HomeMy WebLinkAboutRtfy-HA33070A - Design of Lndscp and Demo of 8 Ponds at 1Quail PlContract No. HA33070A
PALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: RATIFICATION OF EXECUTIVE DIRECTOR'S APPROVAL OF
AMENDMENT NO. 1 TO RAY LOPEZ ASSOCIATES FOR THE
DESIGN OF THE LANDSCAPE AND DEMOLITION PLANS FOR
THE BACKFILL OF POND NO. 8 AT ONE QUAIL PLACE
SUBMITTED BY: Janet M. Moore, Director of Housing
DATE: August 28, 2014
CONTENTS: Professional Services Agreement and Proposal
Recommendation
By Minute Motion, that the Authority Board ratifies Executive Director's approval
of Amendment No. 1 in an amount not to exceed $1,200 to Ray Lopez and Associates
related to the design of landscape and demolition plans for the backfill of pond no. 8 at
One Quail Place.
Funds are available in the Housing Authority Replacement Reserve Fund
Executive Summary
Ray Lopez and Associates was awarded the contract for landscape design and
demolition plan for nine of the ponds at One Quail Place in January, 2014. Pond No. 8
was previously filled however; there are some outstanding issues that need to be
addressed. This will ensure that the design and retrofit of all ponds are acceptable to
the Authority prior to awarding a contract for the work.
Background
The Authority solicited proposals from contractors to demolish nine ponds at One Quail
Place. The primary goals of the project were to reduce pond repair costs and overall
water consumption by replacing the pond areas with drought tolerant landscape and
community gathering areas. The community areas will include benches, a shade
structure and lighting.
Following two unsuccessful attempts to award a contract, it was determined that design
plans were necessary to adequately complete the project. In January, 2014 Ray Lopez
and Associates was awarded a professional services contract to complete a formal
landscape design for the project.
The contract with Ray Lopez and Associates requires them to deliver plans and
specifications for the demolition, hardscape, landscape, lighting, irrigation, and
coordination with the approvals and bid process including the required reviews by
CVWD. While going through this process, it was revealed that Pond No. 8, which was
previously filled, was substandard. When filled, the pond was punched but the concrete
lip was not removed, and very little if any irrigation was installed to properly irrigate the
Contract No.HA33070A
Staff Report
Ratifying Amendment No. 1 — Ray Lopez Associates — One Quail Place Ponds
August 28, 2014
Page2of2
area.
Mr. Lopez has delivered a proposal to staff for the modifications to this area. He will
include the demo plans in the current plans at no cost to the Authority and keep the
minimal design consistent with the other pond areas that are being renovated.
After reviewing the proposal received from Mr. Lopez, staff agreed that this work needs
to be done and can be done more efficiently by handling it at the same time. In light of
the minimal costs and timing of the existing project, the Executive Director has
approved the proposal for services.
Therefore, staff recommends that the Authority Board ratify the Executive Director's
approval of Amendment No. 1 with Ray Lopez and Associates in an amount not to
exceed $1,200 to do the landscape and irrigation plans for Pond No. 8.
Fiscal Impact
The fiscal impact is the cost of the amendment which will be paid from the Housing
Authority's Replacement Reserve Fund. The cost of these services and work is
expected to be recouped within five years through cost savings on repairs and water
usage.
Submitted by: Rev w d:
Jariet/M. Moore, Director of Housing Paul S. Gibson, Director of Finance
Approval:
John M. Wohlmuth, Executive Director
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GA\HOUSING\PATTY LEONUMW STAFF REPORT\HOUSING AUTHORITY\SR-ONE QUAIL LANDSCAPE ARCHITECT - AMENDMENT NO 1 8-28-14 DOC
Contract No. Ha33070A
PALM DESERT HOUSING AUTHORITY
MEMORANDUM
TO: JOHN M WOHLMUTH
FROM: Janet Moore, Director of Housi
DATE: July 14, 2014
SUBJECT: ONE QUAIL PLACE POND # 8
Ray Lopez and Associates is working on the plans for the removal and renovation of the ponds
at One Quail Place. Pond #8 was previously filled in however, the pond was punched but the
concrete lip was not removed and very little if any irrigation was installed so the area doesn't get
much water. Since we are removing the other ponds in a much more efficient way, I agree that
this should be done as well.
Based on Mr. Lopez's recent site visit and RPM Company's recommendation to remove the
concrete, Mr. Lopez has submitted a proposal for $1,200 (attached) to do the landscape and
irrigation plans for this area. He will include the demolition plans in the current plans at no cost
to the Authority and keep the minimal design consistent with the other areas that we are
renovating.
To expedite the process, I am requesting approval of the additional $1,200 and I will take a
ratification to the Council in August.
If you have any questions or require additional information, please let me know.
Thank you.
Attachments (as noted)
Reviewed and Approved:
John M. Wohlmuth, Executive Director
Contract No. HA33070A
RAY LOPEZ ASSOCIATES
LANDSCAPE ARCHITECTURE & PLANNING
56-960 Jackson Street, Vista Santa Rosa, CA 92274
Phone: 760 / 206-9696 E-mail: RLAscape@aol.com
16 July 2014
Ms. Janet Moore, Director of Housing
CITY OF PALM DESERT
73-510 Fred Waring Drive, Palm Desert, CA 92260-2578
(0) 760 / 346-0611 ext. 327
RE: Landscape Architectural Services Proposal for:
ONE QUAIL PLACE - AREA 8. Demolition of Pond & Landscape / Irrigation Up -Grade.
Ms. Moore:
Ray Lopez Associates (RLA) respectfully submits this proposal for professional landscape architectural services for the
project mentioned above.
1.1 SCOPE OF SERVICES - TASKS
1. Project Coordination - RLA will perform general project coordination with Client (e.g. meetings,
phone calls, e-mails and site visits). (2L) ($200.00 - NO CHARGE)
a. RLA shall assist Client with the "City Approval Process" (when and if required). Includes
meeting(s) with City's Landscape Specialist, Architectural Review Board, Planning Commission
and or City Council.
2. Base Sheets - RLA shall take Client's Existing Base Information and create the Landscape "Base
Sheets" in AutoCAD. Base Sheets are required for the Landscape Plans, Demolition Plan, Irrigation Plan
and Hardscape Plans. (5D) ($300.00 - NO CHARGE)
3. Preliminary Demolition Plan - This plan shall indicate and callout the removal/backfill of Existing
Underground Pond as directed by the Client. Demo plans includes calling out trees, shrubs & irrigation
impacted by the removal of ponds. (5D) ($300.00 - NO CHARGE)
a. Final Demolition Plan - Revise & adjust Demolition Plan as directed by the client and as
needed for the Final Approval. (2.5D) ($150.00 - NO CHARGE)
4. Preliminary Landscape Plan - This plan will locate, size, and identify all new trees, shrubs, vines and
ground covers for review and comment from Client. (7.5D) $450.00
a. Final Landscape Plan - RLA shall revise the Preliminary Landscape Plan as directed by the
client and as -needed for the Final Approval. (2.5D) $150.00
Contract No. HA33070A
City of Palm Desert - 1 Quail Place for Area 8
Page 2
5. Irrigation Plan - RLA shall provide irrigation concept notes required to accept the new landscape
design. In addition, provide diagrammatic plans that shall callout proposed piping, valves (if required),
emitters, bubblers, controller(s) (if required), mainline sizing (if required). Includes water calculations
and Water District approval process. (10D) $600.00
6. Irrigation & Landscape Details & Specifications - All necessary details, notes and specifications will be
provided in order to have the above items approved and installed.
7. Cost Estimate - RLA shall provide Client one (1) Cost Estimate for value engineering purposes only.
(2.5D) ($150.00 - NO CHARGE)
8. CAD Plots - CAD plotting costs are based on creating 10 plots @ $10.00 per for a "lump -sum" fee
of $0.00. Plots are for RLA (progress prints) and Client review.
2.1 FEES AND CHARGES
A. Our proposal is based on providing the above services at a fee not to exceed: $1,200.00
Payments (3):
B.
0. $ 0.00 - A "start-up" fee is respectfully requested at the signing of proposal and prior to the
commencement of work.
00. $ 0.00 due when the Base Sheet & Demolition Plan are completed and first submitted to the Client
for approval.
1. $ 450.00 due when Preliminary Demolition Design and Preliminary Landscape Plans are completed
and first submitted to the Client for review. Fees applied to Tasks 3 & 4.
2. $ 150.00 is due when the Final Landscape Plan & Irrigation Plan are completed and submitted to the
Client for review. Fees applied to Task 1.1.4.a.
3. $ 600.00 is due when the Irrigation Plan is completed and first submitted to the Client for review.
Fees applied to Task 5.
FEE SCHEDULE
L-Principal / Landscape Architect $ 100.00 / hour.
P-Associate / Project Manager $ 80.00 / hour.
D-Draftsman $ 60.00 / hour.
C-Clerical $ 35.00 / hour.
T-Travel $ 0.50 / mile.
C. Tasks NOT included in Proposal and not limited to:
1. Any Task not included under Section "1.1 Scope of Services - Tasks".
2. Fees associated with the approval process (e.g. plan check fees).
3. Blueprints, postage, copies, etc.
4. Site observation of construction / Quality Control.
5. Electrical circuiting by Electrical Engineer. May be required for Lighting Design.
Contract NO. HA33070A
City of Palm Desert - 1 Quail Place for Area 8
Page 3
3.1. LIMITS OF LIABILITY
The client agrees to limit Ray Lopez Associates liability to the client and to all contractors and sub-
contractors on this project due to RLA'S acts, errors, or omissions such that the total aggregate liability
shall not exceed the amount of the total fees paid to RLA under Item 2.1.A.
4.1 TIME OF COMPLETION
The estimated time of completion for Preliminary Landscape Plan and Demolition Plan shall not exceed
14 calendar days from the date RLA receives site -base information & signed contract from the Client.
Estimated time for revisions shall be on an `as -needed' basis. Landscape Architect shall render its
services as expeditiously as is consistent with professional skill and care. During the course of the
Project, anticipated and unanticipated events may impact any Project schedule.
Upon approval and notice to proceed from the Client, RLA will be able to complete the Irrigation &
Hardscape Drawings in approximately 14 days after notice. After Irrigation, Landscape & Hardscape
Plans are completed, RLA shall submit plans to the Client for approval.
Time -line for the approval process shall be on a 'to be determined' basis.
5.1 REIMBURSABLE ITEMS
Outside services, such as reproduction will be billed at cost plus 15%. Additional CADD plots at
$10.00 per plot. Client may elect to set up an account at a local blue printing service and have the
reproduction costs billed directly to the Owner.
6.1 ADDITIONAL SERVICES
If additional services are requested in writing beyond the stipulated scope of services, we will submit a
proposal for that work, and our fee will be based on the FEE SCHEDULE presented in Item '2-B'
7.1 CLIENT RESPONSIBILITIES
A. Client agrees to provide Landscape Architect with all information, surveys, reports and professional
recommendations and any other related items requested by Landscape Architect in order to provide it's
professional services. Landscape Architect may rely on the accuracy and completeness of these items.
Additional charges may occur due to inaccurate or revisions to information.
B. Client shall furnish the services of the following consultants: To Be Determined.
C. Client agrees to advise Landscape Architect of any know or suspected contaminants at the Project site.
Client shall be solely responsible for all subsurface soil conditions.
D. Client will obtain and pay for all necessary permits from authorities with jurisdiction over the Project.
8.1 DISPUTE RESOLUTION
A. Client and Landscape Architect agree to mediate claims or disputes arising out of or relating to the
Agreement before initiating litigation. The mediation shall be conducted by a mediation service
acceptable to the parties. A party shall make a demand for mediation within a reasonable time after a
claim or dispute arises, and the parties agree to mediate in good faith. In no event shall any demand for
mediation be made after such claim or dispute would be barred by applicable law. Mediation fees shall
be shared equally.
Contract No.C33070A
City of Palm Desert - 1 Quail Place for Area 8
Page 4
9.1 MISCELLANEOUS PROVISIONS
A. This Agreement is governed by the law of Landscape Architect's principal place of business.
B. This Agreement is the entire and integrated agreement between Client and Landscape Architect and
supersedes all prior negotiations, statements or agreements, either written or oral. The parties may amend
this Agreement only by a written instrument signed by both Client and Landscape Architect.
C. Neither Client nor Landscape Architect shall assign this Agreement without the written consent of the
other.
D. Irrespective of any other term in the Agreement, Landscape Architect shall not control or be
responsible for construction means, methods, techniques, schedules, sequences or procedures; or for
construction safety or any other related programs; or for another parties' errors or omissions or for another
parties' failure to complete their work or services in accordance with Landscape Architect's documents.
E. Client agrees to indemnify, defend and hold Landscape Architect harmless from and against any and
all claims, liabilities, suits, demands, losses, costs and expenses, including, but not limited to, reasonable
attorneys' fees and all legal expenses and fees incurred through appeal, and all interest thereon, accruing
or resulting to any and all persons, firms or any other legal entities on account of any damages or losses
to property of persons, including injuries or death, or economic losses, arising out of the Project and/or
this Agreement, except that the Landscape Architect shall not be entitled to be indemnified to the extent
such damages or losses are found by a court or forum of competent jurisdiction to be caused by Landscape
Architect's negligent errors or omissions.
F. To the extent damages are covered by property insurance during construction, Client and Landscape
Architect waive all rights against each other and against the contractors, consultants, agents and
employees of the other for such damages. Client or Landscape Architect, as appropriate, shall require of
the contractors, consultants, agents and employees of any of them similar waivers in favor of the other
parties described int this paragraph.
G. Client acknowledges and agrees that proper Project maintenance is required after the Project is
complete. A lack of or improper maintenance in areas such as, but not limited to, watering, fertilizing,
trimming of shrubs, trees, palms, irrigation maintenance, etc. may result in damage to property or persons.
Client further acknowledges and agrees that, as between the parties to this Agreement, Client is solely
responsible for the results of any lack of or improper maintenance.
H. Nothing in this Agreement shall create a contractual relationship for the benefit of any third party.
Contract No.HA33070A
City of Palm Desert - 1 Quail Place for Area 8
Page 5
If this proposal meets with your approval, please sign and return one copy to my office. Should any questions
arise concerning this proposal, please do not hesitate to call.
p
esentative,`Client - Title
Raro„/ a Lopez
Submitted by Raymond C. Lopez, Owner
Landscape Architect, #3474
Date
76 cZ + 2074
Date
LANDSCAPE ARCHITECTS ARE REGULATED BY THE CALIFORNIA BOARD OF LANDSCAPE
ARCHITECTS. ANY QUESTIONS CONCERNING A LANDSCAPE ARCHITECT MAY BE REFERRED TO
THE BOARD AT:
Board of Landscape Architects
400 R Street, Suite 4020
Sacramento, CA 95814
Phone: 916 / 445-4954
THIS PROPOSAL IS VALID THROUGH SEPTEMBER 30, 2014