ARLINGTON COUNTY, VIRGINIA. County Board Agenda Item Meeting of July 14, 2018

Transcription

1 save ARLINGTON COUNTY, VIRGINIA County Board Agenda Item Meeting of July 14, 2018 DATE: July 10, 2018 SUBJECT: Increase to Contract with Donald R. Hoover, transacting as OCULUS for Professional Landscape Architectural Services for Mosaic Park. C. M. RECOMMENDATION: 1. Authorize County staff to proceed with Amendment No. 7 to Agreement No between the County Board and OCULUS (Donald R. Hoover, sole proprietor) for A&E design services at Mosaic Park. 2. Approve funds in the amount of $29,297, plus a contingency allocation in the amount of $25,000, for a total additional appropriation of $54,297; and 3. Authorize the Purchasing Agent to execute Amendment 7 to Agreement No , and related contract documents, subject to review and approval of the Amendment and those other documents by the County Attorney. ISSUES: County Board approval is required for the award of a design services contract or amendment thereto. There are no known outstanding issues at the date of this report. SUMMARY: In summer 2016 bids for Mosaic Park came in higher than estimated. The County subsequently began a value engineering exercise to bring the project scope withinthe established budget. During this exercise the County determined it was in its best interest to reevaluate the Quincy St. Right-of-Way (ROW) along Mosaic Park and develop an alignment that enabled the park redevelopment and ROW to include a protected bike lane planned for the Quincy Street corridor. Between fall 2016 and now, staff has been working to find a solution that allows the County Board adopted Master Plan to go forward as approved and to be able to include the protected bike lane within the ROW. The County s contract with its design consultant, OCULUS, will need to be adjusted to include those changes necessary to enable the design of the value engineering changes and ROW improvements to allow the protected bike lane. Additionally as almost two years have elapsed, per Agreement No , hourly wages County Manager: ##### County Attorney: ***** 37. Staff: Aaron Wohler, Department of Parks and Recreation

2 may be adjusted up to the CPI-U for each 12-month period ending in September of each contract year. BACKGROUND: The County conducted the construction bidding for Mosaic Park in August Proposals came in high due to several factors, primarily the high cost of contaminated soils, the cost of the photovoltaic system, the need to underground the utilities and the escalation that occurred between the park master plan being adopted and the full design and bidding of the project. While staff and OCULUS were evaluating and conducting value engineering to bring the park project within the budget, the Department of Parks and Recreation (DPR) was approached by the Department of Environmental Services (DES) to consider the implementation of a protected bike lane on Quincy Street. Staff has now completed the value engineering exercise, including an independent cost estimate, and is ready to complete the construction drawings and put the project out to bid. The design necessary for the protected bike lane will be incorporated into the construction drawings. DISCUSSION: While the majority of the value engineering necessary to get the park project within budget is covered in the scope of the existing contract with OCULUS, additional funding for design services is required in order to provide a design solution to facilitate those value engineering changes, obtain an additional cost estimate, and implement the changes to the park design in order to accommodate the protected bike lane on Quincy Street. OCULUS has provided the County with a proposal for the additional services to include the necessary changes to the park plans. PUBLIC ENGAGEMENT: On May 30, 2018, staff conducted a meeting to inform the community about the value engineering changes being made to the park, the incorporation of the protected bike lane on Quincy Street, and the projected timeline. It is estimated that construction drawings, permitting and bidding will take place through winter 2018, with construction starting in spring 2019, and project completion in winter FISCAL IMPACT: The original budget for Mosaic Park of $6,664,875 was primarily funded with Transfer of Development Rights (TDR) funds ($6,550,000) with the balance in PAYG funds. Total project overages, estimated to run at approximately $400,000 will be covered jointly between DPR and DES. The additional services requested as part of this amendment shall be funded with $25,000 DPR contingency funds ( PDCP ) and $29,279 DES funds ( DC )

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35 ARLINGTON COUNTY, VIRGINIA AGREEMENT NO AMENDMENT NUMBER 1 This Amendment Number 1 (Amendment) is made on the date of execution of the Amendment by the County and amends Agreement Number ( Main Agreement ) and made between OCULUS, 1754 T Street, NW, Washington, District of Columbia ( Contractor ) and the County Board of Arlington County, Virginia ( County ). Whereas the County and the Contractor desire to amend the work called for and the amounts to be paid under the Main Agreement, the Contractor and the County, in consideration of the promises and other good and valuable consideration specified in this Amendment, amend the Main Agreement as follows. In addition to the work and payment called for under the Main Agreement, the Contractor agrees to perform the work called for under this Amendment in return for the payment called for in this Amendment. REPLACE THE SCOPE OF WORK PARAGRAPH WITH BELOW: SCOPE OF WORK The Contractor agrees to perform the services described in the Contract Documents (alternatively, the "Work"). The primary purpose of the Work is to create and provide to the County a master plan, preliminary drawings, detailed construction drawings, specifications and contract documents for Penrose Square and Mosaic Park that will be sufficient for the County to obtain competitive bids that fall within five percent (5%) of the County's construction budget for the work or the Contractor's final cost estimate for the work, whichever is lower. The Contract Documents set forth the minimum Work estimated by the County and the Contractor to be necessary to complete the Work. It shall be the Contractor's responsibility, at the Contractor's sole cost, to provide the specific services set forth in the Contract Documents and sufficient services to fulfill the purposes of the Work. Nothing in the Contract Documents shall be construed to limit the Contractor's responsibility to manage the details and execution of its Work. REPLACE THE CONTRACT TERM PARAGRAPH WITH BELOW: CONTRACT TERM Work under this Agreement will commence upon complete execution of Agreement and will be completed upon the issuance to the County of the Request for Final Payment or 60 days after the date of Substantial Completion of the Work by the contractor for construction of Penrose Square and Mosaic Park whichever occurs first ( Contract Term ), subject to any modifications as provided for in the Contract Documents for the Contract Term. No Work shall be deemed complete until it is accepted by the Project Officer.

36 ADD THE FOLLOWING TO THE EXHIBIT A (SCOPE OF WORK) PROJECT LOCATION The location of Mosaic Park is at 544 N. Pollard Street, in the block bounded by N. 5 th Street, N. Pollard Street, N. Quincy Street and N. 6 TH Street. Currently, the park contains several recently installed play structures and site amenities (net climber, bouldering wall, benches, walkways) at the southeast corner of the park. The County owns three existing parcels totaling 1.08 acres, with additional parcels set to be exchanged with the adjacent developer as a result of the recently approved site plan for Founders Square. The developer, the Shooshan Co., will deed another six-tenths of an acre to the County. Parking for the new park will be provided on street via existing metered and 2-hour parking on N. Quincy Street, N. 5 th Street and N. Pollard Street. The County is currently pursuing the acquisition of the remaining parcels privately-owned parcels necessary for full build-out of the park. Construction of the full park can not occur until the County secures the additional land necessary to implement Phase II. DESIGN HIGHLIGHTS Mosaic Park is a new park that was originally conceived back in the early 1990 s to replace recreation amenities lost due to the expansion of N. Quincy Street. The park plays an important role in the County s plan for creating a mixed-age multi-use park that will serve a broad range of age groups and provide a variety of active and passive recreation amenities to serve the Ashton Heights neighborhood and the surrounding area. Upon total build-out, Mosaic park will be approximately 2 ½ acres in size. The park will be oriented both towards the Ashton Heights neighborhood and the Founder s Square project across N. Quincy Street. Its eastern edge is formed by the existing garden apartments and single family neighborhood. Its northern edge will be defined by the future development of the Gold s gym site above N. 6 th Street. The western edge of the Park will be formed by N. Quincy Street and the new Founder s Square development. The adjacent neighborhoods are currently a mix of single family homes and mixed use high density office and residential development. While the exact program of Mosaic Park will be determined as part of the upcoming master planning process, the existing adopted (1992) master plan for the park and a more recent community planning process (2005) describe the park as a mixed-age multi-use park that would serve a broad range of age groups and provide a variety of active and passive recreation facilities. Typical amenities may include playground equipment, a basketball court (and/or other active facilities), a water feature, a gazebo, picnic areas, benches, lawn area, connecting pathways, landscaping and hardscape areas. The park will be accessible primarily by foot and on bicycle. The park will be oriented both towards the Ashton Heights neighborhood and the Founder s Square project across N. Quincy Street. BASIC SERVICES The Contractor shall work with County Staff and the Mosaic Park Planning Team to develop a Master Plan for the park. This phase of the work would include meetings and workshops with the Mosaic Park Planning Team, an informational community forum, and presentations to select county commissions and the County Board.

37 ASSESSMENT & DATA COLLECTION The County will provide the planting plan from the Founders Square site plan development; copies of the 1992 Ad Hoc Quincy Street Open Space Working Group Final Report, 1995 North Quincy Street Plan, County Board action on park naming, and County Board resolution pertaining to the Founder s Square site plan and Mosaic Park; aerial with topography, structures and adjacent streets; and three existing surveys of existing County property (prior site conditions, clean site prior to playground construction and site with proposed playground layout. PROGRAMMING & MASTER PLAN PHASE 1. Develop a program and preferred Master Plan for the entire Mosaic Park in coordination with the Department of Parks, Recreation and Cultural Resources and several other County departments and the Mosaic Park Planning Team for the fee set forth in Exhibit B. 2. Develop a preliminary cost estimate for the Park based on the preferred master plan and deliver for County approval. 3. Complete a preferred Master Plan and preliminary cost estimate within 60 days of the County s issuing a Notice to Proceed with this phase. ADD THE FOLLOWING TO THE EXHIBIT B (PRICING SCHEDULE) Task Principal Landscape Architect 1 Landscape Architect 2 Admin. Staff $160 $100 S90 $65 Total Fees MASTER PLANNING PHASE 1 Existing Documents Review: The Contractor team shall review existing documents provided by the county including plans for adjacent developments. CONTEXT/SITE ANALYSIS: The Contractor team shall visit the Mosaic Park site to study the cultural and environmental conditions of areas surrounding the site MOSAIC PARK P/ARMIN G TEAM (MPPT) MEETING,Y1/KICK-OFF MEETING The Contractor shall attend meeting with MPPT aimed at sharing background information, demographics, schedule, developing project goals and objectives. MPPT members will be asked to share their 'Vision' of Mosaic Park. The Contractor shall give a presentation that gives a , ,520.00

38 virtual tour of similar public spaces. Efforts includes research and preparation of meeting materials DEVELOP CONCEPT ALTERNATIVES: The Contractor team shall develop concept alternatives that focus on spatial structure and program. MPPT MEETING IT2: The Contractor team shall lead meeting with MPPT to discuss concept alternatives. DEVELOPMENT OF PREFERRED SCHEME: Based on MPPT input, the Contractor team shall further develop the preferred Master Plan design scheme. MPPT MEETING The Contractor team shall lead meeting with MPPT to discuss design progress on the preferred scheme. REFINEMENT OF PREFERRED SCHEME: Based on MPPT meeting comments and input, the Contractor team The Contractor shall further refine the Preferred Scheme. PHASING STRATEGY: The Contractor team shall develop a phasing strategy for construction implementation PRELIMINARY COST ESTIMATE: The Contractor team shall prepare a preliminary estimate of construction costs for the preferred scheme. TEAM COORDINATION MEETINGS: The Contractor team shall periodically hold meetings with County staff to review and coordinate work effort (assume 1meeting) , , , , , , S COORDINATION/NANA MANAGEMENT , SUBTOTAL - MASTER PLANNING PHASE 1 $45, REIMBURSABLE EXPENSES (ESTIMATED) $2, TOTAL - MASTER PLANNING PHASE 1 $47,960.00

39 WITNESS THESE SIGNATURES: THE COUNTY BOARD OF ARLINGTON COUNTY, VIRGINIA OCULUS TAXPAYER ID (SSN/EIN) SIGNED BY: SIGNED BY: PRINT NAME RICHARD D. WARREN, JR. PRINT NAME AND TITLE: PURCHASING AGENT AND TITLE: DATE: DATE:

40

41

42

43

44

45

46

47

48

49

50

51

52

53

54

55

56

57

58

59

60

61

62

63

64

65

66

67

68

69

70

71

72

73

74

75

76

77

78

79

80

81

82

83 ARLINGTON COUNTY, VIRGINIA AGREEMENT NO AMENDMENT NUMBER 7 This Amendment Number 7 (Amendment) is made on the date of execution of the Amendment by the County and amends Agreement Number as amended by Amendments No. 1 thru 6 ( Main Agreement ) and made between OCULUS, th Street, NW, Suite 201, Washington, District of Columbia ( Contractor ) and the County Board of Arlington County, Virginia ( County ). Whereas the County and the Contractor desire to amend the work called for and the amounts to be paid under the Main Agreement, the Contractor and the County, in consideration of the promises and other good and valuable consideration specified in this Amendment, amend the Main Agreement, as amended, as follows. In addition to the work and payment called for under the Main Agreement, as amended, the Contractor agrees to perform the work called for under this Amendment in return for the payment called for in this Amendment. The County amends the contract as follows: - The County amends the pricing schedule to approve Oculus request for a 1.09 rate factor increase. The current rate is $36,080 and the increased fee is $3, (See Attached Services and Fee Schedule) - Revise electrical plans, design a playground shade structure, verify specified materials, and update cost estimate. (See Attached Services and Fee Schedule) - Revise landscape plans, civil plans, and consultant (MEP, structural, water feature) plans. (See Attached Services and Fee Schedule) WITNESS THESE SIGNATURES: THE COUNTY BOARD OF ARLINGTON COUNTY, VIRGINIA SIGNED BY: OCULUS SIGNED BY: PRINT NAME MARIA MEREDITH PRINT NAME AND TITLE: ACTING PURCHASING AGENT AND TITLE: DATE: DATE: 1 AGREEMENT NO AMENDMENT NO. 7