolution the Director of Finance or her designee is o
25 hereby authorized to issue a change order to increase purchase order no. 301791 by $29,572 to a
26 $164,872,to RHA Landscape Architects-Planners,Inc.,for the expanded design and engineering of
27 the Nunez Park/Ruben Campos Community Center Outdoor Pavilion per capital improvement
28 project PR04-38.
Packet Pg. 206
5.N.b
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE DIRECTOR OF FINANCE TO ISSUE A
2 CHANGE ORDER TO INCREASE PURCHASE ORDERNO.301791 BY$29,572 TO$164,872
TO RHA LANDSCAPE ARCHITECTS-PLANNERS, INC. FOR THE EXPANDED DESIGN AND
3 ENGINEERING OF THE NUNEZ PARK/RUBEN CAMPOS COMMUNITY CENTER
OUTDOOR PAVILION PER CAPITAL IMPROVEMENT PROJECT PR04-38.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and _C2
6 Common Council of the City of San Bernardino at a meeting thereof,held on the day m
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7 of , 2011, by the following vote, to wit: a.
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8 Council Members: AYES NAYS ABSTAIN ABSENT
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9 MARQUEZ o
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11 BRINKER =
12 SHORETT
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13 KELLEY o
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14 JOHNSON M
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15 McCAMMACK
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Rachel Clark, City Clerk
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18 The foregoing resolution is hereby approved this day of 12011.
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20 Patrick J. Morris, Mayor a,
City of San Bernardino
21 Approved as to Form: C
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23 James F. Penman, City Attorney
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Packet Pg.207
ATTACHMENT 1
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LANDSCAPE
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PLANNERS, INC.
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AUTHORIZATION FOR ADDITIONAL WORK
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To: Robert Lennox, Deputy Director Date: March 7, 2011 N
City of San Bernardino Project: Electric Avenue/Ruben c
Parks, Recreation & Comm. Services Campos Pavilion Z
1350 South "E"Street RHA Job No: 10119 0
San Bernardino, CA 92408-2725 Authorization No: 2
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Dear Robert, 0
The following is our proposed fee to provide additional design services for the bus turnout, sidewalk, Q
perimeter DG path and additional drainage improvements at Ruben Campos Pavilion. Sub-Consultant
proposals have been attached to provide greater detail on the scope of services.
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SCOPE OF SERVICES Q
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1) Civil Engineering (see attached for breakdown) LS $17,122 s
2) Utility Engineering (see attached for breakdown) LS $9,900 v
3) Construction Plan changes and Coordination (RHA) LS $2,550 �t
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TOTAL: $29,572
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This additional work authorization is an addendum to the existing contract. The terms and conditions of the d
original contract are applicable to this addendum. Subsequent to your review of the above referenced
Scope of Services, please sign and return this form to our office. A faxed copy of the signed additional 0
work order is acceptable. Please follow with a hard copy and original signature by mail. a,
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Cordially, Authorized by: v
LANDS E ARCHITECTS-PLANNERS, INC. CITY OF SAN BERNARDINO Q
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oug Grove, RL Date: E
Principal
By:
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Name/Title:
Packet Pg. 208
ATTACHMENT 1 5.N.0
CONSULTING
937 South Via Lata,Suite 500
Colton,CA 92324
Telephone: (909)783-0101 -Fax: (909)783-0108
AUTHORIZATION FOR ADDITIONAL WORK
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Doug Grove Date: March 3,2011 _2
RHA Landscape Architects-Planners,Inc. Project: Ruben Campos Pavilion CU
6216 Brockton Avenue 5th Street Sidewalk,Bus Y
Suite 212 Bay and Strom Drain c
Riverside,CA 92506 Design Addendum N
dougg @rhala.com Job Number: 0523-0002-00 c
PH: 951 781-1930 ext 121
Authorization: #01 z
FAX: (951) 686-8091 0
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Dear Mr. Grove: •�,
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AEI-CASC Consulting has developed the following scope of services and schedule of fees for additional Q
services of providing surveying and mapping and the design of sidewalk, a bus bay, and storm drain
facilities as requested for the Ruben Campos Pavilion project. These services are being provided to you a
outside of the original scope of services and schedule of fees. You will be invoiced for this work in °
accordance with the fee schedule below and our standard hourly fee rate schedule. O
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SCOPE OF SERVICE
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See Attachment "A" T-
SCHEDULE OF FEES o
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See Attachment "A" a`
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This additional work order is an addendum to the existing contract. The terms and conditions of the
original contract are applicable to this addendum. Subsequent to your review of the above referenced
scope of services, please sign and return this form to AEI-CASC Consulting so that work efforts may L)
commence. A faxed copy of the signed additional work order is acceptable. Q
Sincerely, Authorized by:
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AEI ASC CONSU G RHA Landscape Architects-Planners,Inc.
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Steve J. osford P.E. By:
Project Manager Name/Title:
Date:
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March 3,2011 AEI-CASC CONSULTING
Addendum#1/523-0002-00
Packet Pg.209
ATTACHMENT 1 RUBEN CAMPOS PAVILIO 5.N.c
5TH STREET SIDEWALK AND BUS BAY DESIGN ADDENDUM
AUTHORIZATION FOR ADDITIONAL WORK NO. 01
ATTACHMENT"A"
SCOPE OF SERVICES
I SIDEWALK AND BUS BAY
Objective is to include the design of approximately 2000 linear feet of sidewalk along the south side of
Fifth Street spanning from the east side of the Lytle Creek Channel and connect to the existing ADA ramp 0
on the west side of the parking lot entrance across from Medical Center Drive. Sidewalk is curb adjacent, .5
6 feet wide measured from the back of curb in accordance with City of San Bernardino City Standard 202. a
Existing Telephone Poles, Street Lights, and Palm trees in the path of the sidewalk will be protected in N
place with sidewalk notches provided where there is adequate ADA clearance. Where ADA clearance can
not be met,relocation of utility poles or undergrounding of facilities will be performed by others. z
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The existing maintenance entry drive on the east side of the Ball Fields shall be reconstructed to a standard C
PCC drive approach with an ADA complaint meandering sidewalk behind the drive approach and a Pipe
Gate to replace the posts and chain currently blocking access. o
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The Bus Bay (OmniTrans' Mid Block Turnout) will be located east of the Medical Center Drive park
entrance on the south side of Fifth Street.
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In the segment along the ball fields east of the Lytle Creek Channel there are two segments of existing 0
PCC Drive approach depressions that have been filled with an AC berm. It is assumed these two locations
will have the curb and gutter depressions replaced with standard Curb and Gutter. With the exception of
these two areas and bus bay,no further curb and gutter reconstruction is part of this scope. cc
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1. Fifth Street Sidewalk Survey&Mapping—Additional survey topography will be conducted along
the areas to the west and to the east of the survey previously conducted for the Ruben Campos
Pavilion site. Survey includes gathering elevations at the top of the existing curb and points 6 and
10 feet from the curb at regular intervals, locating trees, power poles, posts, street lights, pull
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boxes,manholes,fences,and other features that may be affected by the sidewalk and the bus bay.
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2. Fifth Street Sidewalk & Bus Bay Design - Drawings for the improvements will be in Plan View 0-
only. Back of sidewalk elevations will be provided along areas where grading may be necessary a.
or where small retaining curbs may be required to protect trees or other protected features. Top of
Curb,Gutter Flow Line,and Back of Walk Grades,are called out for the Bus Bay. It is anticipated 0`
that all improvements can be shown on one 20-scale Plan View sheet. Quantities, Cost Estimate C
and technical specifications for this additional work is performed and added to the Ruben Campos
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Pavilion contract.
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II STORM DRAIN DESIGN
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With the City Park's Staff recognizing that existing drainage problems can best be addressed by providing E
a storm drain system to areas in the vicinity of the pavilion, it is proposed to provide a storm drain to this
project to collect both the drainage generated by the additional run-off that will be produced by the .2
impervious pavilion and the drainage that currently ponds in the parking lot adjacent to Third Base in the Q
base ball field. It is proposed to collect drainage from these two areas and convey them into a storm drain
that will connect to the existing storm drain system on the north side of Fourth Street. Since the Fourth
Street storm drain outlets into the Lytle Creek Channel west of Nunez Park, this scope does not include
encroachment permit processing through San Bernardino County Flood Control District.
3. Storm Drain Survey and Mapping— Survey includes topographic survey in an area that completes
the collection of survey in the parking lot at the Medical Center Drive entrance,includes additional
March 3,2011 AEI-CASC CONSULTING
Addendum#1/523-0002-00
FPacket Pg. 210
ATTACHMENT 1 RUBEN CAMPOS PAVILIO 5.N.c
5TH STREET SIDEWALK AND BUS BAY DESIGN ADDENDUM
AUTHORIZATION FOR ADDITIONAL WORK NO. 01
survey between the proposed inlet in the vicinity of the baseball field's Third Base and the
proposed connection point north of 4`' Street and includes identifying existing storm drain
manholes and dipping them when possible.
4. Drainage Report Update — The original Drainage Report includes only the study of the surface
flow generated by the pavilion and the surrounding improvements. With the introduction of an
underground storm drain system that connects to an existing storm drain facility, additional
drainage areas as well as the capability for the existing 40' Street Storm Drain to accept the flow
from a connect system must be analyzed and documented. This task includes additional research c
regarding the existing Fourth Street Storm drain outletting into Lytle Creek Channel. -°
5. Storm Drain Plans and Profiles — Prepare one sheet of plan and profile Storm Drain plan with
details that collects drainage in the Medical Center Drive entrance parking lot in the vicinity of the a.
baseball field's P Base and collects drainage from the pavilion. This system will consist of two
drop inlets that conveys drainage south to and connects with the existing storm drain system that a
collects drainage in the catch basin in the parking lot north of Fourth Street and east of the N
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synthetic soccer field. This task includes preparation of quantities, specifications,and approval of
the plans by the City of San Bernardino. Z
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III WALKWAY ON NORTH SIDE OF FOURTH STREET aM
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This effort consists of providing topographic survey and mapping of the existing the entire limits of the
north parkway of Fourth Street within the limits of Nunez Park for the purposes of RHA to prepare a D.G. Q
Trail plan.
6. _Fourth Street Survey and Mapping - Additional survey topography will be conducted along north a
side of Fourth Street within the limits of the park and includes gathering elevations at the edge of p
the street right of way at regular intervals, locating trees, power poles, posts, street lights, pull
boxes, manholes, fences, and other features that may be affected by the DG Walkway design by
RHA. Deliverable consists of an AutoCAD file topography for the use of preparing the walkway
design. v
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SCHEDULE OF FEES 0
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1. Fifth Street Sidewalk Survey&Mapping $1,782
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2. Fifth Street Sidewalk&Bus Bay Design $2,588 CD,
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3. Storm Drain Survey and Mapping $1,323
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4. Drainage Report Update $3,724
5. Storm Drain Plans and Profiles $5,782
6. Fourth Street Survey and Mapping $1,623
Reimbursable Expenses $300 Q
TOTAL
$17,122
March 3,2011 AEI-CASC CONSULTING
Addendum#1/523-0002-00
FPacket Pg. 211
aTT
,i,BUTSKO
UTILITY DESIGN INC.
..r March 3,2011
Michael Hutchinson
RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
6216 Brockton Avenue, Suite 212
Riverside,CA 92506
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RE: PROPOSAL FOR DRY UTILITY COORDINATION&MANAGEMENT SERVICES Y
RUBEN CAMPOS PAVILION—SAN BERNARDINO a
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Dear Michael: Z
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Per your request, Butsko Utility Design, Inc. is pleased to provide RHA Landscape Architects- _
Planners, Inc. with our proposal for
p p dry utility coordination and management services for the �
Ruben Campos Pavilion project located in the City of San Bernardino. Our experience in the o
San Bernardino area and standing relationships with the utility companies, place us in an =
excellent position to be of service.
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Our proposal for standard services includes Dry Utility Coordination and Management for the
following: Verizon—telephone; and Charter Communications —cable television. This includes O
the coordination of each utility's designs, agreements, and construction scheduling to C
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accommodate the underground conversion of the existing pole line on 51'Street for the proposed
°err sidewalk and bus shelter. t)
Enclosed for your review are: Exhibit A — Project Assumptions; Exhibit A-2 — Dry Utility M
Coordination & Management Services Scope of Work; Exhibit B — Standard Service Fee &
Reimbursement Schedule; Exhibit C—Letter of Understanding. We have enclosed two copies so
that you may sign and return one after you have reviewed our proposal. We will proceed upon 0-
this authorization. o
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If you have any questions,please do not hesitate to call me at 951.834.9920 x103. Thank you for a
providing Butsko Utility Design,Inc.with the opportunity to be of service. O
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Sincerely,
BUTSKO UTILITY DESIGN,INC. v
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Carl Richards v
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Division Manager Q
Enclosures
FPacket Pg. 212
ATTACHMENT 1
EXHIBIT A
PROJECT ASSUMPTIONS
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS, INC.
Based on our conversation with RHA Landscape Architects-Planners, Inc., and our
understanding of the project, we have identified the specific assumptions of the project to
include:
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I. Utility Underground Conversion Coordination
Butsko to coordinate with Verizon and Charter Communications to create two(2)pole Y
line underground conversion work orders in order to facilitate the construction on the
new sidewalk and bus shelter on 5ffi Street. N
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II. Development Team and Field Meetings z
Butsko will attend development team meetings as requested by the client. o
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RCP012000
Page 2 of 5
March 3,2011(CR)
Packet Pg. 213
S.N.c
ATTACHMENT 1 EXHIBIT A-2
UTILITY COORDINATION & MANAGEMENT SERVICES SCOPE OF WORK
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
I. SUBMITTAL PHASE
A. Coordinate with utility companies and consulting team members to obtain and review
pertinent design information and prepare for utility's submittal.
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B. Communicate with each utility Company to verify schedule and review conflicts and
specific source locations.
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C. Obtain civil engineer, architectural, landscape plans, project loads, and project a
schedule from client;prepare plan submittal letters to each utility Company. a
D. Examine utility design requirements and identify potential issues with consulting team -
members. _
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E. Obtain work orders required to submit plan package to utility companies and establish
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schedule for design,review,and completion. Q
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II. PRELIMINARY DESIGN PHASE
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A. Attend utility design/global meeting and continue liaison role with all parties involved.
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B. Forward preliminary utility design to client and consulting team members for their v
review,conflict identification,and acceptance.
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C. Review preliminary design revisions with each utility and ensure all necessary
modifications are complete. N
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IV. FINAL DESIGN PHASE L
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A. Forward revised preliminary Y desi design client and
project team for final
approval/signature and engineering certification. a'
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B. Coordinate with utilities, client, and consulting team members for final utility v
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submittal. _
C. Obtain and review all utility agreements for accuracy of cost methodology and rule
application. Process agreements and right-of-way documents. E
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D. Deliver final utility agreements/contracts to client. Provide summary of project costs Q
incurred and potential refunds.
E. Coordinate with client,utility companies,and consulting team members for
scheduling/attendance of pre-construction meeting.
F11BUTSIKK.o►
RCP012000 TI
ULITY DESIGN,INC.
Page 3 of 5
March 3,2011(CR) Packet Pg. 214
ATTACHMENT 1 S.NI.0
EXHIBIT B
STANDARD SERVICE FEES &REIMBURSEMENT SCHEDULE
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
The following fees will be billed monthly on a fixed fee basis as a percentage of work is
completed or on an hourly basis.
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I. Utility Conversion Coordination $8,800 Fixed Fee .3
(Verizon and Charter Communication) a
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IL Development Team and Field Meetings $ 1,100 Hourly a
(10 hours estimated) ^'
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TOTAL $9,900
Reimbursables:
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The following will be billed monthly:
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• Commercial Delivery Services,including Federal Express,UPS,Express Mail,and
Messenger Services—direct cost+ 10% 0
• Blueprint Services and Printing.—direct cost+ 10% _
• Engineer's Stamp(Stamping will be billed at$80.00 per sheet) _
• AutoCAD produced plot(36"x 48")at$27.00 per sheet(additional sizes will be billed v
accordingly)
• AutoCAD color produced plot(36"x 48")at$55.00 per sheet(additional sizes will be
billed accordingly)
• Automobile mileage reimbursement is calculated at current IRS standard mileage rate 0
• Utility Company as-builts o
• Parking fees associated with attendance at project related meetings a
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Hourly Rate Schedule: m
Principal in Charge $ 135.00 per hour v
Project Manager $ 110.00 per hour =
Project Coordinator $ 80.00 per hour
Designer $ 95.00 per hour
AutoCAD Drafter $ 65.00 per hour 0
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RCP012000
Page 4 of 5
March 3,2011(CR) Packet Pg. 215
S.N.c
ATTACHMENT 1 EXHIBIT C
LETTER OF UNDERSTANDING
RUBEN CAMPOS PAVILION—SAN BERNARDINO
RHA LANDSCAPE ARCHITECTS-PLANNERS,INC.
This letter formalizes the agreement between Butsko Utility Design, Inc. and RHA Landscape
Architects-Planners, Inc. with regard to Dry Utility Services for the Ruben Campos Pavilion
project.
These fees are subject to change 90 days from proposal date. o
SCOPE OF WORK AND FEES: See attached Scope of Work and Fee Schedule Exhibits. a
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COSTS: Butsko Utility Design, Inc. will bill monthly based upon the attached Fee Schedule. a.
Reimbursable costs are not included in these fees and will be billed to RHA Landscape
Architects-Planners,Inc.
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RETAINER: A retainer in the amount of $-0- is required concurrently with the executed C
proposal. •N as
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PAYMENT TERMS: Butsko Utility Design,Inc.bills on a monthly basis with payment due net =
30 days from date of invoice.
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LATE FEES: RHA Landscape Architects-Planners, Inc. shall pay Butsko Utility Design, Inc.
compensation for the services rendered by it in accordance with the established fee accounts. 0
Any past due payments will be charged a late fee of 1.5%per month from the date past due until ='
paid.
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ATTORNEY FEES AND COSTS: This contract is governed by the laws of the State of
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California. If any action at law or in equity is necessary to enforce or interpret the terms of the
contract, or if brought in the form of arbitration, the prevailing party shall be entitled to
reasonable attorney fees, costs, and necessary disbursements in addition to other relief to which N
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such party may be entitled. 0.
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Should any action be taken to collect past due amounts, RHA Landscape Architects-Planners,
Inc. agrees to pay for any and all costs of collection including,but not limited to, attorney's fees, O
court costs,expert fees and expenses incurred in the collection efforts. 4)
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FAILURE TO PAY: Should any payment become past due, Butsko at its sole discretion can s
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cease performance under this contract until past due balance is brought current and such non- Q
payment will be considered a material breach of the terms of the contract. _
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Name: Rich c
Title: Division Manager Q
RHA LANDSCAPE BUTSKO UTILITY DESIGN,INC.
ARCHITECTS-PLANNERS,INC.
Date: Date: March 3,2011
/VIBUT IBC)
it A UTILITY DESIGN,INC.
RCP012000
Page 5 of 5
March 3,2011(CR) Packet Pg. 216