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Home My WebLink AboutAgenda Report - August 5, 2015 C-15AGENDA ITEM C40 1 5 (9 CITY OF LODI '� COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with ICF Jones & Stokes, Inc., of Sacramento, for Lodi Lake Park Grant Applications ($73,891) and Appropriating Funds MEETING DATE: August 5, 2015 PREPARED BY: Parks, Recreation and Cultural Services Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Manage to execute a Professional Services Agreement with ICF Jones and Stokes, Inc., of Sacramento, for Lodi Lake Park grant applications in a not -to - exceed amount of $73,891 and appropriating funds. BACKGROUND INFORMATION: Lodi Lake Park is the jewel of the City's park system and heavily used by the public. In a scientific community survey conducted for Parks, Recreation and Cultural Services this year, 87 percent of respondents indicated they had visited Lodi Lake in the previous 12 months, and 83 percent indicated it is important for the City to "upgrade Lodi Lake facilities and amenities." The park has become more of a regional draw with the success of the boat house concessionaire. In the past six years, the City has applied for three grants to improve the park, but none of the attempts succeeded. Two were aimed at mitigating erosion along the riverbank adjacent to Pigs Lake, and another to upgrade the parking facilities at the south end of the park. While erosion at Pigs Lake remains a concern, parkland is receding along the shoreline at the Rotary Area and Youth Area, including collapse of an amphitheater wall. Those are reaching critical stages and a solution is needed to either halt the erosion or reclaim some of the lost property. PRCS does not have the capacity in-house to develop potential projects with the short turnaround required by upcoming grant deadlines. The Natural Resources Agency, which administers the River Parkways grant program, indicated it is generally supportive of the City's efforts to obtain grant funding, but suggested we seek outside technical assistance with the grants. PRCS seeks to use the services of ICF Jones & Stokes a multidisciplinary consulting firm that specializes in water and natural resource management. One of the sub consultants retained by ICF Jones & Stokes is John Brodie, former Director of the San Joaquin Resource Conservation District, who secured nearly $11 million in grant funding in support of District priorities and operations. Staff has previously worked with Mr. Brodie and is pleased he would be working on this project. Other professionals involved in proposed projects include an engineer, a fish biologist, landscape architects, a geomorphologist and restoration specialist, and other project advisors with experience in soliciting and managing grants for various nonprofits and other environmental work. The proposed Professional Services Agreement calls for ICF Jones & Stokes to prepare up to three grant applications. The first, the River Parkways program, is due September 1, 2015. The application would be Schw`ft"er, City Manager Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with ICF Jones & Stokes, Inc., of Sacramento, for Lodi Lake Park Grant Applications ($73,891) and Appropriating Funds August 5, 2015 Page 2 for the Lodi Lake Park North Side Restoration and Bank Stabilization Project, focused on the Youth and Rotary areas, and perhaps a portion of the kayak entry point at Hughes Beach. ICF Jones & Stokes has identified four other potential grant programs and possible partners, listed in the attached proposed scope of work. PRCS staff will meet with the consultants to determine which other programs should be pursued and what elements the proposed projects should incorporate. Staff is hopeful these decisions would be accomplished with assistance of the public forum afforded by the Recreation Commission. FISCAL IMPACT: PRCS considers this expenditure an investment into the future of preserving Lodi Lake Park. If successful, this expenditure will be leveraged with grant funds. If not successful, PRCS will have defined and planned several projects that could be built upon for future applications. FUNDING AVAILABLE: Parks Capital (432), although PRCS anticipates replenishing this fund with available fund balance dollars upon close of FY 2014/15 financials. 01 Jordan Ayers, Deputy City Managerl tn! e�Services Director Jeff Pafs, Recreation and Cultural Services Director JH:tI cc: City Attorney Attachments AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on August 5, 2015, by and between the CITY OF LODI, a municipal corporation (hereinafter "CITY"), and ICF JONES & STOKES, INC. (hereinafter "CONTRACTOR"). Section 1.2 Purpose CITY selected the CONTRACTOR to provide the services required in accordance with attached Scope of Services, Exhibit A, attached and incorporated by this reference. CITY wishes to enter into an agreement with CONTRACTOR for assistance with Lodi Lake Park grant applications (hereinafter "Project") as set forth in the Scope of Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to provide such services to CITY. ARTICLE 2 SCOPE OF SERVICES Section 2.1 Scope of Services CONTRACTOR, for the benefit and at the direction of CITY, shall perform the Scope of Services as set forth in Exhibit A. Section 2.2 Time For Commencement and Completion _of Work CONTRACTOR shall commence work pursuant to this Agreement, upon receipt of a written notice to proceed from CITY or on the date set forth in Section 2.6, whichever occurs first, and shall perform all services diligently and complete work under this Agreement based on a mutually agreed upon timeline or as otherwise designated in the Scope of Services. CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other work products as may be designated in the Scope of Services. CONTRACTOR shall not be responsible for delays caused by the failure of CITY staff to provide required data or review documents within the appropriate time frames. The review time by CITY and any other agencies involved in the project shall not be counted against CONTRACTOR's contract performance period. Also, any delays due to 1 weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall remain in contact with reviewing agencies and make all efforts to review and return all comments. Section 2.3 Meetings CONTRACTOR shall attend meetings as may be set forth in the Scope of Services. Section 2.4 Staffing CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's capabilities and on the qualifications of CONTRACTOR's principals and staff as identified in its proposal to CITY. The Scope of Services shall be performed by CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified by CONTRACTOR of any change of Project Manager and CITY is granted the right of approval of all original, additional and replacement personnel at CITY's sole discretion and shall be notified by CONTRACTOR of any changes of CONTRACTOR's project staff prior to any change. CONTRACTOR represents it is prepared to and can perform all services within the Scope of Services (Exhibit A) and is prepared to and can perform all services specified therein. CONTRACTOR represents that it has, or will have at the time this Agreement is executed, all licenses, permits, qualifications, insurance and approvals of whatsoever nature are legally required for CONTRACTOR to practice its profession, and that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of this Agreement all such licenses, permits, qualifications, insurance and approvals, and shall indemnify, defend and hold harmless CITY against any costs associated with such licenses, permits, qualifications, insurance and approvals which may be imposed against CITY under this Agreement. Section 2.5 Subcontracts Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter into any subcontract with any other party for purposes of providing any work or services covered by this Agreement. Section 2.6 Term The term of this Agreement commences on August 6, 2015 and terminates upon the completion of the Scope of Services or on June 30, 2016, whichever occurs first. 2 ARTICLE 3 COMPENSATION Section 3.1 Compensation CONTRACTOR's compensation for all work under this Agreement shall conform to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by this reference. CONTRACTOR shall not undertake any work beyond the scope of this Agreement unless such additional work is approved in advance and in writing by CITY. Section 3.2 Method of Payment CONTRACTOR shall submit invoices for completed work on a monthly basis, or as otherwise agreed, providing, without limitation, details as to amount of hours, individual performing said work, hourly rate, and indicating to what aspect of the Scope of Services said work is attributable. CONTRACTOR's compensation for all work under this Agreement shall not exceed the amount of the Fee Proposal. Section 3.3 Costs The Fee Proposal shall include all reimbursable costs required for the performance of the Scope of Services. Payment of additional reimbursable costs considered to be over and above those inherent in the original Scope of Services shall be approved in advanced and in writing, by CITY. Section 3.4 Auditing CITY reserves the right to periodically audit all charges made by CONTRACTOR to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to furnish CITY, or a designated representative, with necessary information and assistance needed to conduct such an audit. CONTRACTOR agrees that CITY or its delegate will have the right to review, obtain and copy all records pertaining to performance of this Agreement. CONTRACTOR agrees to provide CITY or its delegate with any relevant information requested and shall permit CITY or its delegate access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this requirement. CONTRACTOR further agrees to maintain such records for a period of three (3) years after final payment under this Agreement. 3 ARTICLE 4 MISCELLANEOUS PROVISIONS Section 4.1 Nondiscrimination In performing services under this Agreement, CONTRACTOR shall not discriminate in the employment of its employees or in the engagement of any sub CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, age, or any other criteria prohibited by law. Section 4.2 ADA Compliance In performing services under this Agreement, CONTRACTOR shall comply with the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well as all applicable regulations and guidelines issued pursuant to the ADA. Section 4.3 Indemnification and Responsibility for Damage CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold harmless CITY, its elected and appointed officials, directors, officers, employees and volunteers from and against any claims, damages, losses, and expenses (including reasonable attorney's fees and costs), arising out of performance of the services to be performed under this Agreement, provided that any such claim, damage, loss, or expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any subcontractor employed directly by CONTRACTOR, anyone directly or indirectly employed by any of them, or anyone for whose acts they may be liable, except those injuries or damages arising out of the active negligence, sole negligence, or sole willful misconduct of the City of Lodi, its elected and appointed officials, directors, officers, employees and volunteers. CITY may, at its election, conduct the defense or participate in the defense of any claim related in any way to this indemnification. If CITY chooses at its own election to conduct its own defense, participate in its own defense, or obtain independent legal counsel in defense of any claim related to this indemnification, CONTRACTOR shall pay all of the costs related thereto, including without limitation reasonable attorney fees and costs. The defense and indemnification obligations required by this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations set forth herein. Section 4.4 No Personal Liability Neither the City Council, nor any other officer or authorized assistant or agent or City employee shall be personally responsible for any liability arising under this Agreement. 4 Section 4.5 Responsibility of CITY CITY shall not be held responsible for the care or protection of any material or parts of the work described in the Scope of Services prior to final acceptance by CITY, except as expressly provided herein. Section 4.6 Insurance Requirements for CONTRACTOR CONTRACTOR shall take out and maintain during the life of this Agreement, insurance coverage as set forth in Exhibit C attached hereto and incorporated by this reference. Section 4.7 Successors and Assigns CITY and CONTRACTOR each bind themselves, their partners, successors, assigns, and legal representatives to this Agreement without the written consent of the others. CONTRACTOR shall not assign or transfer any interest in this Agreement without the prior written consent of CITY. Consent to any such transfer shall be at the sole discretion of CITY. Section 4.8 Notices Any notice required to be given by the terms of this Agreement shall be in writing signed by an authorized representative of the sender and shall be deemed to have been given when the same is personally served or upon receipt by express or overnight delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class or certified mail, postage prepaid, addressed to the respective parties as follows: To CITY: City of Lodi 221 West Pine Street P.O. Box 3006 Lodi, CA 95241-1910 Attn: To CONTRACTOR: Trina L. Prince, Contracts Administrator ICF Jones & Stokes, Inc. 630 K Street, Suite 400 Sacramento CA 95814 Section 4.9 Cooperation of CITY CITY shall cooperate fully and in a timely manner in providing relevant information it has at its disposal relevant to the Scope of Services. Section 4.10 CONTRACTOR is Not an Employee of CITY CONTRACTOR agrees that in undertaking the duties to be performed under this Agreement, it shall act as an independent contractor for and on behalf of CITY and not an employee of CITY. CITY shall not direct the work and means for accomplishment of 5 the services and work to be performed hereunder. CITY, however, retains the right to require that work performed by CONTRACTOR meet specific standards without regard to the manner and means of accomplishment thereof. Section 4.11 Termination CITY may terminate this Agreement, with or without cause, by giving CONTRACTOR at least ten (10) days written notice. Where phases are anticipated within the Scope of Services, at which an intermediate decision is required concerning whether to proceed further, CITY may terminate at the conclusion of any such phase. Upon termination, CONTRACTOR shall be entitled to payment as set forth in the attached Exhibit B to the extent that the work has been performed. Upon termination, CONTRACTOR shall immediately suspend all work on the Project and deliver any documents or work in progress to CITY. However, CITY shall assume no liability for costs, expenses or lost profits resulting from services not completed or for contracts entered into by CONTRACTOR with third parties in reliance upon this Agreement. Section 4.12 Confidentiality CONTRACTOR agrees to maintain confidentiality of all work and work products produced under this Agreement, except to the extent otherwise required by law or permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or "Proprietary", except to the extent otherwise required by law or permitted in writing by CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California Public Records Act. Section 4.13 Applicable L.aw, Jurisdiction, Severability, and Attorney's Fees This Agreement shall be governed by the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be venued with the San Joaquin County Superior Court. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict with said laws, but the remainder of this Agreement shall be in force and effect. In the event any dispute between the parties arises under or regarding this Agreement, the prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's fees from the party who does not prevail as determined by the San Joaquin County Superior Court. 6 Section 4.14 City Business License Requirement CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020 requires CONTRACTOR to have a city business license and CONTRACTOR agrees to secure such license and pay the appropriate fees prior to performing any work hereunder. Section 4.15 Captions The captions of the sections and subsections of this Agreement are for convenience only and shall not be deemed to be relevant in resolving any question or interpretation or intent hereunder. Section 4.16 Integration and Modification This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may not be modified or altered except in writing, signed by both parties. Section 4.17 Contract Terms Prevail All exhibits and this Agreement are intended to be construed as a single document. Should any inconsistency occur between the specific terms of this Agreement and the attached exhibits, the terms of this Agreement shall prevail. Section 4.18 Severability The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Section 4.19 Ownership of Documents All documents, photographs, reports, analyses, audits, computer media, or other material documents or data, and working papers, whether or not in final form, which have been obtained or prepared under this Agreement, shall be deemed the property of CITY. Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such documents during CONTRACTOR's regular business hours. Upon termination or completion of services under this Agreement, all information collected, work product and documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days. CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any liability resulting from CITY's use of such documents for any purpose other than the purpose for which they were intended. 7 Section 4.20 Authority The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement. Section 4.21 Federal Transit Funding Conditions ❑ If the box at left is checked, the Federal Transit Funding conditions attached as Exhibit D apply to this Agreement. In the event of a conflict between the terms of this Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the Federal Transit Funding Conditions will control. IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Agreement as of the date first above written. ATTEST: JENNIFER M. FERRAIOLO City Clerk APPROVED AS TO FORM: JANICE D. MAGDICH, City Attorney By: CITY OF LODI, a municipal corporation STEPHEN SCHWABAUER City Manager ICF JONES & STOKES, INC. By: Name: Title: Attachments: Exhibit A — Scope of Services Exhibit B — Fee Proposal Exhibit C — Insurance Requirements Exhibit D — Federal Transit Funding Conditions (if applicable) Funding Source: 432 (Business Unit & Account No.) Doc I D: CA:Rev.01.2015 8 EXHIBIT A July 22, 2015 Mr. Jeff Hood Director City of Lodi Parks, Recreation and Cultural Services Department 125 North Stockton Street Lodi, CA 95240 Subject: Scope of Work for Assistance with Lodi Lake Park Grant Applications (Contract #2) Dear Mr. Hood: ICF Jones & Stokes, Inc. (an ICF International company hereafter referred to as ICF) is pleased to present this scope of work and cost estimate to the City of Lodi Parks, Recreation and Cultural Services Department (City) for professional services to prepare up to three grant applications for potential actions at Lodi Lake Park. The City and local stakeholders have been working for years to increase and expand opportunities for recreation and to balance objectives of bank protection, habitat enhancement, restoration, and environmental education at the 114 -acre park. However, the City still has a long list of improvements that could be made to improve conditions, and wishes to pursue grant opportunities to fund some of these improvements. Utilizing the Opportunities and Constraints Report developed under Contract #1 as a basis, ICF will develop up to three grant applications for projects at Lodi Lake Park on behalf of the City. The first grant application will be for the River Parkways Grant Program administered by the California Natural Resources Agency, and will utilize the draft conceptual project description for the Lodi Lake Park North Side Restoration and Bank Stabilization Project developed under Contract #1. The grant programs for which the second and third applications will be prepared have not been formally chosen at this time; however, this scope lays out the work necessary to prepare three full grant applications, regardless of the target programs. Task 1. Grant Application #1 (California River Parkways Grant Program) Objectives ICF will prepare, on behalf of the City, a grant application for the Lodi Lake Park North Side Restoration and Bank Stabilization Project, to be considered for funding by the California Natural Resources Agency's River Parkways Grant Program (due date September 1, 2015). The application will clearly and persuasively describe the elements of the project that would make it an attractive 630 K Street, Suite 400 - Sacramento, CA 95814 � 916.737.3000 r 916.737,3030 fax w-- icfi.com Mr. Jeff Hood July 22, 2015 Page 2 of 4 funding opportunity for the California Natural Resources Agency, and how the project fulfills the technical criteria of the funding program. Assumptions A draft conceptual project description for the Lodi Lake Park North Side Restoration and Bank Stabilization Project will be prepared under Contract #1. If a cost -share element is proposed in the application, the City will negotiate terms with any identified local agency/group. The City will provide any maps and deeds necessary to support the proposal. Methods Task 1A: Project Description. ICF will respond to the City's comments on the draft conceptual project description for the Lodi Lake Park North Side Restoration and Bank Stabilization Project (prepared under Contract #1) and finalize the project description. This may include additional figures and/or detail. Task 113: Grant Application. ICF will analyze Request for Proposal (RFP) requirements for eligibility and scope of project or project components including funding limits, cost share requirements, and submission requirements and format, and will open communications with granting agency contacts to discuss project overview and objectives for appropriateness and to ask clarifying questions about RFP specifics. The grant application will be carefully crafted in order to ensure strict compliance with RFP instructions and to highlight the most relevant aspects of the project, and ICF will work closely with the City to develop cost -share ideas (both in-kind and volunteer support), and identify potential partners and their roles. A draft of the grant application will be submitted to the City for review and comment to ensure it meets the City's expectations. The application will be finalized and submitted prior to or on the due date (September 1, 2015). Deliverables • Final conceptual project description for the Lodi Lake Park North Side Restoration and Bank Stabilization Project in PDF format. s Draft California River Parkways grant application in digital format. • Final California River Parkways grant application in digital format with two (2) hard copies (one for submission to California Natural Resources Agency and one for the City's files). Task 2. Grant Application #2 Objectives ICF will prepare, on behalf of the City, a grant application for a project at Lodi Lake Park that combines one or more of the City's priorities as described in the Opportunities and Constraints Report (to be prepared under Contract #1) with the goals and criteria of an upcoming grant program (to be selected at a later date) to create an attractive funding opportunity for the granting agency. Potential grant possibilities include, but are not limited to, the following: Mr. Jeff Hood July 22, 2015 Page 3 of 4 Habitat Conservation Fund Grant Program—California Department of Parks and Recreation Maximum Grant Amount: No minimum or maximum Funding Match Requirement 1:1 match (non -state funds) Total Funding Available: $2 Million Application Deadline: October 1, 2015 Grant Program Goals/Priorities: Provides funds to local entities to protect threatened species, to address wildlife corridors, to create trails, and to provide for nature interpretation programs which bring urban residents into park and wildlife areas. Watershed Restoration Grant Program—California Department of Fish and Wildlife Maximum Grant Amount: No minimum or maximum identified at this time Funding Match Requirement None required, but proposed projects that leverage other cost share funds, either state or non -state, will receive additional points during technical review. Total Funding Available: $24 Million Application Deadline: Not specified at this time Grant Program Goals/Priorities: Provides funds for water quality, river, and watershed protection and restoration projects of statewide importance outside of the Delta. Target projects will provide fisheries or ecosystem benefits or improvements that are greater than required applicable environmental mitigation measures or compliance obligations. Ecosystem Restoration and Water Quality Grant Program—The Delta Conservancy Maximum Grant Amount: $2 Million Funding Match Requirement 25-50% cost share requirement, and a cost share over 50% will rank the project higher during evaluation. Total Funding Available: Not known at this time. Application Deadline: Concept proposals due September 15, 2015; full proposals due January 30, 2016. Grant Program Goals/Priorities: Restoration of aquatic, wetland, and migratory bird habitat and fish and wildlife corridors. Recovery of anadromous fish populations and their habitat. Adaptation to reduce impacts of climate change. Another potential grant program is the National Park Service's Land and Water Conservation Fund, and potential sources for smaller amounts of matching funds include the Lower Mokelumne River Partnership, which often has interest in funding planting activities, USFWS, and NOAA Fisheries. There may be other opportunities not listed here that the City may wish to pursue. Assumptions ICF assumes up to two meetings with City staff will be necessary to determine which grant program should be pursued and what elements the proposed project should incorporate. These meetings will occur in the Sacramento ICF office. A site visit may be necessary to inform development of the project description. If a cost -share element is proposed in the application, the City will negotiate terms with any identified local agency/group. The City will provide any maps and deeds necessary to support the proposal. Mr. Jeff Hood July 22, 2015 Page 4 of 4 Methods Task 1A: Project Description. ICF will prepare a conceptual -level project description for a project that combines one or more of the City's priorities for Lodi Lake Park (as described in the Opportunities and Constraints Report) with the goals and criteria of the selected grant funding program. ICF will coordinate closely with the City to decide on the goals and fundamental elements of the project. This project description will discuss the purpose and need of the project and will include a narrative description of the project itself, plan view drawings that illustrate proposed project features, a list of project permitting requirements, and a project cost estimate. Task 113: Grant Application. ICF will analyze the RFP requirements of the selected grant program for eligibility and scope of project or project components including funding limits, cost share requirements, and submission requirements and format. ICF will open communications with granting agency contacts to discuss project overview and objectives for appropriateness and to ask clarifying questions about RFP specifics. The grant application will be carefully crafted in order to ensure strict compliance with RFP instructions and to highlight the most relevant aspects of the project, and ICF will work closely with the City to develop cost -share ideas (both in-kind and volunteer support), and identify potential partners and their roles. A draft of the grant application will be submitted to the City for review and comment to ensure it meets the City's expectations. The application will be finalized and submitted prior to or on the due date. Deliverables • Draft conceptual project description PDF format. • Final conceptual project description in PDF format. • Draft grant application in digital format. ■ Final grant application in digital format with up to four (4) hard copies. Task 3. Grant Application #3 The description of Task 3 is the same as for Task 2, above. ICF proposes to invoice costs monthly, with a not -to -exceed amount of $73,891, on a time and materials basis. If selected, ICF looks forward to negotiating mutually acceptable terms. Thank you for giving ICF the opportunity to assist the City with these exciting opportunities. We look forward to working with you. Sincerely, 4uaj L qk"U Trina L. Prince Contracts Administrator Attachment Cost Spreadsheet EXHIBIT B Table 1. Cost Estimate for Lodi Lake Grant Application Assistance consulthrg Stat) Subcontractor Pmduction Sraff Kozlowsk Employee Name Elliott C Martin S Weller P Peters J J Lantz K Angier A Seville S Holcomb V John Brodie Grant Project Project Landscape Geomorph- Sr Fish Recreation Assoc Supewisin Senior Development Direct Task labor Classification Director Manages Architect ofogist El logist Deslpner Consult 11 Advisor Subtotal $pbCLFa1 Subtotal Editor PW.Spae Admin Tech SublatiO Labor Total Expenses Total Price Task 1. l7ra[nAppYcetion dt iRWo[ Parkwaxs Gren[ Program) ................................... .........................................................................' ..---••-__ $0 ............ $0 SO .. $0.00 ._ ...Task. ... .......................... ..0......... ........ ....... ...... ...... ..... $0 __ 50.00 •••Respond [o comments from Cita on Drag Coroeptual Project Description - ..._..... 4 4 4 2 ;------- 4: ....... .................... $2,740 »• .....»». «». _--SO ........... ----- - $0 .. $2,740.°0 Cost estimation 2' ...... ..... ...... ...... ...... -----. $420 .____' _-- ____..__' $0 ----_ -$0 .............. ........ ...... $0 __$420.00 ....Task.. Qrirrl ................................................ ...«. .. ............•.... ...«..«....... ...... .• ...... ...... ...... •. ...... ...... ...... ...... ...... ...... ...... ...... ...... .... ...... ••$0 . ....... . _._ • ,.... _ ....... ....... ....... . ..... . .. .....i _ $0 50.00 ••$$00-00 • 1iEP f4 araerres :--�.. ------ ------ ------ ------ ------ ------ ------ ------ ♦S0 .... -5 ------_ J •$500_00 Communications with ranting a ency .___- °° $0 Draft Grant Application ------ : 2: ; ----•♦ 5260 _.. ____._ 25 ................. SxS9C _______ .....» _.......... ........... ............ ._.__ 30 ......... ... 52,760.00 _ ...................................................................................................................................................................................«..... htarmlravlow pF draR�ranl•appimtimr 4- 2: : : 4«« ,,................................... $1,610 $0 4: ...................... ,........... ...... SSBd 51,990.00 •_•$7,360.00_ ............. .. ...... ............................_.. __________. __9 ._.. --Respond to comments Rom Cil�an Drag Grant RPpkatlah-----•------- ___•___.................................... .......... .......... 4 _______________________________________________________________________________________________ _______ -$504 ...................... --••--- B- ....... 3$Do .---------------------------------__. _ SQ .. i• a dsub it ran[a licab n Pp 1 S74n _ ___12 ------- 2 � 2 --------- ..}... _.._... ¢.......... .••5739 $227000_ «� •«Final ..........................».....___._......... ....................... ___.__._._{_{..........{..........{..........{-•--------{___ __{__ ..{.......... ----- -4. ----- --_-.- . S0 $0• ----------- _....... _________---------- _________________.................. ....... Task 2. Grant Application #2 .......... ;.......... {..________{__________{__________{...._.____{________ __ ------------------------ ...... _ .----- ..... ... $? ....__..__ ......... .._.. _SO $D ..... .$0 _ ... _. ____.. .................... ..................... --------- $0 _. • 50.00 ......$0:00 ....Task 2A . . ..Des.. tion ............................................................................................. ...... ...... ...... $0 ....... .......•$0 Up to 2 meetin s with C' staff to discuss priorities and preferred project 4 : 4 ; 4 ; 4 ; :4 4 $400 $0 _ $3,760.00 Projea(desc�Ption oWin.............. ---;----- - :. 2 ;......................... _$_3.360 __ ____ _______•_2 _____.... ...................... w ••••• $0 $980.00 .............. .............................. Vsi[_ ----•2 .................... ........... �----------:-------- ; 6 6 : : -----32.821r 39 ; ; ------- _______ _-__--- ..... so $2,620.00 ....._ ---_--Site _.._._.-_____.................................................. Prapala draft cenpepludRmjac[deocdp8on-__..._._.. ............. ...........:.......... •••-••6 f0 12 B { 6 :_______1- : ...._........ EO $0 $6740.00 Cost estimatim ____ ..........:................Sli•jiQ ' : 2: 81$0 ............. ............. SO$0 ............ .................................... ........................ $420.00 ............................................................................... review oFdmft conceptual project description ._......_............._......._._........._.._...._.._.r-.-____-__'__________...................... 2 .• 2 : 2 2 __._.-............................................... $1•$39 -- ... 2 ... .... $200 .. --....-4 _ ______ ______• •$380• _$2,710.00 -•. ••. •••••••Internal ................................................................ to comments from C'Ry on draft conceptual prajed description • ...._...................._.... : 4: q: 4: 2: 2: : ----52,540 -- ••-•-•••• 39 ........... -- •• - _••,-- $0 $2,540.00 - ---••.•Respond Task 2B Grant Application : : : __________________________________________________________________............. ... _ .. _. - $0 --.. ........... ._ .. ___ $0 _ _ $000 _________________________________________________ RFP requirements........ _............... _________-------- __.?. _ ___-__........ ` ._.__. ...... ...... ..... .. _ $500.00- •$500-00 .............Analyze .........................................................•_______,..........,..........,..........,.._..................,.......... Communications with granting agency ' ....... ... IA ... ...._ 5 SSW $0 .........................................................................................q..«......,..........,...._._...,__-_-_..._,..........,..........,.......... _____________Draft Grant Application ____________________.____.._.............._.. I...._............... 2 : : .................................................................................................. _ ... ........... ...... ...20....._ ...____.. S2 099. �......________.........._.,.. ..._______.........._.,........... ....... .. ......... _.. $0 _. -... ..._ .... .. $2..... ., s....... Internal [ovdaw of dra4 rant a��fieelbn : 4 ' 4 kA $4 4 3380 __ $1,660.00 .............................. ........... ..............................{._________,........__{__....._..,_.._______,.-___._._.{..........{........A to comments from Cily on Draft Grant P.Pplication--------- 4• ' ...... $560 ------------- B --------- 3890 __._._.._ .................. : •• ..._. $1,360.00 •••••••------Respond -- Finalize and submit grant application i • ' ' 1 -- 5740 12 ---- $7.200 2 • 2 - --$0 _ -$330 $2,270.00 - ' ' • Ia SO ............_..._..................................................._.._..____......_.._..,_..._.....{._____-_--{-.--._-•-•{...__._...{_...--....{.._..__..................... Task 3. Grant A,ppACAdan #3 ............................................. ...... ....... {......... ;........ ..... ...... ------...... ...... .......... ......_.. ......... _---- ..... •. ------- ....... _ .... _.. ....... ......4------- ----- -- -------- .. _30.00 .....Task 3A. Project Description ...... ...., _._. ..._. -----...... ................... .. 7`Q.. ....... ... ....__. ....__ .....-_ ......$R 50.00 Up to 2 meetings with City staffto discuss priorities and preferred project ......................................................................................................................................... : 4 : 4 : 4 : 4 : 4�53,3SO ................»»........._..._ 4 _______Z 8400 __- -_---•__ $0• $3.760.0° ------ '--•--•-------Project description outline 2 • 2 .........:..........:..........:..........:...................................................... ........ 17312 - .___._.__..... ..... .. ....... ...... _._____ ----- $0 __ 5980.°0 ............................................ Usi[_-_ 8 �- 6 : 6: _-.___ 52,02Q .-.-__-............... St1 _.._...-----________-:............ _ ___.. $0 $2.820.00 ••56.749-00 __Site ...........________________________________________________________ draft conceetual project description ___________________ ;-_.-...._.....-._........................_________....................... 10 12 $ 6; 10: •$6740 __ 50 ....................... - ..• ----- - $0 -------------Prepare ...........................................•__•___•__._-......__._._.._...._......._.._. C t estimati n .......................... : : 2 ' $420 ..... ••2 $0 .................................. $0 ?Ri •__52.110:00 .........................................................................................:..........:..........:......................................................:.......... review of draft conceptual project description 2 .• : : : :------- 2 .-_, 2 .- ..........«...................I---_______._ ...._.. . ......... _--_--$1,530 ._._._....... .••-•- 5200 4 • ••--------.--- _ ..........5380 -------------Internal ____ .................. Respond to comments Rom City on draft conceptual prajed description ......................................................... ----••-2 __._.....-- ---�•� 4 : 4 : i : 2 : 2 : : .......... ......... ........... ........... ...................... ..,..._._..__,__________--_........ • $2 540 ••• - •••-- SD ------- ---- --�.�� ..... $0 82.540-00 3B. Grant Application $0 ........5 SO ....Ssoo _______ ______ ._. •So •_•Ssoo.00 -----Task ..��....................................... ..,.. °�Yx 4�r ......................... ............... ...... ...... ...... ..................... ...... ...... ...... ...... ...... ...... ...... ...... ..... ...... ...... ...... ...... .......$o .......S0 ._._....S ....$soo ....... - - ............................... ---------- '---------- '.......... ;.......... ;.......... :.......... ;---------- :..................... ............. ............. ....... ...._.._.?........-_�.._.............. $o ... __ $soo.00 ......... Grant 2 . . ;..........' ,�..........----- .. .. ...... ....... 20 ... s2,000 ....................... ..----- _.. ... ..$° •$380 sz zeo.oD• ••$1,660.00 ..Draft ........__.................................. -Application ....... ...............� review ofdaR $'aM-a�:catian ;..........{.......... {..................... • {...._--__�. _- --... i• • : i {._._------ .. ..Mk - .....$1,280- ._.................... $0 k. .._.....4-• . }........._{.................. .. ... ..Infernal __........._ ......... ..... .....................:.........{..........{_.........{..........{..........{..........{......._......_...... • _ •_ Respond to w[nmenla Bom nR on Drag Grant Application - ... _.... _... _._. ......... ... 4 ; ..........{._________.;________.{-_-.-...._{__________{_________-{.. -. .;.......... {_______--. --------$560 - ----9 - $800 ____-______r_. _ --- $0 Finalize and submit grant apjpcation----------•- ............................... 4• —1 -------- ;-----...._{__________ .._. �__ _ ........ ____5740- ....._12. - $7,200 --------- ------2r_-__--.--2 ...3330 $227000 <. So $� 30 Pro ell Mona tend Coordina6nn wlth C' Stag ............. ....•-------•...... 4; 20: $3,640- ......... $0 ....... .......... ....... $0 - _$_:_._040.00 Total hours 12 114 62 48 14 16 24 10 31 171 -- - -- 20 6 6 ICF ESP 2015 Billing Rates $210 $140 $165 5165 $190 $140 5120 $210 3180 5100 S95 $95S70 Ssbtotak $2520 $15.960 $10230 $7.920 $2.660 $2.240 S2,880 $2100 $5.580 $52,090 $17.100 $17,100 $1,900 $57000 $420 $2,890 $72.080.00 Direct Expenses 523.05 Travel, Auto, incld. Mileage at current IRS rate (.5751mile) $92 Mark up on a0 .—Labor costs and suhcontractnrc: 10% S1.712 ex ense subtotal $1.811 rDirect Tofal riclaate rimed 7/22/2015 9:50 AM A orovcd by Finance { sh } Lodi Lake Conbacri Cost 072115(client)$73,891 1. AA# 2. JV# CITY OF LODI APPROPRIATION ADJUSTMENT REQUEST TO: Internal Services Dep_ t. - Budget Division 3. FROM: Jeff Hood, Director 15. DATE: 7/27/15 4, DEPARTMENT/DIVISION: PRCS 6. REQUEST ADJUSTMENT OF APPROPRIATION AS LISTED BELOW FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT A 432 32205 Parks Capital Unreserved $73,891 SOURCE OF FINANCING B 432 43299000 77020 Parks Capital Projects $73,891 USE OF FINANCING 7. REQUEST IS MADE TO FUND THE FOLLOWING PROJECT NOT INCLUDED IN THE CURRENT BUDGET Please provide a description of the project, the total cost of the project, as well as justification for the requested adjustment. If you need more space, use an additional sheet and attach to this form. Funding for ICF Jones & Stokes to prepare no more than three grant applications for Lodi Lake Park related capital projects. If Council has authorized the appropriation adjustment, complete the following: Meeting Date. Res No: / __ Attach copy of resolution to this form. Department Head Signature: B. APPROVAL SIGNATURES Deputy City Manager/Internal Services Manager Date Submit completed form to the Budget Division with any required documentation. Final approval will be provided in electronic copy format. RESOLUTION NO. 2015-129 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH ICF JONES & STOKES, INC., FOR LODI LAKE PARK GRANT APPLICATIONS; AND FURTHER APPROPRIATING FUNDS WHEREAS, Lodi Lake Park is the jewel of the City's park system and heavily used by the public; and WHEREAS, in a scientific community survey conducted for the Parks, Recreation, and Cultural Services Department this year, 87 percent of respondents indicated they had visited Lodi Lake in the previous 12 months, and 83 percent indicated it is important for the City to "upgrade Lodi Lake facilities and amenities"; and WHEREAS, the City has applied for three grants to improve Lodi Lake, but none of the attempts succeeded and erosion continues to effect areas of Lodi Lake, reaching the critical stage; and WHEREAS, the Professional Services Agreement calls for ICF Jones & Stokes, Inc., to prepare up to three grant applications with the first, the River Parkways program, due September 1, 2015; and WHEREAS, the $73,891 cost for utilizing ICF Jones & Stokes, Inc., for Lodi Lake Park grant applications will be funded from the Parks Capital account, which PRCS anticipates replenishing with available fund balance dollars upon close of FY 2014/15 financials. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute a Professional Services Agreement with ICF Jones & Stokes, Inc., of Sacramento, California, for Lodi Lake Park grant applications, in an amount not to exceed $73,891; and BE IT FURTHER RESOLVED that funds in the amount of $73,891 be appropriated from Parks Capital (432) funds. Dated: August 5, 2015 I hereby certify that Resolution No. 2015-129 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 5, 2015, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, and Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Mayor Johnson ABSTAIN: COUNCIL MEMBERS — None y JNIFER . FE OLO City Clerk 2015-129 AGENDA ITEM coo 15 ` d CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with ICF Jones & Stokes, Inc., of Sacramento, for Lodi Lake Park Grant Applications ($73,891) and Appropriating Funds MEETING DATE: August 5, 2015 PREPARED BY: Parks, Recreation and Cultural Services Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Manage to execute a Professional Services Agreement with ICF Jones and Stokes, Inc., of Sacramento, for Lodi Lake Park grant applications in a not -to - exceed amount of $73,891 and appropriating funds. BACKGROUND INFORMATION: Lodi Lake Park is the jewel of the City's park system and heavily used by the public. In a scientific community survey conducted for Parks, Recreation and Cultural Services this year, 87 percent of respondents indicated they had visited Lodi Lake in the previous 12 months, and 83 percent indicated it is important for the City to "upgrade Lodi Lake facilities and amenities." The park has become more of a regional draw with the success of the boat house concessionaire. In the past six years, the City has applied for three grants to improve the park, but none of the attempts succeeded. Two were aimed at mitigating erosion along the riverbank adjacent to Pigs Lake, and another to upgrade the parking facilities at the south end of the park. While erosion at Pigs Lake remains a concern, parkland is receding along the shoreline at the Rotary Area and Youth Area, including collapse of an amphitheater wall. Those are reaching critical stages and a solution is needed to either halt the erosion or reclaim some of the lost property. PRCS does not have the capacity in-house to develop potential projects with the short turnaround required by upcoming grant deadlines. The Natural Resources Agency, which administers the River Parkways grant program, indicated it is generally supportive of the City's efforts to obtain grant funding, but suggested we seek outside technical assistance with the grants. PRCS seeks to use the services of ICF Jones & Stokes a multidisciplinary consulting firm that specializes in water and natural resource management. One of the sub consultants retained by ICF Jones & Stokes is John Brodie, former Director of the San Joaquin Resource Conservation District, who secured nearly $11 million in grant funding in support of District priorities and operations. Staff has previously worked with Mr. Brodie and is pleased he would be working on this project. Other professionals involved in proposed projects include an engineer, a fish biologist, landscape architects, a geomorphologist and restoration specialist, and other project advisors with experience in soliciting and managing grants for various nonprofits and other environmental work. The proposed Professional Services Agreement calls for ICF Jones & Stokes to prepare up to three grant applications. The first, the River Parkways program, is due September 1, 2015. The application would be APPROVED: E�yl!i ity manager Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with ICF Jones & Stokes, Inc., of Sacramento, for Lodi Lake Park Grant Applications ($73,891) and Appropriating Funds August 5, 2015 Page 2 for the Lodi Lake Park North Side Restoration and Bank Stabilization Project, focused on the Youth and Rotary areas, and perhaps a portion of the kayak entry point at Hughes Beach. ICF Jones & Stokes has identified four other potential grant programs and possible partners, listed in the attached proposed scope of work. PRCS staff will meet with the consultants to determine which other programs should be pursued and what elements the proposed projects should incorporate. Staff is hopeful these decisions would be accomplished with assistance of the public forum afforded by the Recreation Commission. On August 4, 2015, the Recreation Commission voted 4-0 to recommend the City Council approve the contract. FISCAL IMPACT: PRCS considers this expenditure an investment into the future of preserving Lodi Lake Park. If successful, this expenditure will be leveraged with grant funds. If not successful, PRCS will have defined and planned several projects that could be built upon for future applications. FUNDING AVAILABLE: Parks Capital (432), although PRCS anticipates replenishing this fund with available fyod balance dollars upon close of FY 2014/15 financials. Jordan Ayers, Deputy City Mbnager/lhte,-nal Services Director and Cultural Services Director JH:tl cc: City Attorney Attachments