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HomeMy WebLinkAboutMINUTES - 08062002 - C71-C75 TO: BOARD OF SUPERVISORS FROM: DENNIS M. BARRY, AICP ,7 f i J=r Contra COMMUNITY DEVELOPMENT DIRECTOR Costa DATE: AUGUST 6, 2002 m. n County .71 SUBJECT: Consultant contract and memorandum of understanding on EI Portal Drive/College Gateway Streetscape Desi n Pro'ect SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS APPROVE and AUTHORIZE the Community Development Director to execute a $45,000 contract in substantially the form presented,with BMS Design Group for planning services for the El Portal Drive/College Gateway Streetscape Design Project; and APPROVE and AUTHORIZE the Community Development Director to execute a memorandum of understanding with the City of San Pablo, also for the El Portal Drive/College Gateway Streetscape Design Project. FISCAL IMPACT None to the General Fund. The County will contribute $10,000 from Road funds to match a $25,000 "Transportation for Livable Communities" planning grant from the Metropolitan Transportation Commission. BACKGROUND/REASONS FOR RECOMMENDATIONS The County and City of San Pablo are jointly sponsoring the EI Portal Drive/College Gateway Streetscape Design Project, along El Portal Drive between 1-80 and Rollingwood Drive in West County. Contra Costa College also will participate in the project. The County, as lead agency, has received a$25,000 "Transportation for Livable Communities" planning grant for the project from the Metropolitan Transportation Commission (MTC). The County and City of San Pablo will each contribute $10,000 in matching funds. CONTINUED ON ATTACHMENT: X�,�- YES SIGNATURE J>A444t0 FCN&YTL-\ ;ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTE APPROVE _OTHER e. SIGNATURE (S):mwma� 4.`3 Y,2. t ACTION OF BO ON t APPROVED AS RECOMMENDED OTHER ?Ar VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE 4 UNANIMOUS (ABSENT,{�'-. 1 } AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE ABSENT: _ ABSTAIN: BOARD OF SUPERVISORS ON THE DATE Contact: John Greitzer(925/335-1201) SHOWN. cc: Community Development Department (CDD) ATTESTED 5 J. Yee, Public Works Dept. JOHN EETEN, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY DEPUTY r,-lTran,znnrtntinnlC,raityar\Rnarrl()rrfarinraff Rnmrr!nrrior 1=1 Pnrtal rtnr EL PORTAL DRIVE/COLLEGE GATEWAY PROJECT AUGUST 6, 2002 Page 2 The El Portal Drive/College Gateway Streetscape Design Project will result in the development of streetcape improvement plans and improved bicycle and pedestrian facilities along El Portal Drive. It is anticipated that the City of Ban Pablo will annex El Portal Drive during or shortly after the streetscape planning process. The City will be responsible for maintaining any new facilities that are built or planted as a result of the planning process. The planning process is expected to take approximately ten months. The Board is asked to approve and authorize the Community Development Director to execute two documents related to this project—a consultant contract and a memorandum of understanding (MCU)with the City of San Pablo. Consultant contract A consultant selection panel in June interviewed four proposing firms. The recommended consultant team includes BMS Design Group of San Francisco as the lead firm, along with ARUP of San Francisco and Vallier Design Associates of Richmond. All three firms have successful recent experience working on County projects. BMS Design Group and ARUP were the key firms on the Downtown El Sobrante Transportation and Land Use Plan. Vallier Design Associates performed the El Sobrante Valley Parks Study,which was a joint project between the County and the City of Richmond. Exhibit A includes the proposed contract with BMS Design Group. The indemnification portion of the contract may be revised pending negotiations with the consultant and provided there is mutual agreement between both parties on such revisions. The$45,000 contract will expire on June 30, 2003. MOU A memorandum of understanding (MOU) has been drafted, outlining the responsibilities and commitments of the County and the City of San Pablo for the duration of the project. The MOU has been approved and authorized by the City of San Pablo. Exhibit B shows the MOU. EXHIBIT A (Rev 03/99) Number: C47269-00. Org: CONSULTING SERVICES AGREEMENT I. Special Conditions, These Special conditions are incorporated below by reference. (a) Public Ag ncy: Contra Costa County Community Development Department Consultant's Name and Address: BMS Design Croup 414 Jackson Street, Suite 404 San Francisco,Ca 94111 (c) Project Name,Number and Location: El Portal Drive/College Gateway Streetscape Design Project. The project is to develop a plan to improve the streetscape along El Portal Drive between I-80 and Rollingwood Drive. The plan will include recommendations for improving the visual appearance of the street and roadside features,better accommodation of bicyclists and pedestrians along the street,and appropriate signage or other monuments to transform El Portal Drive into an attractive and welcoming gateway to Rollingwood,the City of San Pablo and Contra Costa College. The County and the City of San Pablo are jointly sponsoring and funding the project, along with a planning grant from the Metropolitan Transportation Commission. Contra Costa College is anon-financial partner in the project. The County serves as lead agency for the project. The County is responsible for administering the MTC planning grant,and for hiring and managing the consultant portion of the project. (d) Effective Date: July 15, 2002 (e) Payment Limit: $45,000.00 (f) Completion Date: June 30,2003 (g) Taxpayer's ID Number& Social Security Number: 94-331614.5 2. Signatures. These signatures attest the parties agreement hereto: Public Agency: Consultant: By: By: Director, Community Development (Partner) Type of Business(Sole proprietorship,govern- ment agency,partnership, corporation,etc.) Recommended by Department: By: Partnership Designee If corporation, state of incorporation: Approved: County Administrator By: By Designee (Designate official capacity in the business) Note to Consultant: (1) Execute acknowledgement form below, and (2) if a corporation, signatures must conform to designated representative groups pursuant to Corporations Code Sec. 313. State of California ) ss.ACKNOWLEDGEMENT(by Corporation,Partnership, or Individual) County of ) ( )personally known to me ( )proved to me on the basis of satisfactory evidence to be the person(s)whose name(s)is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies),and that by his/her/their signature(s)on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. 1 WITNESS my hand and official seal. Dated: Notary Public Contra Costa County Standard Form(Rev. 1/45) APPROVALS/ACKNOWLEDOME 'T Number APPROVALS RECOMMENDED BY DEPARTMENT FORM APPROVED COUNTY COUNSEL By By Designee Deputy APPROVED: COUNTY ADMINISTRATOR By: Designee 3. Parties. Effective on the above date,the above-named Public Agency and consultant mutually agree and promise as follows: 4. Employment. Public Agency hereby employs consultant, and Consultant accepts such employment,to perform the professional services described herein,upon the terms and in consideration of the payments stated herein. 5. Scope of Service. Scope of service shall be described in Appendix C,attached hereto and made a part hereof by this reference. 6. Report Disclosure Section. Any document or written report prepared hereunder by Consultant,or a subcontractor,for Public Agency shall contain,in a separate section,the numbers and dollar amounts of this contract and all subcontracts relating to the preparation of such document or written report,provided that the payment limit specified in Sec. 1(e) exceeds $5,000. When multiple documents or written reports are the subject or products of this agreement, the disclosure section may also contain a statement indicating the total contract amount represents compensation for multiple documents or written reports. 7. Insurance. Consultant shall, at no cost to Public Agency, obtain and maintain during the term hereof: (a)Workers' Compensation Insurance pursuant to state law,and(b)Comprehensive General Liability Insurance,including blanket contractual(or contractual liability)coverage,broad form property damage coverage,and coverage for owned and non- owned vehicles,with a minimum single limit coverage of$500,000 for all damages due to bodily injury,sickness or disease,or death to any person,and damage to property,including the loss of use thereof,arising out of each accident or occurrence, and naming Public Agency, their governing bodies, officers and employees as additional insureds. Consultant shall promptly furnish to Public Agency certificates of insurance evidencing such coverage and requiring 30 days'written notice to Public Agency of policy lapse,cancellation or material change in coverage. 8. Payment. Public Agency shall pay Consultant for professional services performed at the rates shown in the Appendices and per schedule set forth in Appendix B and attached hereto, and made a part hereof by this reference, which include all overhead and incidental expenses, for which no additional compensation shall be allowed. In no event shall the total amount paid to the Consultant exceed the payment limit specified in Sec. l(e)without prior written approval of the Contra Costa County Community Development Director. Consultant's statement of charges shall be submitted in accordance with Appendix B. Payment will be made within thirty (30) days after receipt of each statement. 9. Status. The Consultant is an independent contractor,and shall not be considered an employee of Public Agency. 10. Time of Completion. Unless the time is extended in writing by Public Agency,Consultant shall complete all services covered by this Agreement per Appendix A(Schedule of Submissions),attached hereto and made a part hereof by this reference. Scheduling and deadlines for tasks and deliverables may be changed by mutual consent between County and Consultant without amending this contract. 11. Record Retention. Except for materials and records,delivered to Public Agency,Consultant shall retain all materials and records prepared or obtained in the performance of this Agreement,including financial records,for a period of at least three years after Consultant's receipt of the final payment under this Agreement. Upon request by Public Agency, Consultant shall make such materials and records available to Public Agency at no additional charge and without restriction or limitation to State and federal governments at no additional charge. 12. Documentation. Consultant shall prepare and deliver to Public Agency at no additional charge the items described in Appendix A and C to document the performance of this Agreement and shall famish to Public Agency such information as is necessary to enable Public Agency to monitor the performance of this Agreement 13. Ownership of Documents. All materials and records of a finished nature,such as final plans,specifications,reports, and maps,prepared or obtained in the performance of this Agreement,shall be delivered to and become the property of Public Agency. All materials of a preliminary nature,such as survey notes,sketches,preliminary plans,computations and other data,prepared or obtained in the performance of this Agreement, shall be made available,upon request,to Public Agency at no additional charge and without restriction or limitation on their use. 14. Extra Work. Any work or services in addition to the work or services described in Appendix C shall be performed by Consultant according to the rates or charges listed in the Appendices,during the timeframe of this contract. In the event that no rate or charge is listed for a particular type of extra work,Consultant shall be paid for the extra work at a rate to be mutually agreed on prior to commencement of the extra work. In no event shall Consultant be entitled to compensation for extra work unless a written authorization or change order describing the work and payment terms has been executed by Public Agency prior to the commencement of the work. 15. Termination by Public Aeency. At its option,Public Agency shall have the right to terminate this Agreement at any time by written notice to Consultant, whether or not Consultant is then in default. Upon such termination, Consultant shall, without delay,deliver to Public Agency all materials and records prepared or obtained in the performance of this Agreement, and shall be paid,without duplication, all amounts due for the services rendered up to the date of termination. 3 16. Abandonment by Consultant. In event that Consultant ceases performing service under this Agreement or otherwise abandons the project prior to completing all of the services described in this Agreement,Consultant shall,without delay, deliver to Public Agency all materials and records prepared or obtained in the performance of this Agreement,and shall be paid for the reasonable value of the services performed up to the time of cessation or abandonment,less a deduction for any damages or additional expenses which Public Agency incurs as a result of such cessation or abandonment. 17. Breach. In the event that consultant fails to perform any of the services described in this Agreement or otherwise breaches this Agreement, Public Agency shall have the right to pursue all remedies provided by law or equity. Any disputes relating the performance of this Agreement shall not be subject to non judicial arbitration. 18. Compliance with Laws. In performing this Agreement, Consultant shall comply with all applicable laws, statues, ordinances,rules and regulation,whether federal, state or local in origin. 19. Assienment. This Agreement shall not be assignable or transferable in whole or in part by Consultant, whether voluntarily, by operation of law or otherwise;provide, however, that the Director of Community Development may allow consultant to sub-contract that portion of the services for which Consultant does not have the facilities to perform. Any other purported assignment,transfer or sub-contracting shall be void. 20. Endorsement of Plans. Consultant shall endorse all plans,specifications,estimates,reports and other items described in Appendices A and C prior to delivering them to Public Agency. 21. Patents and Copvriehts. The issuance of a patent or copyright to Consultant or any other person shall not affect Public Agency's rights to the materials and records prepared or obtained in the performance of this Agreement. Public Agency reserves a license to use such materials and records without restriction or limitation,and Public Agency shall not be required to pay any additional fee or royalty for such materials or records. The license reserved by Public Agency shall continue for a period of fifty(50)years from the date of execution of this Agreement,unless extended by operation of law of otherwise. 22. Indemnification. Consultant shall indemnify,defend,save,protect,and hold harmless Public Agency,its governing body,officers,employees,representatives,and agents("Indemnitees")from any and all demands,losses,claims,costs, suits, liabilities, and expenses for any damage, injury, or death(collectively"Liability")arising directly or indirectly from or connected with the services provided hereunder which is caused,or claimed or alleged to be caused,in whole or in part, by the negligence or willful misconduct of Consultant, its officers, employees, agents, contractors, subconsultants,or any persons under its direction or control and shall make good to and reimburse Indemnitees for any expenditures,including reasonable attorneys'fees and costs,the Indemnitees may mare by reason of such matters and, if requested by any of the Indemnitees, shall defend any such suits at the sole cost and expense of Consultant. Consultant's obligations under this section shall exist regardless of concurrent negligence or willful misconduct on the part of the Public Agency or any other person;provided,however,that Consultant shall not be required to indemnify Indemnitees for the proportion of liability a court determines is attributable to the negligence or willful misconduct of the Public Agency, its governing body, officers, or employees. This indemnification clause shall survive the termination or expiration of this Agreement. 23. Heirs.Successors and Assigns. Except as provided otherwise in Section 19 above,this Agreement shall inure to the benefit of and bind the heirs, successors,executors,personal representatives and assigns of the parties. 24. Exclusive Services. Consultant agrees to restrict its firm and its subcontractors from any employment,other than by County, in any way pertaining to the subject of this employment or to the proposed project which this report will review,for the period that this Agreement is in effect. Consultant further agrees to insert this condition into all contracts or work agreements with its subcontractors. Attachments Appendix A-Schedule of Submissions Appendix B -Payment Schedule Appendix C -Work Plan/Scope of Services Appendix D—Rate Schedule(if required) Form approved by County Counsel 12/85 3/87 (New Indemnification Clause Per County Counsel 2/28/00) 4 APPENDIX A SCHEDULE OF SUBMISSIONS Submission dates are subject to change based on written mutual consent between County and Consultant 1. Final Workplan: July 17, 2002 2.2 Design Opportunities presentation materials: Sept. 4, 2002 2.5 Summary Memorandum Report from Community Meeting#1: Sept. 17, 2002 (assumes Community Meeting#1 is held on Sept. 10, 2002) 3.1 Alternative Design Concepts memorandum and presentation materials: Nov. 6, 2002 4.2 Summary Memorandum Report from Community Meeting#2: Nov. 20, 2002 (assumes Community Meeting#2 is held on Nov.1.3, 2002) 5.1 Preferred Streetscape Design (graphics and descriptive tent): Jan. 7, 2003 5.2 Preliminary Statement of Probable Construction Cost: Jan. 7, 2003 6.1 Presentation materials on Preferred Design: Jan. 7, 2003 6.2a Summary Memorandum Report from Community Meeting#3: Jan. 21, 2003 (assumes Community Meeting#3 is held week of Jan. 13th 2003) 6.2b Revised Final Preferred Design(graphics and descriptive text): Feb. 14, 2003 6.2c Revised Final Preferred Design large-format display graphics: Feb. 14, 2003 6.2d Revised Final Statement of Probable Construction Cost: Feb. 14, 2003 APPENDIX B PAYMENT SCHEDULE County shall pay consultant for professional services performed upon completion of each deliverable listed in Appendix A and Appendix C. APPENDIX C WORD PLAN/SCOPE OF SERVICES Transmittal of Deliverables All deliverables (memoranda, reports, graphics,meeting handouts and other documents) shall be provided to County staff in electronic format as well as hard-copy format. Staff and consultants shall determine the most appropriate electronic format for each product,based on the nature of the product and the software available to County staff. Scope of Werk The following scope of work outlines the work process to be followed by the Consultant Team to formulate a plan to improve the physical conditions and functionality of the El Portal Drive corridor between Interstate 80 and Rollingwood Drive. The following Scope of Work includes all of the work tasks outlined in the scope of work outlined in the RFP, with additional detail as suggested by the Consultant Team. Task 1: Project Initiation and Collection of Background Data This work part will include general project startup and finalization of scope and schedule. It will also include the collection and review of existing data, site reconnaissance, and meetings with staff from Contra Costa County(County), the City of San Pablo(City) and technical staff from other agencies. Additional surveys can be prepared, if necessary, as an additional service. 1.1 Finalize Scope,Schedule, Budget The Consultant Team project manager will work with the County project manager to finalize the scope of work, schedule and budget for the project. An important element of this will be to identify areas of coordination between this project and other projects which may be planned by various agencies. 1.2 Data Collection The Consultant Team will review all information made available by the Client. In particular, this will include the following: • County and City General Plans, and Zoning documents. • Land use and parcel ownership along El Portal Drive. • Recent traffic counts and Level-of-Service(LOS) data. • Bus route and ridership data. • Transit operations requirements in the corridor, including potential service changes. • Base maps and aerial photos(in digital format) of existing conditions with particular attention to the width and extent of public right of way along the corridor. • Pedestrian circulation data. • Traffic accident data. • Other previous physical plans,transportation and traffic plans, economic reports, technical data and redevelopment plans for the corridor and surrounding districts. 1.3 Initial Briefing Session and Site Reconnaissance Key members of the Consultant Team will attend a briefing session with members of the Client group. During this meeting, additional data will be supplied to the Consultant Team and any final data needs will be determined. Following, or concurrent with, the initial briefing session, the Consultant Team will conduct a reconnaissance of the project site and surrounding area with available members of the same group of participants. During the reconnaissance,the Consultant Team will become familiar with key features of the area such as gateway opportunities, street widths and function, intersection characteristics,views, landmarks,points of interest, street facades, development opportunities, quality of planting and open space, urban design character, density, scale and character of development, and development patterns. 7 1.4 Base Map Preparation The Consultant Team will prepare base maps for the El Portal Drive gateway corridor,based on information provided by the County and/or the City. To the extent possible, these bases will be prepared in digital(CAD) format. 1.5 Meeting with Technical Advisory Committee If desired, the Consultant Team will attend a regularly-scheduled meeting of the West Contra Costa Transportation Advisory Committee Technical Advisory Committee(WCCTAC-TAC). The purpose of this initial meeting will be to review the project scope and schedule, gain input on issues to consider,review current departmental and agency activities, and summarize project goals and objectives. Task 2: Community Meeting#1:Gather Ideas and Preferences,Discuss Possible Design Changes The purpose of this task will be to prepare for, and hold, a community meeting to hear the public's ideas about changes they would like to see and provide the public with a base of information about the range of possibilities for the street. 2.1 Summary Analysis of Existing Conditions In preparation for Community Meeting# 1, the Consultant Team will analyze and summarize key characteristics of the corridor including,but not limited to, the following: • Existing land use • Transportation and traffic circulation • Urban design character, such as gateway points, districts, landmarks, activity nodes,built and natural edges,barriers, and linkages. • Site physical conditions including existing street trees and other planting, lighting, sidewalk conditions,building conditions and orientation, signage, and connections to side streets. 2.2 Prepare Design Opportunities A preliminary assessment of design opportunities will be prepared for the El Portal gateway corridor. This will include a list of potential streetscape elements and initial design explorations, with illustrations, for areas that could be candidates for particular contributions to gateway improvements. 2.3 Staff and Agency Review of Analysis The Consultant Team will review the results of the above analysis and design opportunities tasks in one meeting with the Client, prior to attendance at Community Meeting#1. 2.4 Community Meeting#1: Initial Design Concepts The Consultant Team will prepare for, and assist, County and City staff in Community Meeting #1. The purpose of the meeting will be to review the preliminary analysis and gain input prior to preparation of preferred design concepts. We suggest that Community Meeting#1 be held in a workshop format, which would allow participants to directly engage in the formulation of ideas by working together in small groups in a facilitated environment. Although the format for the meeting will be developed in consultation with County and City staff, a possible format might include: • Summary review of project background, existing conditions analysis, and design opportunities. • Short slide or PowerPoint show of potential design possibilities from other successful locales to stimulate participants to think outside the perceived constraints of their local area. • Breakout groups to discuss potential elements of the design. During the breakout sessions, groups will be encouraged to prepare their own design thoughts using base maps,markers and other rudimentary graphic tools. • Summary reporting/discussion by each small group of their ideas in plenary session. The Consultant Team will assist County and City staff to prepare materials and facilitate the workshop. County and City staff will provide noticing,mailings, and other announcements, as 8 well as make arrangements for locations and refreshments, as needed. The Consultant Team will record public input during the meeting. 2.5 Summary Memorandum Report The Consultant Team will prepare a summary memorandum report describing the public input gained at Community Meeting#1. The input gained will be used to design a set of alternative design concepts for the street in Task 3. Task 2 Deliverables: o� Deliverable 2.2: Design Opportunities presentation materials showing possible design elements and ideas,for discussion at Community Meeting#1 c*- .Deliverable 2.5:Summary Memorandum Report farm Community Meeting#1 Task 3: Prepare Design Alternatives Based on Input from Community Meeting#1 The purpose of this Task is to prepare preliminary design concepts and review these concepts with the TAC and community. 3.1 Prepare Alternative Design Concepts Based on input from Community Meeting#1, as well as the background information prepared in earlier tasks, the Consultant Team will develop two or three alternative design concepts to address the project goals. These will be conceptual, rather than detailed designs and will be limited to the existing right of way. Design alternatives will consider,but will not be limited to: • Facilities for non-motorized transportation. • Aesthetic improvements such as streetscaping, gateway markings, and other signage as appropriate. • Intersection treatments for aesthetic or safety considerations. Alternative design concepts to be prepared by the Consultant Team will include graphic as well as textual descriptions of the alternatives and will be delivered in both paper and electronic format to the County. 3.2 County and City Staff Review of Preliminary Concepts The Consultant Team will review the Alternative Design Concepts in one meeting with County and City staff. 3.3 WCCTAC-TAC Meeting If desired, the Consultant Team will attend a regularly-scheduled meeting of the WCCTAC-TAC during Task 3. The purpose of this meeting will be to review the alternative concepts prepared in 3.1 above. If preferred, this review may be combined into a single meeting with the staff review to be held under 3.2. Task 3 Deliverables: os> Deliverable 3.1:Alternative design concepts (graphics and descriptive text) Task 4: Community Meeting#2: Review Alternatives, Gather Community Input on a Preferred Alternative 4.1 Community Meeting#2--Review Alternative Design Concepts The Consultant Team will present the alternative design concepts at Community Meeting#2 and seek the community's input on a preferred concept. This may result in a clear preference for one of the alternatives, or it may result in a preference for a hybrid concept that combines elements of two or more alternatives. Unlike Community Meeting#1, it is not envisioned that this meeting be held in a workshop format. 'Rather this meeting will be a presentation format, allowing participants to review the 9 work of the Consultant Team for conformance with the design goals established in the prior workshop. The Consultant Team will assist County and City staff to prepare materials and facilitate Community Meeting#2. County and City staff will provide noticing,mailings, and other announcements, as well as make arrangements for locations and refreshments, as needed. The Consultant Team will record public input during the meeting. 4.2 Summary Memorandum Report The Consultant Team will prepare a summary memorandum report describing the public input gained at Community Meeting#2. The input gained will be used to prepare a preferred design concept for the street in Task 5. Task 4 Deliverables: a�- Deliverable 4.2:Summary Memorandum Report from Community Meeting#2 Task 5: Prepare the Preferred Alternative Conceptual Design for the El Portal I College Gateway Project The purpose of this Task is to prepare a single preferred design concept for the gateway corridor incorporating community comments, in sufficient detail for preparation of cost estimates and review at Community Meeting#3. 5.1 Prepare Preferred Concept The Consultant Team will develop a conceptual design for the preferred alternative for the El Portal Drive/College gateway project based on the input gained from Community Meeting#2 and previous technical input. The design will be a concept design, showing accurate dimensions and materials to be used,but will not be at the level of construction documents. The preferred concept design will be delivered to the to the County in three formats: paper, web- ready electronic file and AutoCAD format suitable for use in GIS presentations. The Consultant Team will also prepare one set of large-format, poster style graphics suitable for display in public meetings and public places. 5.2 Prepare Preliminary Statement of Probable Construction Cost A preliminary statement of probable construction cost will be prepared for the improvements associated with the preferred design concept. This cost analysis will be based on current dollars. 5.3 County and City Staff Review of Preliminary Concepts The Consultant Team will review the Preferred Design Concept and costs in one meeting with County and City staff prior to public meetings to be held under Task 6. 5.4 WCCTAC-TAC Meeting If desired, the Consultant Team will attend a meeting with the W CCTAC-TAC during Task 5 to obtain technical input related to the preparation of the preferred concept. If preferred, this review may be combined into a single meeting with the staff review to be held under 5.3. Task 5 Deliverables: os- Deliverable 5.1: preferred Streetscape Design Concept(graphics and descriptive text) oa�- Deliverable 5.2: Preliminary Statement of Probable Construction Cost Task 6: Display Completed Design at Community Meeting#3 and other Public Venues, Including Contra Costa College 6.1 Community Meeting #3 10 The Consultant Team will prepare for and assist County and City staff in Community Meeting#3 (the final community meeting). The Consultant Team will review the final design for the El Mortal Drive J College Gateway project. The Consultant Team will assist County and City staff to prepare materials and facilitate Community Meeting#3. County and City staff will provide noticing, mailings, and other announcements, as well as make arrangements for locations and refreshments, as needed. The Consultant Team will provide written handout materials on the project as well as large format display graphics, which may also be used at a variety of public venues in the community. In addition, the Consultant Team will record public input during the meeting. 6.2 Prepare Final Documents The Consultant Team will make minor revisions to the documents prepared under Task 5, if necessary, depending upon the nature of the input gained from Community Meeting#3. Final documents will be prepared, including the following: • Summary memorandum report describing the results of Community Meeting#3. • Revised written description of the Preferred design. • Final revised design in web-ready format • Final revised design in AutoCAD electronic format. • Revised large format display graphics (such as poster boards) of the preferred design. • Revised statement of probable construction cost. Task 6 Deliverables: Deliverable 6.1:Preferred design for Community Meeting#3 (graphics and descriptive text). cs, Deliverable 6.2a:Summary Memorandum Report from Community Meeting#3 Deliverable 6.2b:Revised final preferred design streetscape (graphics and descriptive text) Deliverable 6.2c:Revised final large format display graphics c*- Deliverable 6.2d.Revised statement of probable construction cast Task 7: Approval of the Design by the Board of Supervisors and City Council If requested, the Consultant Team will participate in one final meeting each with the Contra Costa County Board of Supervisors and the San Pablo City Council to assist staff in presentation of the recommended design concepts. APPENDIX D RATE SCHEDULE Hourly Rates for Consultant Teams Members Michael Smiley, Principal, BMS Design Group $125 per hour Barbara Maloney, Principal, BMS Design Group $125 per hour Senior Staff Person, BMS Design Group $85 per hour Junior Staff'Person, BMS Design Group $65 per hour Administrative costs, BMS Design Group $50 per hour Marcia Vallier, Principal,Vallier Design Associates $110 per hour Senior Staff Person,Vallier Design Associates $90 per hour Junior Staff Person,Vallier Design Associates $65 per hour Administrative costs,Vallier Design Associates $50 per hour Aidan Hughes, Senior Associate,ARUP $150 per hour rn CL m a a � a m M. cmc o C < C cr a -n e foo` N CD tll (n al ' 0 CD ID O CNy7 Lv (:3D 0 .604 CD 0 O � N V iV rn V 07 tri 0 4 N to CTt .p � Ut N CC N A M 10 64 COO Gni WW � Fij Efl Al W fD 41 co N 00 trD 3) w 'C N O O O O O O 0 C O 0 c t T c cc M. N N Co O OD CD N CD 23 til �? tf! 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O N im I (n Cfl Ceti N C7 O N fA W .644A a �') co � O O d C> 11 L—J EXHIBIT B MEMORANDUM OF UNDERSTANDING (MOU) Between the City of San Pablo and Contra Costa County For the El Portal Drive/College Gateway Streetscape Design Project WHEREAS: El Portal Drive links the unincorporated community of Rollingwood with the City of San Pablo,having segments in both jurisdictions; and the segment of El Portal Drive from Interstate 80 to Rollingwood Drive serves as a gateway from I-80 to the Rollingwood, San Pablo, and Contra Costa College communities; and the communities along this corridor desire improvements to the visual quality and pedestrian/bicycle environment along this section of E1 Portal Drive; and Contra Costa County("COUNTY') and the City of San Pablo("CITY")have both expressed their commitment to assist the communities in making such improvements to the corridor; and COUNTY and CITY have jointly applied for and received a"Transportation for Livable Communities"planning grant from the Metropolitan Transportation Commission("MTC") for a conceptual streetscape improvement design for El Portal Drive; and CITY has expressed its desire and intent to annex the portion of El Portal Drive that is within the unincorporated area of Rollingwood; NOW THEREFORE the parties hereto agree to the following: CITY and COUNTY will each contribute $10,000 cash matching funds to add to the$25,000 MTC planning grant, for a total of$45,000 to be used for hiring a streetscape design consulting firm; and CITY and COUNTY will jointly participate in recruiting a qualified consultant for the streetscape design project, in keeping with COUNTY procedures for requesting proposals and recruiting consultants; and CITY will allocate$10,000 in staff assistance and COUNTY will allocate $25,000 in staff assistance to the project; and COUNTY will serve as lead agency for purposes of administering and managing the MTC grant and the consultant contract; and COUNTY and CITY will both formally approve the conceptual streetscape design that is developed as the outcome of this project,by actions of the Board of Supervisors and the San Pablo City Council; and Page 1 of 1 COUNTY and CITY staffs shall work together throughout the project as specified in the attached Scope of Work; and COUNTY shall be responsible for providing the grant agency(MTC)with copies of all necessary deliverables and documentation. This MOU will become effective on the date last signed below and shall remain in full force and effect until terminated by mutual written agreement of all parties hereto. Any of the parties hereto may propose amendments or modifications to this agreement. These amendments shall be incorporated upon ratification in writing by all the parties. The attached Scope of Work, which is incorporated herein, may be revised by written mutual agreement without requiring a formal amendment to this MOU. This is the entire agreement between the parties on the subject matter of this MOU. SIGNATURES City of San Pablo BY City Manager Date Attest: Date City Clerk Contra Costa County BY Community Development Director Date Attest: Deputy County Administrator and Clerk of the Board Date Page 2 of 2 SCOPE OF SERVICES Transmittal of Deliverables All deliverables (memoranda,reports, graphics,meeting handouts and other documents) shall be provided to County staff in electronic format as well as hard-copy format. Staff and consultants shall determine the most appropriate electronic format for each product, based on the nature of the product and the software available to County staff. Scope of Work The following scope of work outlines the work process to be followed by the Consultant Team to formulate a plan to improve the physical conditions and functionality of the El Portal Drive corridor between Interstate 80 and Rollingwood Drive. The following Scope of Work includes all of the work tasks outlined in the scope of work outlined in the RFP, with additional detail as suggested by the Consultant Team. Task 1: Project Initiation and Collection of Background Data This work part will include general project startup and finalization of scope and schedule. It will also include the collection and review of existing data, site reconnaissance, and meetings with staff from Contra Costa County(County),the City of San Pablo (City) and technical staff from other agencies. Additional surveys can be prepared, if necessary, as an additional service. 1.1 Finalize Scope, Schedule,Budget The Consultant Team project manager will work with the County project manager to finalize the scope of work, schedule and budget for the project. An important element of this will be to identify areas of coordination between this project and other projects which may be planned by various agencies. 1.2 Data Collection The Consultant Team will review all information made available by the Client. In particular, this will include the following: • County and City General Plans, and Zoning documents. + Land use and parcel ownership along El Portal Drive. • Recent traffic counts and Level-of-Service(LOS)data. + Bus route and ridership data. • Transit operations requirements in the corridor, including potential service changes. + Buse maps and aerial photos (in digital format) of existing conditions with particular attention to the width and extent of public right of way along the corridor. + Pedestrian circulation data. + Traffic accident data. + Other previous physical plans, transportation and traffic plans, economic reports, technical data and redevelopment plans for the corridor and surrounding districts. 1.3 Initial Briefing Session and Site Reconnaissance Ivey members of the Consultant Team will attend a briefing session with members of the Client group. During this meeting, additional data will be supplied to the Consultant Team and any final data needs will be determined. Following, or concurrent with, the initial briefing session, the Consultant Team will conduct a reconnaissance of the project site and surrounding area with available members of the same group of participants. During the reconnaissance,the Consultant Team will become familiar with key features of the area such as gateway opportunities, street widths and function, intersection characteristics, views, landmarks,points of interest, street facades,development opportunities, quality of planting and open space, urban design character, density, scale and character of development, and development patterns. 1.4 Base Map Preparation The Consultant Team will prepare base maps for the El Portal Drive gateway corridor, based on information provided by the County and/or the City. To the extent possible, these bases will be prepared in digital (CAD) format. 1.5 Meeting with Technical Advisory Committee If desired, the Consultant Team will attend a regularly4scheduled meeting of the Nest Contra Costa Transportation Advisory Committee Technical Advisory Committee (WCCTAC-TAC). The purpose of this initial meeting will be to review the project scope and schedule, gain input on issues to consider, review current departmental and agency activities, and summarize project goals and objectives. Task 2: Community Meeting#1:Gather Ideas and Preferences, Discuss Possible Design Changes The purpose of this task will be to prepare for, and hold, a community meeting to hear the public's ideas about changes they would like to see and provide the public with a base of information about the range of possibilities for the street. 2.1 Summary Analysis of Existing Conditions In preparation for Community Meeting# 1, the Consultant Team will analyze and summarize key characteristics of the corridor including,but not limited to, the following: + Existing land use + Transportation and traffic circulation + Urban design character, such as gateway points, districts, landmarks, activity nodes,built and natural edges, barriers, and linkages. + Site physical conditions including existing street trees and other planting, lighting, sidewalk conditions, building conditions and orientation, signage, and connections to side streets. 2.2 Prepare Design Opportunities A preliminary assessment of design opportunities will be prepared for the El Portal gateway corridor. This will include a list of potential streetscape elements and initial design explorations, with illustrations, for areas that could be candidates for particular contributions to gateway improvements. 2.3 Staff and Agency Review of Analysis The Consultant Team will review the results of the above analysis and design opportunities tasks in one meeting with the Client,prior to attendance at Community Meeting#1. 2.4 Community Meeting#1: Initial Design Concepts The Consultant Team will prepare for, and assist, County and City staff in Community Meeting#1. The purpose of the meeting will be to review the preliminary analysis and gain input prior to preparation of preferred design concepts. We suggest that Community Meeting#1 be held in a workshop format, which would allow participants to directly engage in the formulation of ideas by working together in small groups in a facilitated environment. Although the format for the meeting will be developed in consultation with County and City staff, a possible format might include: • Summary review of project background, existing conditions analysis, and design opportunities. • Short slide or PowerPoint show of potential design possibilities from other successful locales to stimulate participants to think outside the perceived constraints of their local area. • Breakout groups to discuss potential elements of the design. During the breakout sessions, groups will be encouraged to prepare their own design thoughts using base maps,markers and other rudimentary graphic tools. • Summary reporting/discussion by each small group of their ideas in plenary session. The Consultant Team will assist County and City staff to prepare materials and facilitate the workshop. County and City staff will provide noticing, mailings, and other announcements, as well as make arrangements for locations and refreshments, as needed. The Consultant Team will record public input during the meeting. 2.5 Summary Memorandum Report The Consultant Team will prepare a summary memorandum report describing the public input gained at Community Meeting#1. The input gained will be used to design a set of alternative design concepts for the street in Task 3. Task 2 Deliverables: c Deliverable Z.2: Design Opportunities presentation materials showing possible design elements and ideas,for discussion at Community Meeting#1 a�> Deliverable 2.5:Summary Memorandum.Report ftom Community Meeting#1 Task 3: Prepare Design Alternatives Based on Input from Community Meeting#1 The purpose of this Task is to prepare preliminary design concepts and review these concepts with the TAC and community. 3.1 Prepare Alternative Design Concepts Based on input from Community Meeting#1, as well as the background information prepared in earlier tasks, the Consultant Team will develop two or three alternative design concepts to address the project goals. These will be conceptual,rather than detailed designs and will be limited to the existing right of way. Design alternatives will consider,but will not be limited to: • Facilities for non-motorized transportation. • Aesthetic improvements such as streetscaping, gateway markings, and other signage as appropriate. • Intersection treatments for aesthetic or safety considerations. Alternative design concepts to be prepared by the Consultant Team will include graphic as well as textual descriptions of the alternatives and will be delivered in both paper and electronic format to the County. 3.2 County and City Staff Review of Preliminary Concepts The Consultant Team will review the Alternative Design Concepts in one meeting with County and City staff. 3.3 WCCTAC-TAC Meeting If desired, the Consultant Team will attend a regularly-scheduled meeting of the WCCTAC-TAC during Task 3. The purpose of this meeting will be to review the alternative concepts prepared in 3.1 above. If preferred, this review may be combined into a single meeting with the staff review to be held under 3.2. Task 3 Deliverables: ca, Deliverable 3.1:Alternative design concepts (graphics and descriptive text) Task 4: Community Meeting#2: Review Alternatives,Gather Community Input on a Preferred Alternative 4.1 Community Meeting#2--Review Alternative Design Concepts The Consultant Team will present the alternative design concepts at Community Meeting ##2 and seek the community's input on a preferred concept. This may result in a clear preference for one of the alternatives, or it may result in a preference for a hybrid concept that combines elements of two or more alternatives. Unlike Community Meeting#1, it is not envisioned that this meeting be held in a workshop format. Rather this meeting will be a presentation format, allowing participants to review the work of the Consultant Team for conformance with the design goals established in the prior workshop. The Consultant Team will assist County and City staff to prepare materials and facilitate Community Meeting#2. County and City staff will provide noticing,mailings, and other announcements, as well as make arrangements for locations and refreshments, as needed. The Consultant Team will record public input during the meeting. 4.2 Summary Memorandum Report The Consultant Team will prepare a summary memorandum report describing the public input gained at Community Meeting#2. The input gained will be used to prepare a preferred design concept for the street in Task 5. Task 4 Deliverables: ca- Deliverable 4.2:Summary Memorandum Report from Community Meeting#2 Task 5: Prepare the Preferred Alternative Conceptual Design for the EI Portal /College Gateway Project The purpose of this Task is to prepare a single preferred design concept for the gateway corridor incorporating community comments, in sufficient detail for preparation of cost estimates and review at Community Meeting#3. 5.1 Prepare Preferred Concept The Consultant Team will develop a conceptual design for the preferred alternative for the El Portal Drive/College gateway project based on the input gained from Community Meeting#2 and previous technical input. The design will be a concept design, showing accurate dimensions and materials to be used,but will not be at the level of construction documents. The preferred concept design will be delivered to the to the County in three formats: paper, web-ready electronic file and AutoCAD format suitable for use in GIS presentations. The Consultant Team will also prepare one set of large-format,poster style graphics suitable for display in public meetings and public places. 5.2 Prepare Preliminary Statement of Probable Construction Cost A preliminary statement of probable construction cost will be prepared for the improvements associated with the preferred design concept. This cost analysis will be based on current dollars. 5.3 County and City Staff Review of Preliminary Concepts The Consultant Team will review the Preferred Design Concept and costs in one meeting with County and City staff prior to public meetings to be held under Task 6. 5.4 WCCTAC-TAC Meeting If desired, the Consultant Team will attend a meeting with the WCCTAC-TAC during Task 5 to obtain technical input related to the preparation of the preferred concept. If preferred, this review may be combined into a single meeting with the staff review to be held under 5.3. Task 5 Deliverables: ca- Deliverable 5.1:Preferred Streetscape Design Concept(graphics and descriptive text) ca- Deliverable 5.2:Preliminary Statement of Probable Construction Cost Task 6: Display Completed Design at Community Meeting#3 and other Public Venues, Including Contra Costa College 6.1 Community Meeting #3 The Consultant Team will prepare for and assist County and City staff in Community Meeting#3 (the final community meeting). The Consultant Team will review the final design for the El Portal Drive/College Gateway project. The Consultant Team will assist County and City staff to prepare materials and facilitate Community Meeting#3. County and City staff will provide noticing, mailings, and other announcements, as well as make arrangements for locations and refreshments, as needed. The Consultant Team will provide written handout materials on the project as well as large format display graphics, which may also be used at a variety of public venues in the community. In addition, the Consultant Team will record public input during the meeting. 6.2 Prepare Final Documents The Consultant Team will make minor revisions to the documents prepared under Task 5, if necessary, depending upon the nature of the input gained from Community Meeting#3. Final documents will be prepared, including the following: • Summary memorandum report describing the results of Community Meeting#3. • Revised written description of the Preferred design. • Final revised design in web-ready format • Final revised design in AutoCAD electronic format. • Revised large format display graphics(such as poster boards) of the preferred design. • Revised statement of probable construction cast. Task 6 Deliverables: Deliverable b 1:Preferred design for Community Muting#3 (graphics and descriptive text). .Deliverable 6.2a:Summary Memorandum Report from Community Meeting#3 Deliverable 6.2b:Revised final preferred design streetscape(graphics and descriptive text) Deliverable 6.2c.Revisedfinal large format display graphics c*, .Deliverable 6.2d:Revised statement ofprobable construction cast Task 7: Approval of the Design by the Board of Supervisors and City Council If requested, the Consultant Team will participate in one final meeting each with the Contra Costa.County.Board of Supervisors and the San Pablo City Council to assist staff in presentation of the recommended design concepts. , Q TO: BOAR ) OF SUPERVISORS �,� Contra aCosta FROM: Jahn Cullen, Director.t = County Employment and Human Services Department DATE: July 25s 2002 SUBJECT: APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to contract with Isola Global Enterprises, Inc. (IGEI) (#21-882-0) in the amount of$75,000 for juvenile court document authorization and standardization services during the period August 1, 2002 through July 31, 2003. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION R X-OMM NY)ED ACTION APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to contract with Isola Global Enterprises, Inc. (ILEI) (#21-882-0) in the amount of$75,000 for juvenile court document authorization and standardization services during the period August 1, 2002 through July 31, 2001 FINANCIAL IMPACT! $75,000 Administrative Overhead Costs; 20% County ($15,000), 40% State ($,30,000), 40% Federal ($30,000). CHILDREN'S IMPACT STATEMENT- "Chis contract indirectly supports three of the five community outcomes established in the Children's Report Card: 3) "Families that are Economically Self Sufficient"; 4) "Families that are Safe, Stable and Nurturing"; 5) "Communities that are Safe and Provide a High Quality of Life for Children and Families". RACKGROITN Contra Costa County Employment and Human Services Department (EHSD) is responsible for the State mandated Cal"WORKs Plan, which establishes the requirements for County administration of welfare reform. EHSD provides support services to adults, children and families including job training, childcare, transportation, housing assistance, youth services, employment and job retention services. Assisting children and families who interact with EHSD and the Court system, services under this contract will develop software-based document templates and conversion of software-based documents for juvenile court document authorization and standardization. Isola Global Enterprises Inc, (ILEI) was selected from a competitive procurement, Request for Interest (RFI) 147 to provide Juvenile Court Document Authorization and Standardization services for EHSD Children and Families child welfare system. IGE1 provides software consulting, development and solutions expertise to clients from a variety of industries including Health care, Telecom, Insurance, Banking, Federal and State agencies, CONTINUED ON ATTACHMENT: YIS SIGNATURE* ,.} s't `` �� .. RECOMMENDATION OF COUNTY ADMINISTRATOR _.._RECOMMENDATION OF BOARD COMMITTEE __&:f APPROVE OTHER SIGNATURES ACTION OF BORt ON ti'-.'` ' �• L t ' ' '':� APPROVED AS RECOMMENDED OTHER ..r VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE �` ,�UNANIMOUS{ABSENT AND CORRECT COPY OF AN ACTION TAKEN ':,t,y� > f� � ) AYES: NOTES AND ENTERED ON THE MINUTES OF THE BOARD ASSENT:_ ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED ; 3 . J0104 SW ..ftN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact. DON CRUZE 3-1582 EHSD(CONTRACTS UNIT)-SP COUNTY ADMINISTRATOR BY OJO,, ,DEPUTY AUDITOR-CONTROLLER CONTRACTOR A/D:345-0101/A.1.1 TO: BOARD OF SUPERVISORS `•, CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES "}..:e� r ' COSTA DATE: AUGUST 6, 2002 „ 5OUNTY SUBJECT: APPROVE THE THIRD AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH STEPHEN E. HARRIMAN, AIA & ASSOCIATES FOR TENANT IMPROVEMENTS FOR THE MENTAL HEALTH AND DLit PROGRAMS AT THE PITTSBURG HEALTH CENTER, 2311 LOVERIDGE ROAD,PITTSBURG FOR THE HEALTH SERVICES DEPARTMENT(WWO077) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE the Third Amendment authorizing extra work under the Consulting Services Agreement dated August 22, 2001, with Stephen E. Harriman, AIA & Associates for Tenant Improvements for the Mental Health and DUI Programs at the Pittsburg Health Center, 2311 Loveridge Road, Pittsburg. The Third Amendment increases the scope of services and increases the Payment Limit, as previously amended, from $11,250.00 to $60,175.00. 2. AUTHORIZE the Director of General Services to execute the Third Amendment to the Consulting Services Agreement and to issue written authorizations for extra work, in addition to the authorization for the Third Amendment, provided that the cumulative total cost for such additional authorizations shall not exceed $6,000.00. FINANCIAL. IMPACT Project expenses are being charged to the Health Services Department Mental Health Division budget. BACKGROUND On October 10, 2000 the Director of General Services executed a consulting services agreement for the preliminary design and feasibility study for Tenant Improvements for the Health Services Department's Mental Health and DUI Programs at the Pittsburg Health Center. Stephen E. Harriman, AIA & Associates was selected to provide the required architectural services based upon successfully providing similar services for other County projects and familiarity with the Health Services Department's program requirements. CONTINUED ON ATTACHMENT: X YES SIGNATURE: ' RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITT APPROVE OTHER f_ SIGNATURE(S): >' ACTION OF SOAR ON AUGUST 06, 2002 APPROVED AS RECOMMENDED XX OTHER x VOTE OF SUPERVISORS XX UNANIMOUS(ABSENT NONE AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE cc: Genera!Services Department AND CORRECT COPY OF AN ACTION TAKEN Architectural Division AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISORS ON THE DATE SHOWN. A/D File: 345-0101/A.5 County Administrator's Office ATTESTED_- AUGUST 06, 2002 County Counsel JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS Auditor Controller AND COUNTY ADMINISTRATOR Health Services Department(via A/D) Stephen E.Harriman,AIA(via A/D) By DEPUTY H:\2001\3450101\01L00119b.doc tb Page 1 of 2 M382(10/88) APPROVE THE THIRD AMENDMENT TO THE 345-0101/A.1.1 CONSULTING SERVICES AGREEMENT WITH STEPHEN August 6, 2002 E. HARRIMAN, AIA &ASSOCIATES FOR TENANT IMPROVEMENTS FOR THE MENTAL HEALTH AND QUI PROGRAMS AT THE PITTSBURG HEALTH CENTER, 2311 LOVERIDGE ROAD, PITTSBURG FOR THE HEALTH SERVICES DEPARTMENT The First Amendment increased the scope of services to provide additional architectural services which included attendance at additional meetings and revision of design development drawings and feasibility studies due to project scope changes and extended the Completion Date from June 30, 2001 to December 31, 2001. The Second Amendment extended the Completion Date from December 31, 2001 to June 1, 2002. The Third Amendment increases the scope of services to provide additional architectural services that includes preparation of the construction documents, management services during the bidding phase, development of construction cost estimates and extension of the Completion Date, as previously amended, from June 1, 2002 to March 31, 2003. tb HA200113450101101 L00119b.doc Page 2 of 2 M382(10188) File:345-0101/A.1.1 THIRD AMENDMENT TO CONSULTING SERVICES AGREEMENT FOR TENANT IMPROVEMENTS FOR THE MENTAL HEALTH ANIS DUI PROGRAMS AT THE PITTSBURG HEALTH CENTER,2311 LOVERIDGE ROAD,PITTSBURG FOR THE HEALTH SERVICES DEPARTMENT (W W0077) 1. EffectiYt Date and Parties: Effective August 6, 2002, Stephen E. Harriman, AIA & Associates (herein called "Consultant"), a Sole Proprietorship,and the County of Contra Costa(herein called"County"),a political subdivision of the State of California,mutually agree as follows: 2. gam: On October 10,2000,the parties entered into a contract entitled"Consulting Services Agreement,"referred to as the"Agreement,"which covers the preliminary design and feasibility study for the Tenant Improvements for the Mental Health and DUI Programs at the Pittsburg Health Center, 2311 Loveridge Road., Pittsburg for the Health Services Department. The Agreement has previously been amended as follows: First Amendment dated July 1,2002 and Second Amendment dated April 3,2002.The parties desire to further amend the Agreement to expand the scope of service and to increase the payment limit accordingly. 3. Amendments to Agreement: A. In the Agreement, Section I (c), change the Payment Limit from$11,250.00 to $60,175.00, an increase of$48,925.00. This change shall apply to charges from and after July 16,2002. B. In accordance with Section 14 of the Agreement provide the following: I. Prepare construction documents and a construction cost estimate. 2. Provide management services during bidding phase C. In Paragraph I(f),extend the Completion Date,as previously amended,from June 1,2002 to March 31,2003. 4. Effect: Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect. 5. s;1 nature: These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTANT By: Date: Type of business: Barton J.Gilbert (Designate type—corporation,sole proprietorship,partnership, Director of General Services/Purchasing Agent partnership,government agency,limited liability company,etc.) If corporation,state of incorporation: By: Title: (Designate official capacity in the business) By: Title: (Designate official capacity in the business) Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board,president or vice-president; the second signature must be that of the secretary, assistant secretary, chief financial officer or assistant treasurer. (Civ. Code, Sec. 1190 and Corps.Code,Sec.313.) The acknowledgment below must be signed by a Notary Public. .................................................................................................................................................................................................. CERTIFICATE OF ACKNOWLEDGMENT State of California } ss County of ) On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant,personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ics), and that by his/her/their signature(s) on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. WITNESS my hand and official seal. Dated: [Notary's Seal] Notary Public RECOMMENDED FOR APPROVAL: By: APPROVED AS TO FORM: Director,Capital Facilities&Debt Management SILVANO B.MARCHESI County Counsel By: Deputy tb H:1200113450101\01L00120a.doc Page 1 of 1 AID:305-02041A.1.1 TO: HOARD OF SUPERVISORS `. CONTRA FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: AUGUST 6, 2002 OUNTY SUBJECT: APPROVE THE FIRST AMENDMENT TO THE CONSULTING SERVIC S AGREEMENT WITH RMW ARCHITECTURE & INTERIORS FOR THE HEALTH CENTER EXPANSION AT 3505 LONE TREE WAY, ANTIOCH FOR THE HEALTH SERVICES DEPARTMENT(WWfl295) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION 1. APPROVE the First Amendment authorizing extra work under a Consulting Services Agreement dated April 25, 2002 with RMW Architecture & Interiors, 160 Pine Street, San Francisco for additional architectural and project management services for the Health Center Expansion at 3505 Lone Tree Way, Antioch for the Health Services Department. The agreement will provide for architectural and project management services during design development, Construction document preparation, bidding, and construction administration. The First Amendment increases the scope of services, extends the completion date, and increases the Payment Limit from $24,000.00 to $68,900.00. 2. AUTHORIZE the Director of General Services to execute the First Amendment to the Consulting Services Agreement and to issue written authorizations for extra work, in addition to the authorization for the First Amendment, provided that the cumulative total cost for all such additional authorizations shall not exceed $7,000.00. FINANCIAL IMPACT The estimated total project cost for the Antioch Health Center Expansion is $402,000.00. Project expenses are charged to the Health Services Enterprise Fund. BACKGROUND The project involves the expansion of approximately 1,674 square feet on the first floor at 3505 Lone Tree Way, Antioch. Project scope includes the addition of exam rooms and additional space for medical records. RMW Architecture & Interiors was selected to provide architectural services through interviews held by an Architectural Selection Committee in December 2001. CONTINUED ON ATTACHMENT: x YES SIGNATURE: 1 RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMMITTED APPROVE OTHER SIGNATURE(S): ACTION OF BOAR] N AUGUST 06, 2002 APPROVED AS RECOMMENDED XX OTHER 9 VOTE OF SUPERVISORS XX _ UNANIMOUS(ABSENT NONE ) AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE cc: General Services Department AND CORRECT COPY OF AN ACTION TAKEN Architectural Division AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISORS ON THE DATE SHOWN. Arc+File:305-0204/A.5 AUGUST 06 2002 County Administrator's Office ATTESTED County Counsel JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS Auditor Controller AND COUNTY ADMINISTRATOR Health Services Department(via AID) RMW Architecture&Interiors(via AID) BY DEPUTY H:\2002\3050204\028004008b.doc Page 1 of 2 M382(10188) APPROVE THE FIRST AMENDMENT TO THE CONSULTING File: 305-02041A.1.1 SERVICES AGREEMENT WITH RMW ARCHITECTURE August 6, 2002 AND INTERIORS FOR THE HEALTH CENTER EXPANSION AT 3505 LONE TREE WAY, ANTIOCH FOR THE HEALTH SERVICES DEPARTMENT On April 25, 2002 the Director of General Services executed a Consulting Services Agreement with RMW Architecture & Interiors for field investigation and site analysis, architectural programming, conceptual design, structural investigation, and preliminary cost estimates for the Antioch Health Center Expansion. The First Amendment increases the scope of work to provide architectural and project management services during design development, construction document preparation, bidding, and construction administration and extends the Completion Date from June 14, 2002 to Completion of Construction. LS:ame File:305-0204/A.1.1 FIRST"AMENDMENT TO CONSULTING SERVICES AGREEMENT FOR HEALTH CARE EXPANSION AT 3505 LONE TREE WAY,ANTIOCH FOR THE HEALTH SERVICES DEPARTMENT (WW0294) 1. Effective Bate and I'a rtiec: Effective August 6,2002, RMW Architecture and Interiors(herein called"Consultant"),a California Corporation,and the County of Contra Costa(herein called"County"),a political subdivision of the State of California,mutually agree as follows: 2. Purpo : On April 25,2002,the parties entered into a contract entitled"Consulting Services Agreement," referred to as the "Agreement," which covers the Health Care Expansion Project at 3505 Lone Tree Way,Antioch for the Health Services Department. The parties desire to amend the Agreement to expand the scope of service and to increase the payment limit accordingly. 3. Amen encs to Agreement: A. In the Agreement,Section 1(c),change the Payment Limit from$24,000.00 to$68,900.00,an increase of$44,900.00. This change shall apply to charges from and after July 1,2002. B. In accordance with Section 14 of the Agreement provide the following: Increase the scope of services to include Design Development,Construction Documents,Bid Phase and Construction Administration. C. In Paragraph 1(f),extend the Completion Date from June 14,2002 to Completion of Construction. 4. Effect: Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect. 5. Signature: These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTANT By: Date: Type of business: Barton J.Gilbert (Designate type—corporation,sole proprietorship,partnership, Director of General Services/Purchasing Agent partnership,government agency,limited liability company,etc.) If corporation,state of incorporation: By: Title: (Designate official capacity in the business) By: Title: (Designate official capacity in the business) Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board,president or vice-president; the second signature must be that of the secretary, assistant secretary, chief financial officer or assistant treasurer. (Civ. Code, Sec. 1190 and Corps.Code,Sec.313.) The acknowledgment below must be signed by a Notary Public. .................................................................................................................................................................................................. CERTIFICATE OF ACKNOWLEDGMENT State of California ) ss County of ) On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant,personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s)on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. WITNESS my hand and official seal. Dated: [Notary's Seal] Notary Public RECOMMENDED FOR APPROVAL: AID:225-0208lA.1.1 TO: BOARD OF SUPERVISORS ,. CONTRA FROM: BARTON J. GIL.BERT, DIRECTOR OF GENERAL SERVICES COSTA DATE: AUGUST 6, 2002 AM UNTY SUBJECT: APPROVE THE FIRST AMENDMENT TO THE CONSULTING SERVES AGREEMENT WITH RMW ARCHITECTURE & INTERIORS FOR THE HEALTH CENTER EXPANSION AT 3052 WILLOW BASS ROAD, CONCORD FOR THE HEALTH SERVICES DEPARTMENT MW0294) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION EECOMMEND Tei ION 1. APPROVE the First Amendment authorizing extra work under a Consulting Services Agreement dated April 25, 2002 with RMW Architecture & Interiors, 160 Pine Street, San Francisco for additional architectural and project management services for the Health Center Expansion at 3052 Willow Pass Road, Concord for the Health Services Department. The agreement will provide for architectural and project management services during design development, construction document preparation, bidding, and construction administration. The First Amendment increases the scope of services, extends the completion date, and increases the Payment Limit from $24,750.00 to $89,050.00. 2. AUTHORIZE the Director of General Services to execute the First Amendment to the Consulting Services Agreement and to issue written authorizations for extra work, in addition to the authorization for the First Amendment, provided that the cumulative total cost for all such additional authorizations shall not exceed $10,000.00. FINANCIAL IM ACT The estimated total project cost for the Health Center Expansion is approximately $746,000.00. Project expenses are charged to the Health Services Enterprise Fund. BACKGROUND The project involves the addition of approximately 4,636 square feet of second floor space in order to expand the Health Center at 3052 Willow Pass Road, Concord. The expansion will increase the number of exam roams and provide additional space for medical records. RMW Architecture & Interiors was selected to provide architectural services through interviews held by an Architectural Selection Committee in December 2001. � CONTINUED ON ATTACHMENT: XYES SIGNATURE: 11 ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COM TEE APPROVE OTHER SIGNATURE(S): , + ACTION OF BOAR�jN AUGUST 06, 2002 APPROVED AS RECOMMENDED 2P OTHER 1: VOTE OF SUPERVISORS XX NONE UNANIMOUS(ABSENT ) AYES; NOES: ABSENTS: -ABSTAIN: MEDIA CONTACT:BARTON J.GILBERT(313-7100) Originating Dept.:General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE CC: Genesi Services Department AND CORRECT COPY OF AN ACTION TAKEN Architectural Division AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISORS ON THE DATE SHOWN. AID File:225-02081A.5 AUGUST 06 2002 County Administrator's Office ATTESTED y County Counsel JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS Auditor Controller AND COUNTY ADMINISTRATOR Health Services Department(via AID) RMW Architecture&Interiors(via A/D) BY,_„ ..,,� DEPUTY N:1200212250208102G008009b.doe Page 1 o 2 M382(10!88) APPROVE THE FIRST AMENDMENT TO THE CONSULTING File: 225-0208/A.1.1 SERVICES AGREEMENT WITH RMW ARCHITECTURE August 6, 2002 AND INTERIORS FOR THE HEALTH CENTER EXPANSION AT 3052 WILLOW PASS ROAD, CONCORD FOR THE HEALTH SERVICES DEPARTMENT On April 25, 2002 the Director of General Services executed a Consulting Services Agreement with RMW Architecture and Interiors for field investigation and site analysis, architectural programming, conceptual design, structural investigation, and preliminary cost estimates for the Concord Health Center Expansion. The First Amendment increases the scope of work to provide architectural and project management services during design development, construction document preparation, bidding, and construction administration and extends the Completion Date from June 14, 2002 to Completion of Construction. LS;amc File:225-0208/A.1.1 FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT FOR HEALTH CARE EXPANSION AT 3052 WILLOW PASS ROAD,CONCORD FOR THE HEALTH SERVICES DEPARTMENT (WW0294) I. Effective Date and Parties: Effective August 6,2002, RMW Architecture and Interiors(herein called"Consultant"),a California Corporation,and the County of Contra Costa(herein called"County"),a political subdivision of the State of California,mutually agree as follows: 2. Purpose: On April 25,2002,the parties entered into a contract entitled"Consulting Services Agreement," referred to as the "Agreement," which covers the Health Care Expansion Project at 3052 Willow Pass Road,Concord for the Health Services Department. The parties desire to amend the Agreement to expand the scope of service and to increase the payment limit accordingly. 3. Amendments to Agreement: A. In the Agreement,Section I(c),change the Payment Limit from$24,750.00 to$89,050.00,an increase of$64,300.00. This change shall apply to charges from and after July 1,2002. B. In accordance with Section 14 of the Agreement provide the following: Increase the scope of services to include Design Development,Construction Documents,Bid Phase and Construction Administration. C. In Paragraph I(f),extend the Completion Date from June 14,2002 to Completion of Construction. 4. Effect: Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect. 5. S:ignatu : These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTANT By: Date: Type of business: Barton J.Gilbert (Designate type—corporation,sole proprietorship,partnership, Director of General Services/Purchasing Agent partnership,government agency,limited liability company,etc.) If corporation,state of incorporation: By: Title: (Designate official capacity in the business) By: Title: (Designate official capacity in the business) Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board,president or vice-president; the second signature must be that of the secretary, assistant secretary, chief financial officer or assistant treasurer. (Civ. Code, Sec. 1190 and Corps.Code,Sec.313.) The acknowledgment below must be signed by a Notary Public. .................................................................................................................................................................................................. CERTIFICATE OF ACKNOWLEDGMENT State of California ) ss County of _. __ ) On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant,personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s)on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. WITNESS my hand and official sea]. Dated: [Notary's Seal] Notary Public RECOMMENDED FOR APPROVAL: By: APPROVED AS TO FORM: Director,Capital Facilities&Debt Management SILVANO B.MARCHESI County Counsel By: Deputy LS:amc H:\2002\2250208\02G008010a.doc Page 1 of I