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17-0919_RRM DESIGN GROUP, INC_F1a_Agenda ReportCity of San Juan Capistrano Agenda Report TO: Honorable Mayor and Members of the City Council FROM: ~n Siegel, City Manager SUBMITIED BY: Steve May, Public Works and Utilities Director ,L~Ut_ PREPARED BY: Tom Toman, Assistant Public Works Directif" DATE: September 19, 2017 9/19/2017 F1a SUBJECT: Consideration of a Second Amendment to the Personal Services Agreement for Design Services for the Verdugo Street Beautification Project (CIP 14106) (RRM Design Group, Inc.) RECOMMENDATION : 1) Approve and authorize the City Manager to execute the Second Amendment to the Personal Services Agreement with RRM Design Group Inc., for design services for the Verdugo Street Beautification Project (CIP 14106), in an amount not-to-exceed $81 ,440; and, 2) Direct staff to include the area of Verdugo Street west of the train tracks in the conceptual design scope of work for the project, at no additional cost. DISCUSSION/ANALYSIS : On August 1, 2017, the City Council received a presentation on the Verdugo Street Beautification Project (CIP 141 06) and considered options for reallocating funds. The project location is shown on Attachment 1. The Council voted to retain the Project budget of $1.94 million and directed staff to work with the prior designer, RRM Design Group Inc. (RRM}, to create two conceptual design options similar to the previous concepts developed in 2007 and 2014. The RRM proposal is included as Attachment 2. Later, on August 14 , 2017, the City Council received a letter from Mechelle Lawrence Adams, Executive Director of Mission San Juan Capistrano , on behalf of eight property and business owners in the downtown area . The letter requests that the City focus only on one concept plan (2007 version) and offers specific design recommendations City Council Agenda Report September 19, 2017 Page 2 of 4 (Attachment 3). Consequently, staff solicited an additional proposal from RRM Design Group based on the criteria outlined in the letter in order to provide the Council with a cost estimate for the requested scope. This alternative proposal is included as Attachment 4 to this report. The primary difference between the proposals involves designing two concepts for stakeholder consideration (2007 and 2014) versus one concept (2007). Pursuant to prior City Council direction, staff is recommending that the Council approve and authorize the City Manager to execute the Second Amendment to the Personal Services Agreement (PSA) with RRM Design Group Inc., in an amount not-to-exceed $81,440 (Attachment 5). Should the Council prefer the alternative proposal based on the August 14, 2017, letter, the not-to-exceed amount would be reduced to $59,700 . On September 11, 2017, staff met with Los Rios resident and property owner Monica Mukai, and Anthony Filipov, owner of the Hummingbird Cafe (located on Los Rios Street at Verdugo Street). Ms. Mukai and Mr. Filipov requested the Project scope include extending the Verdugo Street Beautification Project to the west side of the train tracks . The location in question is shown on Attachment 6 . Subsequently, Ms. Mukai sent a letter to the City Council on behalf of several Los Rios residents and business owners outlining the request and providing specific design recommendations (Attachment 7). The current Project scope (both 2007 and 2014 versions) includes only that portion of Verdugo Street east of the train tracks to Camino Capistrano. Staff has discussed with RRM the potential of extending the project to the west side of the train tracks as requested by Ms. Mukai. RRM responded that the expanded area can be incorporated into either or both concepts at no additional cost. Therefore, staff is recommending that this area be included in any design concept selected by the City Council. In the event construction of improvements on the west side of the tracks exceeds the Project budget, this area could be addressed as a potential second phase. The project schedule for design services for either of the two proposals includes the following three tasks : Project Coordination Services, Pre-Design Services, and Concept Design Refinements, as described below. The schedule anticipates Council approval of a design concept in February 2018. • Pro je ct Coo rdi natio n Se rv ices : Involves project coordination and management throughout the duration of the conceptual design process (September 2017 - February 2018). • Pre-De sign Services : Includes data collection and review, and topographic survey with title reports (September-October 2017) • Conce pt Desig n Refine me nts : Includes concept design alternatives and cost estimates with presentations to the business community, Design Review Committee (DRC), Planning Commission, and City Council (November 2017 - February 2018) City Council Agenda Report September 19, 2017 Page 3 of 4 RRM Design Group will work closely with City staff to make design revisions to the plan(s) for the Project. The revised concept plan(s) will also include stakeholder coordination and review to identify preferred design elements from each plan in order to combine them into one final concept plan for the DRC, Planning Commission, and ultimately City Council review and approval. FISCAL IMPACT: The budget for design and construction of the Verdugo Street Beautification Project is $1,944,212, which includes approximately $167 ,345 in Systems Development Funds and $1,776,867 in Redevelopment Bond Funds. Presently, the City has an open purchase order with RRM Design Group for $25 ,110, with a current balance of $5,228. The proposed Amendment to the PSA with RRM Design Group in an amount not-to- exceed $81,440 is within the Project budget. ENVIRONM ENTAL IMPACT : In accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from CEQA per Section 15061(b)(3), the general rule that the CEQA applies only to activities that would have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Approving and authorizing the City Manager to execute an Amendment to a PSA for design services for the Verdugo Street Beautification Project would not be an activity with potential to cause significant effect on the environment, and therefore is exempt from CEQA. Prior to awarding a construction contract for a future project, the appropriate environmental analysis and documentation would be prepared. CITY COUNCIL REVIEW : • On March 4, 2008, the City Council, acting as the Community Redevelopment Agency Board of Directors, approved Concept C as the preferred Verdugo Street Beautification design concept, and extended the term and increased the fee for the design agreement with APA Engineering Inc. to perform the final design . Shortly thereafter, the Project was placed on hold due to lack of funding and uncertainty of the direction of the Redevelopment Agency. • On December 15, 2009, the City Council, acting as the Community Redevelopment Agency Board of Directors , voted to table the Project until the Downtown Master Plan is completed. • On June 18, 2013, the City Council approved the City 's Mid-Term Budget, which included funding of $244,000 to complete the design of the Verdugo Street Beautification Project. City Council Agenda Report September 19, 2017 Page 4 of 4 • On July 16, 2013, the City Council received a presentation regarding the Project. The City Council gave staff direction to proceed with a circulation study and meetings with local business owners. The Council also gave direction to include in the design the Camino CapistranoNerdugo Street intersection, Arquello Way, and the Depot Plaza . • On September 3, 2013, the City Council approved award of a consulting contract to DKS Associates to perform a Traffic Circulation Study in the Verdugo Street area. • On August 1, 2017 the City Council received a presentation on the Verdugo Street Beautification Project and considered options for reallocating funds. The Council elected to retain the Project fund balance of $1.94 million, and directed staff to work with the prior designer, RRM Design Group, to create two conceptual design options similar to the 2007 and 2014 concepts. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATlONS: There have been no commission, committee, or board review of the proposed action . NOTIFICATIONS: OKS Associates Chamber of Commerce · Swallow's Inn, El Adobe Teri Chambers, Zia Jewelry 3:16 Bakery Shop Conservatory & Curiosity Alta Plaza LLC Rancho Capistrano Winery Trevor's At the Tracks Eric Altman, 26755 Verdugo LLC Dave Busk, Busk Development Co . Guy Edwards, Capistrano Depot Bob Larsen, Provincial Building ATIACHMENTS: RRM Design Group Inc. Heritage Tourism Association Paul Hennessey Mayan Authentic Imports Ruby's Antiques of Laguna Guapas Mission Grill Dan Almquist, Frontier Investment Ralph Bertolino, Capistrano Plaza Alberto Mobrici, Sunrise Property Mgmt. John Collins, Collins and Associates Mechelle Lawrence Adams, Mission San Juan Capistrano Monica Mukai Attachment 1: Location Map-Verdugo CIP Attachment 2: August 1, 2017, RRM Design Proposal (2007 and 2014 Concepts) Attachment 3: August 14, 2017, Letter to Mayor and City Councilmembers Attachment 4: August 14, 2017, RRM Design Proposal (2007 Concept) Attachment 5: Proposed Personal Service Agreement, Second Amendment Attachment 6: Location Map -Verdugo Street West of Train Tracks Attachment 7: September 11, 2017, Letter to Mayor and City Councilmembers Location Map: Verdugo Street Beautification Project (CIP 14106) ATTACHMENT 1, Page 1 of 1 rrm ~~~design II group September 06, 20 17 ATTACH M ENT A RE: VERDUGO STREET BEAUTIFICATION PROJECT Amendment #2 Introduction RRM Design Group will work with the City of San Juan Capistrano to make design revisions to the two concept plans for Verdugo Street Beautification Project. The revised concept plan alternatives will include coordination and review of the 2007 concept plan and the 20 14 concept plans to find the preferred design elements from each plan to combine into one final concept plan. This design effort requires a topographic survey for an accurate base plan , concept design alternative revision plans of 2007 and 20 14 plans, design review meetings with city staff, Design Review Committee (DRC), Planning Commission to review updated concept plan, final concept plan and estimates, and a presentation to City Council. The following description outlines the detailed scope of services. I. SCOPE SU MM ARY Task A: Project Coordination Services Subtask A.O I : Project Coordination and Management Subtask A.02: Kickoff Meeting and Project Development T earn (PDT) Meetings Task 8: Pre-Design Services Subtask B.O I : Data Collection and Review Subtask B.02: Topographic Survey and Title Reports Task C: Concept Design Refinements Subtask C.O I: Concept Design Alternatives and Estimate Subtask C.02: Final Concept Plan and Estimates Subtask C.03: Design Review Committee (DRC) Presentation Subtask C.04: Planning Commission Meeting Subtask C.OS: City Council and Committee Presentations 32332 Camino Capistrano, Ste. 205 • San Juan Capis1rano. CA 92675 p: (949)361-7950. f: (949)361-7955 www.rrmdesl n .c om a Colifo1nia corporation • Le nny Gran1, Archil eel C269i'3 • Jerry.Y,i c hael, PE 36895, LS 6'276 • Jeff Fe rb e r, LA 2844 Attachment 2, Page 1 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30,2017 Page 2 of 8 II. DETAILED SCOPE OF SER VI CES TASK A: PROjECT COORDINATION SERVICES Subtask A.O I: Project Coordination and Management RRM's project manager will coordinate with City and design staff on an on-going basis throughout the concept design phase. This task includes review, and day-to-day project coordination efforts including project schedule tracking, progress memos, invoice reporting, quality control, general correspondence and telephone conferencing as required to support City staff during the Project's development. Deliverables: -Memos, meeting minutes, projea schedule, general correspondence for document control, compiled in elearonic (lie. Subtask A.02: Kickoff Meeting and Project Development Team (PDT) Meetings RRM's project manager, and appropriate team memberas necessary, will prepare for and facilitate up to three (3) PDT meetings and one (I) Kickoff meeting. These meetings will provide an opportunity to collectively review, discuss, and clarify any design issues so that work may proceed in an efficient manner. The PDT meetings can be flexible to occur on other project milestones such as following the stakeholder meeting, DRC review, and other internal review and comments to maximize on time efficiencies as needed. Deliverables: -One (I) Kickoff meeting -Prepare for and facilitate up to three (3) PDT meetings. -Prepare and distribute meeting notes. TASK 8: PRE-DESIGN SERVICES Subtask 8.0 I: Data Collection and Review RRM will collect from the City all relevant data for the design effort, and includes the following: • Previous current engineering studies in the road way • Geotechnical investigations and reports in the roadway • Available right-of-way mapping • Previous traffic studies • As-Built drawings of relevant projects within the road right-of-way (some files already obtained) • Underground and/or overhead public utility maps in AutoCAD format • Standard City details and specifications • Sample bid documents (plans and specifications) from recent similar projects Attachment 2, Page 2 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30, 2017 Page 3 of 8 RRM will review previous pedestrian counts for the Verdugo and the transit stop, Our Design Team will review this data for completeness and may request additional information from the City, as necessary, to help further identify the project area's opportunities and constraints. This data will be useful in identifying the physical, jurisdictional and land use constraints of the corridors, and will play a critical role in assessing all aspects of proposed streetscape improvements. Deliverables: -Collect and review relevant data as noted above. Subtask 8.02: Topographic Survey and Title Reports This task will include the surveying and mapping of The Project limits. The survey task will be based on a "not to exceed" approach. • Verdugo Street from I' outside the edge of the Rail ROW to Camino Capistrano Intersection • I 00' North and South along Camino Capistrano from the intersection with Verdugo Street • Arguello Way (alley) from Camino Capistrano to the parking lot east curb. Survey mapping will include the following detail items: • Contours at two-foot intervals with spot elevations • Detailed mapping of surface features at I" = 20' scale • Tree trunks diameter with drip lines • Structures, striping, fences , walks , driveways, curbs, gutters, the edge of the pavement, utility and light poles, building entrances and wall frontage and other pertinent planimetric features • Surface evidence of utilities within project limits as well as identified underground utilities • Cross sections at 25-foot intervals when necessary • Vertical and horizontal project control Deliverables: • Digital base map in Civi/3d format to be used in construction documents Attachment 2, Page 3 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30. 2017 Page 4 of 8 • Title reports within survey boundary OPTIONAL SURVEY TASK: • Detailed right-of-way and parcel research • Boundary control to establish right-of-way along project limits TASK C: PRELIMINARY DESIGN SERVICES Subtask C.O I: Concept Design Revision and Cost Estimates Based on the outcome of the Stakeholder Meeting, and design direction from the Project Design T earn (PDT) meeting, RRM will develop the Concept Plan update. At this stage, the Project's design features such as: • Intersection treatments • LID measures • Lighting options • Curb bulbouts • Street furnishing options • Bike facilities • Wayfinding signs • Paving • Crosswalk striping and other pedestrian improvements The design alternative elements will be clearly communicated and packaged for presentation back to the PDT at a regular PDT meeting and to prepare concept alternatives for the upcoming Stakeholder Meeting. The schematic design plan refinement package will be communicated through a combination of plan view graphics and sections, photo images, and sketches. The alternatives will include concept level cost estimates. The package will be provided to the City's Project Manager for distribution in advance of the upcoming PDT meeting. Deliverables: -Concept Plan Revision package and cost estimates. Subtask C.02: Final Concept Design Plans and Cost Estimates Following the review with City Staff comments and input from the City-lead Stakeholder Meeting, RRM will develop the Final Concept Design Plan package. At this stage, the Project's design features such as the intersection treatments, LID measures, lighting Attachment 2 , Page 4 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30,2017 Page 5 of 8 options, crosswalk striping, site amenities, and other pedestrian improvements will be clearly communicated and packaged for presentation back to the PDT at a regular PDT meeting and in refinement for the upcoming City Council Meeting. The Final Concept plan refinement package will be communicated through a combination of plan view graphics, sketches, photos, and sections. The design plans will include concept level cost estimates. The package will be provided to the City's Project Manager for distribution in advance of the upcoming PDT meeting. Deliverables: -Final Concept Plan and Cost Estimates package. Subtask C.OJ: Design Review Committee (DRC) Presentation RRM will work with City staff to prepare a presentation to DRC of the Final Concept Plan Deliverables: -Prepare for and condua DRC presentation Subtask C.04: Planning Commission Presentation RRM will work with City staff to prepare a presentation to the Planning Commission of the Final Concept Plan. Deliverables: -Prepare for and condua Planning Commission presentation Subtask C.OS: City Council Presentation RRM will prepare for and attend one (I) City Council hearing to present the Final Concept Plan document. The Concept Plan package will be communicated through a combination of plan view graphics and sections and sketches both as hard copies and in a PowerPoint formal presentation Deliverables: • Prepare for and condua one (I) Concept Plan Presentations. C LI EN T RESPO NS IBI LI TIES • Permitting (City will acquire the permits . RRM will respond to plan check comments) • Bid and contract "boiler plate" documents, such as invitation, instructions, general and special conditions, contract forms, insurance, forms, etc. Attachment 2, Page 5 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30 , 2017 Page 6 of 8 • Document distribution for technical reviews, bidding, and construction • Primary project contact person • Meeting notification, facility, logistics and refreshments • Geotechnical Report • Reimburse RRM for Title Report Fees liM ITA TION OF SCO PE Please note that the tasks to be performed by the RRM team are limited to those outlined above. This scope of services excludes the following: • Environmental documentation (CEQA/NEPA) • Construction Documents • Independent verification of accuracy of City-provided information • Off-site utility analysis • Hazardous Materials testing, reports, or recommendations for removal • Geotechnical Report • Payment of Fees and Permits • SUSMP and SWPPP (exempt-less than one acre) • Survey within the Railroad Right-of-Way • Permits or fees for Railroad Any additional services that RRM Design Group is asked to perform over and above the tasks described above will be billed on a negotiated and City-approved fixed fee or hourly basis as additional services . Attachment 2, Page 6 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30, 2017 Page 7 of 8 ATTACHMENT A.l -VERDUGO STREET BEAUTIFICATION -AMENDMENT 2 TASK AND FEE SUMMARY A.2 Kickoff Meeting/Site Walk and Project Design Team (PDT) Meetings $ 6,480 Task A Subtotal $ 17,080 TaskB Design Development B. I Data Collection and Review $ 1,680 B.2 ic Surveying and Title $ 17,360 Task 8 Subtotal $ 19,040 Task C Construction Documents "A" Permit and "B" Permit C. I Concept Design Alternatives and Estimates $ 24,230 $ 15,050 C.2 Final Concept Design Plan and Estimates ·--------------------------~ C.3 DRC Presentation $ 1,640 C.4 Planning Commission Meeting $ 950 C.5 ! City Council Meeting $ 950 Task C Subtotal $ 42,820 SUMMARY OF FEES: $ 78,940 Reimbursable Expenses: $2,500 PROJECT TOTAL: $81,440 Reimbursable Expenses Incidental expenses incurred by RRM Design Group, or any subconsultant it may hire to perform services for this project, are reimbursed by the client at actual cost plus I 0% to cover its overhead and/or administrative expenses. Reimbursable expenses include, but are not limited to, reproduction costs, postage, shipping and handling of drawings and documents, long-distance communications, fees paid to authorities having jurisdiction over the project, the expense of any additional insurance requested by client in excess of that normally carried by RRM Design Attachment 2, Page 7 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 30 ,2017 Page 8 of 8 Group or its subconsultants, project expenses Title Report fees, renderings, and printing and other project related expenses. Reimbursable automobile travel mileage will be billed at the current IRS business standard mileage rate. t PROJECT SCHEDUlE TASK A: PROIECT COORDINATION SERVICES Subtask A.O I: Project Coordination and Management-(Sep. 30 thru january 20 18) Subtask A.02: Kickoff Meeting-(Oct 03, 20 17) TASK B: PRE-PESIGN SERVICES Subtask B.O I : Data Collection and Review -(Sep thru Oct. 20 I 7) Subtask B.02: Topographic Survey and Title Reports -(Base Plan by: Oct. 02, 20 17) TASK C: CONCEPT DESIGN REFINEMENTS Subtask C.O I: Concept Design Alternatives and Estimate-(Nov. IS, 20 17) Subtask C.02: Final Concept Plan and Estimates-(Dec. 06, 20 17) Subtask C.03: DRC Presentation-(Dec. 14, 20 I 7) Subtask C.04: Planning Commission-(Jan. 09, 20 17) Subtask C.OS: City Council and Committee Presentations -(Feb. 06, 20 18) Attachment 2, Page 8 of 8 \1h~!CI\ J'i(J 'il 10. \!](>\ n H ,D,\ J'J< '' l\1 J \JH) \II-\II\! lh L1 <>H(.I l )"( '"'" :. l'm .... 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(l)" 1,\ It lw .. -wl" 1 h 111 \tl'fl p t 1UlU J 1\llll: August 14, 2017 Mayor Kerry Ferguson City Council Members San Juan Capistrano 32400 Paseo Adelanto A MISSION SAN JUI\N CAPISTRA NO San Juan Capistrano, CA 92675 Via email and Post Mail Subject Verdugo Street Improvement Project-Moving Forward Dear Mayor Ferguson and Honorable Council Members, The purpose of this letter is to encourage the SJC City Council to move forward with the Verdugo Street Beautification/Capital Improvement Project as soon as possible, without over analyzing and over designing. We as stakeholders, property owners, and stewards of key sites in the historic downtown community have collectively spent millions of dollars in personal investments and improvements to ensure a safe, attractive, and vibrant setting for our guests to the historic downtown. At this time, we strongly encourage the City leadership to move the Verdugo Project forward in a manner that at a minimum incorporates the following design elements and concerns: Use the 2007 Adopted Plan as a reference to incorporate: Install new rolled curbs and bollards at grade setting of the entire south side of Verdugo Street and in the area immediately including the Depot We recommend the use of bollards as depicted in the plan. Upgrade the Verdugo Street sidewalks and walkways on the south side (as shown in 2007) to ensure better passage ways in front of the parking structure and other pedestrian crossings by using the proposed pavers. Install new directional street/ground-painted signs (directing incoming traffic northbound and outbound traffic southbound). Install pavers or stamped concrete at the Verdugo platform waiting area. Install new benches or refurbish the old ones. Steam clean any remaining sidewalks in the area on both sides of Verdugo. Remove the existing trees along the south side of Verdugo Street and, working with property owners , either install hanging baskets from fixtures or from buildings; remove the south side tree wells; and expand the south side walkways using the plan from 2007 as adopted. Improve the walking surface of Arguelo Way, and put on hold further improvements in that specific path area until the plan for Mission Grill is further along. Historic Landmark and fliJu seum Attachment 3, Page 1 of 2 Mayor Kerry Ferguson and C ity Council Members August 14 , 2017 Page 2 -Install some additional building-mounted or street lighting that fits in with the area along Verdugo , on the south side. -Replace the street asphalt. -Replace all signs . directional and area signs with new signs . Finally, we, as downtown stakeholders , firmly believe the 2007 plans that were adopted outline enough improvements to make a positive impact to the area. If you are concerned about the budget and scope of work, we ask for the above items to move forward while other details are worked out. We also respectfully suggest that the Council direct staff to prepare working drawings for City review and processing rather than undergo another costly and lengthy delay in developing further design alternatives. We highly recommend that the City develop the first phase of work from the list above and move forward to budget the project from these items to allow a version of the beautification project to go forward immediately . Also, we suggest at the completion of this Phase I, the Council could revisit what remains in the budget and determine what else can be done to enhance the surrounding area of the downtown . We hope that within the next few months staff could begin the design process and prepare only one option/plan. We don't need more options You know we are frustrated by how long this has taken to move forward and want you to know that we truly appreciate your consideration of our recommendations . Many of us have waited nearly a decade for this project to finally proceed. Finally , we thank the City Council for publicly affirming that the Verdugo Street Project is still important and we look forward to the Verdugo Beautification Plan happen ing soon . Respectfully submitted , /f&@~(A C------- Mechelle Lawrence Adams on behalf of, and with input and permission by Eric Altman, Berrington Properties, Heritage Tourism Association Sponsor Joe Campbelt, Ruby's Diner and Sky Ranch Saloon, Heritage Tourism Association Member Guy Edwards, Manna Station/Owner of Capistrano Depot Thomas Giuliani, Ruby's Diner and Sky Ranch Saloon, Heritage Tourism Association Member Mechelle Lawrence Adams, Mission San Juan Capistrano , Heritage Tourism Association Co-Founder Alberto Mobrici, Franciscan Plaza Barbara Mobrici , Franciscan Plaza Steve Nordeck, El Adobe Restaurant, Mission Promenade, and Swallows Inn, Heritage Tourism Association Member Rob Quest, Sundried Tomato American Bistros Cafe , Heritage Tourism Association Co- Founder Attachment 3, Page 2 of 2 rrm ~~~design II group September 06, 20 17 ATTACH MENT B RE: VERDUGO STREET BEAUTIFICATION PROJECT (Alternate Scope) Amendment #2 Introduction RRM Design Group will work with the City of San Juan Capistrano to make design refinements to the 2007 concept plan for Verdugo Street Beautification Project. This design effort requires a topographic survey for an accurate base plan, concept design refinement plan, design review meetings with city staff, Design Review Committee (DRC), Planning Commission to review one updated concept plan and estimates, and a presentation to City Council. The design refinements will include: Rolled or zero curb and sidewalk paving, bollards, pedestrian crossing improvements along Verdugo Street and at parking structure entrance, street surface improvements and striping, landscape and lighting, benches, signage, improvements within the City right-of-way adjacent to the train platform, and paving improvements on Arguello Way. The following description outlines the detailed scope of services. L SC O PE SU MM ARY Task A: Project Coordination Services Subtask A.O I: Project Coordination and Management Subtask A.02: Kickoff Meeting and Project Development T earn (PDT) Meetings Task B: Pre-Design Services Subtask B.O I: Data Collection and Review Subtask B.02: Topographic Survey and Title Reports Task C: Concept Design Refinements Subtask C.O I: Concept Design Revisions and Estimates Subtask C.02: Design Review Committee (DRC) Presentation Subtask C.03: Planning Commission Subtask C.04: City Council and Committee Presentations 32332 Camino Capistrano, Ste . 205 • San Juan Capistrano, CA 92675 p: (949) 361-7950. f: (949) 361-7955 www.rrmdesign.com a Califo1nia corporal ion • Lenny Gran!, Architecl C269/3 • .Jerry Michael, PE 36895, LS 6276 • Jeff Felber, LA 2844 Attachment 4, Page 1 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24 , 2017 Page 2 of 8 II. DET AIL ED SCOPE OF SERV IC ES TASK A: PROIECT COORDINATION SERVICES Subtask A.O I: Project Coordination and Management RRM's project manager will coordinate with City and design staff on an on-going basis throughout the concept design phase. This task also includes internal QA/QC, document review, and day-to-day project coordination efforts including project schedule tracking, progress memos, invoice reporting, quality control, general correspondence and telephone conferencing as required to support City staff during the Project's development. De/iverab/es: -Memos, meeting minutes, project schedule, genera/ correspondence for document control, compiled in electronic (1/e. Subtask A.02: Kickoff Meeting and Project Development Team (PDT) Meetings RRM's project manager, and appropriate team member(s) as necessary, will prepare for and facilitate up to two (2) PDT meetings and one (I) Kickoff meeting. These meetings will provide an opportunity to collectively review, discuss, and clarify any design issues so that work may proceed in an efficient manner. The PDT meetings can be flexible to occur on other project milestones such as following stakeholder meeting, DRC review, and other internal review and comments to maximize on time efficiencies as needed. Deliverables: -One (I) Kickoff meeting -Prepare for and facilitate up to two (2) PDT meetings. -Prepare and distribute meeting notes. TASK B: PRE-DESIGN SERVICES Subtask 8.0 I: Data Collection and Review RRM will collect from the City all relevant data for the design effort, and includes the following: • Previous current engineering studies in the road way • Geotechnical investigations and reports in the roadway • Available right-of-way mapping • Previous traffic studies Attachment 4, Page 2 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24, 2017 Page 3 of 8 • As-Built drawings of relevant projects within the road right-of-way (Some files already obtained) • Underground and/or overhead public utility maps in AutoCAD format • Standard City details and specifications • Sample bid documents (plans and specifications) from recent similar projects RRM will review previous pedestrian counts for the Verdugo and the transit stop, Our Design Team will review this data for completeness and may request additional information from the City, as necessary, to help further identify the project area's opportunities and constraints. This data will be useful in identifying the physical, jurisdictional and land use constraints of the corridors, and will play a critical role in assessing all aspects of proposed streetscape improvements. Deliverables: -Collect and review relevant data as noted above. Subtask 8.02: Topographic Survey and Title Reports This task will include the surveying and mapping of The Project limits. The survey task will be based on a "not to exceed" approach. • Verdugo Street from I' outside the edge of the Rail ROW to Camino Capistrano Intersection • I 00' North and South along Camino Capistrano from the intersection with Verdugo Street • Arguello Way (alley) from Camino Capistrano sidewalk to the parking lot east curb. Survey mapping will include the following detail items: • Contours at two-foot intervals with spot elevations • Detailed mapping of surface features at I" = 20' scale • Tree trunks diameter with drip lines • Structures, striping, fences, walks, driveways, curbs, gutters, the edge of the pavement, utility and light poles, building entrances and wall frontage and other pertinent planimetric features • Surface evidence of utilities within project limits as well as identified underground utilities Attachment 4, Page 3 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24 . 2017 Page 4 of 8 • Cross sections at 25-foot intervals when necessary • Vertical and horizontal project control De live rabies: • Digital base map in Civi/3d format to be used in construction documents • Title reports within survey boundary OPTIONAL SURVEY TASK: • Detail.ed right-of-way and parcel research • Boundary control to establish right-of-way along project limits TASK C: PRELIMINARY DESIGN SERVICES Subtask C.O I : Concept Design Refinements and Cost Estimates Based on 2007 Concept Plan, input from City led Stakeholder meeting, and direction from the Project Design T earn (PDT) meeting, RRM will develop the Concept Plan update. At this stage, the Project's design features such as: • Intersection treatments • LID measures • Lighting options • Curb bulbouts • Street furnishing options • Bike facilities • Landscaping • Wayfinding signs • Paving options • Crosswalk striping and other pedestrian improvements The design alternative elements will be clearly communicated and packaged for presentation back to the PDT at a regular PDT meeting and to prepare concept for the upcoming City led Stakeholder Meeting. The schematic design plan refinement package will be communicated through a combination of plan view graphics and sections, photo images, and sketches. The plan Attachment 4, Page 4 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24, 2017 Page 5 of 8 will include concept level cost estimates. The package will be provided to the City's Project Manager for distribution in advance of the PDT meeting. Deliverables: -Concept Plan Revision package and cost estimates. Subtask C.Ol: Design Review Committee (DRC) Presentation RRM will work with City staff to prepare a presentation to DRC of the Final Concept Plan Deliverables: -Prepare for and conduct DRC presentation Subtask C.04: Planning Commission Presentation RRM will work with City staff to prepare a presentation to the Planning Commission of the Final Concept Plan. Deliverables: -Prepare for and conduct Planning Commission presentation Subtask C.OS: City Council Presentation RRM will prepare for and attend one (I) City Council hearing to present the Final Concept Plan document. The Concept Plan package will be communicated through a combination of plan view graphics and sections and sketches both as hard copies and in a PowerPoint formal presentation Deliverables: • Prepare for and conduct one (I) Concept Plan Presentations. CLIEN T RESP O NS IBIL ITIES • Permitting (City will acquire the permits. RRM will respond to plan check comments) • Bid and contract "boiler plate" documents, such as invitation, instructions, general and special conditions, contract forms, insurance, forms, etc. • Document distribution for technical reviews, bidding, and construction • Primary project contact person • Meeting notification, facility, logistics and refreshments • Geotechnical Report • Reimburse RRM for Title Report Fees Attachment 4, Page 5 of 8 rrm ~~~design II group liM ITATION OF SCOPE VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24 , 2017 Page 6 of 8 Please note that the tasks to be performed by the RRM team are limited to those outlined above . This scope of services excludes the following: • Environmental documentation (CEQA/NEPA) • Construction Documents • Independent verification of accuracy of City-provided information • Off-site utility analysis • Hazardous Materials testing, reports, or recommendations for removal • Geotechnical Report • Payment of Fees and Permits • SUSMP and SWPPP (exempt-less than one acre) • Survey within the Railroad Right-of-Way • Permits or fees for Railroad Any additional services that RRM Design Group is asked to perform over and above the tasks described above will be billed on a negotiated and City-approved fixed fee or hourly basis as additional services . Attachment 4, Page 6 of 8 rrm ~~~design II group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24 , 2017 Page 7 of 8 ATTACHMENT 8 .1-VERDUGO STREET BEAUTIFICATION-AMENDMENT 2 (ALTERNATE SCOPE) TASK AND FEE SUMMARY TASK DESCRIPTION FIXED FEE (see footnote) Task A Project Initiation AI Project Coordination and Management $ 10,020 A.2 Kickoff Meeting/Site Walk and Project Design Team (PDT) Meetings j $ 5,780 Task A Subtotal $ 15,800 Task B Design Development B. I Data Collection and Review $ 1,680 B.2 Topographic Surveying and Title Reports ;$ 17,360 I Task 8 Subtotal ! $ 19,040 Task C Construction Documents "A" Permit and "B" Permit C. I 1 Concept Design Alternatives and Estimates ,$ 19,320 ---- C.2 DRC Presentation $ 1,640 C .3-j Plannin; Commission Meetin_g __ ------- $ 950 C.4 J City Council Meeting $ 950 Task C Subtotal $ 22,860 SUMMARY OF FEES: $ 57,700 Attachment 4, Page 7 of 8 rrm ~~~design 11 group VERDUGO STREET BEAUTIFICATION PROJECT Amendment #02 August 24, 2017 Page 8 of 8 Reimbursable Expenses: $2,000 PROJECT TOTAL: $59,700 Reimbursable Expenses Incidental expenses incurred by RRM Design Group, or any subconsultant it may hire to perform services for this project, are reimbursed by the client at actual cost plus I 0% to cover its overhead and/or administrative expenses. Reimbursable expenses include, but are not limited to, reproduction costs, postage, shipping and handling of drawings and documents, long-distance communications, fees paid to authorities having jurisdiction over the project, the expense of any additional insurance requested by client in excess of that normally carried by RRM Design Group or its subconsultants, project expenses Title Report fees, renderings, and printing and other project related expenses. Reimbursable automobile travel mileage will be billed at the current IRS business standard mileage rate. I. PROJECT SCHE DUlE TASK A: PROIECT COORDINATION SERVICES Subtask A.O I: Project Coordination and Management-(Sep. 30 thru January 20 18) Subtask A.02: Kickoff Meeting-(Oct 03, 20 17) TASK B: PRE-DESIGN SERVICES Subtask B.O I: Data Collection and Review-(Sep thru Oct. 20 17) Subtask B.02: Topographic Survey and Title Reports-(Base Plan by: Oct. 02, 20 17) TASK C: CONCEPT DESIGN REFINEMENTS Subtask C.O I: Concept Design Alternatives and Estimate-(Nov. 15, 20 17) Subtask C.03: DRC Presentation-(Dec. 14, 20 17) Subtask C.04: Planning Commission-(Jan. 09, 20 17) Subtask C.OS: City Council and Committee Presentations -(Feb. 06, 20 18) Attachment 4, Page 8 of 8 SECOND AMENDMENT TO THE PERSONAL SERVICES AGREEMENT 1. Parties and Date. This Second Amendment to the Personal Services Agreement is made and entered into as of this 19th day of September, 2017, by and between the City of San Juan Capistrano, a municipal organization organized under the laws of the State of California with its principal place of business at 32400 Paseo Adelanto, San Juan Capistrano, California 92675 ("City") and RRM Design Group, Inc. ("Consultant"). City and Consultant are sometimes individually referred to as "Party" and collectively as "Parties." 2. Recitals. 2.1 Original Agreement. The City and Consultant have entered into an agreement entitled "Personal Services Agreement" dated August 31, 2014 ("Agreement") for the purpose of retaining the services of Consultant to provide preliminary design services for the Verdugo Street Beautification Project-CIP 14106 ("Project"). 2.2 Amendment Purpose. The City and Consultant desire to amend the Agreement to allow Consultant to provide additional design services for the Project by adding additional scope to, extending the term of, and increasing the compensation under the Agreement. 3. Term. 3.1 Amendment. Exhibit "A" of the Agreement is hereby amended to add the additional services set forth in Attachment A to this Second Amendment. Attachment 1 is attached hereto and incorporated herein by this reference. 3.2 Amendment. Section 2 of the Agreement is hereby amended to read in full as follows: This Agreement shall commence on the effective date of the Agreement and shall terminate, and all services required hereunder shall be completed no later than April 1, 2018. 3.3 Amendment. Section 3.1 of the Agreement is hereby amended to authorize additional compensation in accordance with the following: Compensation for services set forth under Attachment A to this Second Amendment that are satisfactorily rendered by Consultant shall not exceed the total amount of $81 ,440 without the prior written consent of the City and shall be at the rates specified in Attachment A to this Second Amendment. 3.4 Continuing Effect of Agreement. Except as amended by this Second Amendment, all other provisions of the Agreement remain in full force and effect and shall govern the actions of the parties under this Second Amendment. From and after the date of this Second Amendment, Attachment 5, page 1 of3 61147.02100\29825199.1 whenever the term "Agreement" appears in the Agreement, it shall mean the Agreement as amended by this Second Amendment and the First Amendment. In the event of any conflicts between this Second Amendment and the terms of the First Amendment and the Agreement, the provisions of this Second Amendment shall govern. 3.5 Adequat e Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Second Amendment. 3.6 Severability. If any portion of this Second Amendment is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. [Signatures on Next Page] Attachment 5, page 2 of3 61147.02100\29825199.1 SIGNATURE PAGE TO SECOND AMENDMENT TO THE PERSONAL SERVICES AGREEMENT CITY OF SAN JUAN CAPISTRANO Approved By: RRM DESIGN GROUP, INC. Ben Siegel, City Manager Signature Date Name Attested By: Title Maria Morris, City Clerk Date Approved As To Form: City Attorney Attachment 5, page 3 of 3 61147.02100\29825199.1 Location Map: Verdugo Street West of Train Tracks ATTACHMENT 6, Page 1 of 1 September 12, 2017 Mayor Kerry Ferguson City Council Members of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 RE: Verdugo Street Improvements Dear Mayor Ferguson and Honorable Council Members, Thank you for keeping the funds set aside for the Verdugo Street Beautification and Capital Improvement Project on Verdugo Street. As residents, business and property owners in the historic district, we are asking for these improvements to continue along the west side of Verdugo, namely the Los Rios Historic District entryway which presents both safety and aesthetic concerns. The following are suggestions we ask to incorporate in the Verdugo Beautification plan: * Hardscape: Continue with the same hardscape as used at the Los Rios Park on the train station platform and Los Rios entryway. *Landscape: Add native plants and trees to increase the aesthetic aspect for locals and visitors alike. *Irrigation: Install a sprinkler system to maintain the landscape. *Walkway: Secure a safe walkway under the beautiful oak tree towards the Historical Society that has been naturally paved already by pedestrians. *Benches/Trash Bins: Continue with the same benches and trash bins from the Los Rios park thru to the train station platform. *Sign Post: Add a more professional yet charming sign post for the businesses within the historic district. *Lighting: Add soft light at the Los Rios entryway for ambiance and safety. Attachment 7, Page 1 of 2 Thank you for continuing the Verdugo Beautification Project thru the west side of the train tracks and keeping with the rustic, historic charm of our downtown. We are exceptionally grateful that the City is finally able and willing to move forward so that we are greeting all locals and visitors with beauty on Verdugo Street. Respectfully submitted, Monica Mukai, Resident, on behalf and with permission by: Carolyn Franks, Zoomar's Petting Zoo/Resident Dina Meek, The Nest Anthony Filipov, Hummingbird House Cafe Luis Santiago, Las CatrinasjResident Marianne Taylor, Goin Native/Resident Iraj Douraghi, Resident Cole Rodgers, Hidden House Cafe Dennie Hahn, The Cottage Gallery Claudia & Alan Nicola, Residents Stephen Rios, Resident Attachment 7, Page 2 of 2