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HomeMy WebLinkAbout4.03 DHS FootballFieldReno CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 13, 1989 Dublin High School Football Field Renovation SUBJECT Landscape Architectural Renovation of Dublin Field and Track - Report Recreation Director Services High School by Diane for the Football kowart, EXHIBITS ATTACHED Request for Proposals Excerpts from Proposal submitted by Beals/Lechner Associates RECOMMENDATION Retain the firm of Beals/Lechner Associates to provide landscape architectural services for the renovation of Dublin High School Football Field and Track Direct staff to prepare the documents necessary to execute the contract agreement at a cost not to exceed $47,220. FINANCIAL STATEMENT: $663,810 is available in the 1988-93 Improvement Program for the project. Capital DESCRIPTION : At the September 25, 1989 meeting of the Dublin City Council, the Council adopted Resolution 111-89 approving and authorizing execution of agreement with Dublin Unified School District for renovation of Dublin High School Football Field. In order to proceed with the renovation, staff distributed the Request for Proposals contained in Exhibit A seeking the services of a landscape architect for planning and design of the proposed improvements. Six firms submitted proposals by the October 2, 1989 closing date. Interviews were conducted with the six firms by an interview panel consisting of the Assistant City Engineer, Assistant Superintendent of Schools, Maintenance Superintendent and Recreation Director. After a thorough review of the proposals and based on the results of the interviews, staff recommends that the contract be awarded to Beals/Lechner Associates of San Jose. Beals/Lechner Associates has had extensive experience in design and renovation of public parks and school facilities. An excerpt of the proposal submitted by Beals/Lechner is attached in Exhibit B. The budget for the football field and track renovation as adopted in the 1988-93 Capital Improvement Program is as follows: Design/Inspection Improvements $ 81,520 582,290 Total $663,810 The proposed fee of $47,220 submitted by Beals/Lechner for design development, construction documents and construction services is within the allowable budget. Therefore it is recommended that the City Council take the following action: Retain the firm of Beals/Lechner Associates to provide landscape architectural services for the renovation of Dublin High School Football Field and Track. Direct staff to prepare the documents necessary to execute the contract agreement at a cost not to exceed $47,220. ITEM NO. ~ ~ COPIES TO: Beals/Lechner Associates EXHIBIT A REQUEST FOR PROPOSALS PROFESSIONAL LANDSCAPE ARCHITECTURAL SERVICES FOR PLANNING AND DESIGN OF THE DUBLIN HIGH SCHOOL FOOTBALL FIELD AND TRACK RENOVATION Closing Date for Submittal of Proposals: October 2, 1989 Contact Person: Diane Lowart Director of Recreation City of Dublin P.O. Box 2340 Dublin, CA 94568 Project Description: The City of Dublin and the Dublin Unified School District have entered into a Joint Facility Use/Improvement Agreement in order to facilitate improvements on school district property for the benefit of the entire community. The first improvement to be undertaken as part of this agreement is the renovation of the Dubin High School Football Field, Track and associated ancillary facilities. The proposed renovation includes the following improvements: 1. Regrade and reseed football field to include irrigation system repair and/or replacement 2. Installation of new goal posts o Installation of all weather track Replacement of wooden bleacher seats and new railing seats with aluminum Upgrade existing stadium lights Installation/construction of facility snackbar and restroom 7. Construction of new press box 8. Installation of new scoreboard 9. Buffer planting around bleachers Request For Proposal - Dublin High School Football Field and Page Two Track Renovation Scope of Work: Work in this proposal shall consist of the following: - Pre-design consultation with City and School District - Attendance at no more than three public meetings and coordination of work with other interested public and private organizations as requested by the City and School District - Development and compliance with a reasonable time schedule for the work specified Preparation of probable construction costs to be used as a guideline in preparing construction documents Preparation of construction documents including working drawings and technical specifications setting forth in detail all aspects of design, function and construction to be used for securing bids for construction of the project as per site master plan including: Layout Plans - location and configuration of all site elements Grading Plans - drainage of all surface area Lighting Plan - security and other lighting necessary as 4. Planting Plans - details and specifications Irrigation Plans - details and specifications Details and specifications for bleachers, scoreboard, all-weather track, snackbar/restroom, goal posts, pressbox and other features necessary for installation as per master plan - Construction coordination and project review Selection Process: Five (5) copies of your proposal should be submitted to the office of the City Manager by 12:00 Noon, Monday, October 2, 1989. Proposals may be hand delivered to 6500 Dublin Blvd., Suite 205, Dublin or mailed to P.O. Box 2340, Dublin, CA 94568. Request For Proposal - Dublin High School Football Field and Page Three Track Renovation The following information should be provided as part of your proposal: Fee schedule showing hourly rates of staff. The approximate fee (or general cost range) and a proposed timetable for completion of the work. The total construction budget for the project will be between $505,000 and $580,000. A specific budget for this project will be developed after selection of a consultant. The name and qualifications of the individual proposed as the project leader. The names and brief resumes of professionals (whether employees or sub-consultants) who will be assigned to the project. A brief statement of the firm's general background, capabilities and financial stability. A detailed statement of direct relevant experience with similar projects. A statement of professional liability coverage. Following a review of the proposals received, the City may elect to conduct interviews with qualified firms. The following criteria will be used in evaluating proposals: 2. 3. 4. 5. 6. 7. Understanding of project Experience on similar projects Education and experience of key personnel Ability to meet schedules Quality of completed work Proposed schedule and fee Knowledge of recreational and landscape planning and construction The City of Dublin may reject any and all proposals. If there are any questions relating to this proposal, please contact Diane Lowart at (415) 829-4932. EXHIBIT B PROJECT UNDERSTANDING The project is located at Dublin High Sc,qool. The portion of the school complex to be renovated includes the football and track stadium. Existing amenities include wooden bleachers, a wooden concession stand, lighting, and a portable restroom. As consultant to the City of Dublin, Beals/Lechner Associates' responsibility will be to carry the field renovation project from master planning through preparation of cons;ruction documents. The following is our understanding of the project scope: A. blaster Planning: 1. Review and inventory the project site for renovation. a. Grading. b. ;rrigation (field and perimeter). c. Planting (field and perimeter). 2. Addition of restroom facility and concession stand building. 3. Addition of scorer's booth. 4. ~llustrative Master Plan. 5. Lighting improvements. 6. Stadium seating upgrades. 7. New press box. 8. New scoreboard. 9. All-weather track. 10. Football field improvements. 11. Budget analysis. 12. Recommendation and costs for project implementation. Design Development and Construction Documents 1. Grading and drainage renovation. 2. Irrigation renovation (perimeter areas and 3. Planting renovation (perimeter and turf). 4. Restroom facility (pre-fab unit). 5. Concession stand (pre-fab unit). 6. Press box/scorer's booth. 7. Football field improvements, i.e., goal posts, 8. Bleacher seat replacement. 9. Upgrade lighting. turf). turf, etc. Proper site analysis of existing conditions in the early stages of the project will be key to the development of new amenities and the improvement of existing features. Architectural and lighting consultants will assist in the design of the restrooms, press/scorer's box, and lighting renovation. Timing of this project will be critical. Most sports programs begin in the mid-summer months. All turf must therefore be established by this time. Beals/Lechner Associates proposes the following project schedule which will allow construction to begin in April and will be completed in time for the commencement of sports activities. BEALS/LECHNER ASSOCIATES. INC. Landscape Architecture - Planning STATEMENT OF QUALIFICATIONS Beals/Lechner Associates is pleased to have this opportunity to present our qualifications to provide landscape architectural services in the renovation of Dublin High School football field and track. We have been practicing landscape architecture for eleven years. Throughout our history, we have channeled our energy into landuse planning, master planning, and design of public space facilities. Our vas~ experience with public projects of various types and sizes assures the client of our ability to perform on time and within budget. Due to the tight timeline that the City has requested, we have carefully scheduled and staffed the project to ensure smooth operation and timely decision making. Our principal, Ron Lechner, will be in charge of the project and will attend both the City/School District and public meetings. We feel that community satisfaction is key to a successful project. Ron's experience with "fast track" projects allows him to work most effectively and efficiently through the planning process. In 1988, he completed a master plan for College Avenue Park in Santa Rosa in one month. Our firm is also ~.~orking on the San Jose International Airport and completed the latest master plan in one month. A particular expertise of Beals/Lechner Associates is our ability to design irrigation systems. We recently designed upgrades for irrigation systems at three Mountain Views Parks, adding automatic, central controllers and tensiometers to monitor water consumption. As a member of the American Society of Irrigation Consultants, Beals/Lechner Associates keeps current on new trends in irrigation technology. State-of-the-art equipment results in high quality design which will control water consumption and costs and will reduce the maintenance effort. This is especially critical in light of the current drought measures by water districts throughout the state. In addition, we recently completed construction documents for renovation of athletic facilities at Sunnyvale junior High School. The project which is currently under construction, included upgrade of a baseball field, five soccer fields, a women's softball field, and a restroom and concessions stand. Beals/Lechner Associates successfully carried the project through the approvals process which included presentations to city staff, Sunnyvale Parks and Recreation Commission, the School Board, and Sunnyvale City Council. Vie recently completed renovation master plan through construction documents for your Shannon Park. Our experience in field renovation as well as our ability to conduct public meetings and our careful attention to project scheduling qualifies Beals/Lechner Associates to provide landscape architectural services for Dublin High School football field and track. We look forward to the opportunity to present our qualifications in person. BEALS / LECHNER ASSOCIATES. INC. Landscape Architecture - Planning SCOPE OF WORK After review of the Request for Proposals, and subsequent discussion with the City of Dublin, Beals/Lechner Associates proposes the following scope of work. It is upon' this scope of work that we have based both our fees and timeline. Beals/Lechner proposes a scope of work as outlined below and annotated on the attached print-out. I. PROGRAM DEVELOPMENT: Project Start-Up. I. Beals/Lechner Associates project files and schedule. 2. Kick-off meeting with City staff. 3. Indencify roles and responsibilities. 4. Develop timeline for design and construction. Data Collection 1. Coordinate base needs with City. 2. Review and field check existing data supplied by the City. 3. Request additional data or detail if required. 4. Develop base maps. Ce Develop program ,for design based on kick-off meeting and provided data. · II. ANALYSIS AND DESIGN Preliminary Master Plan 1. Meet with City/school/maintenance 3. 4. 5. 6. staff in review concerns and program constraints. Coordinate with pre-fab restroom company. Develop design concept and preliminary design. Prepare preliminary budget analysis. Submit preliminary master plan for City review. Meet with City/School District. the fi eld to Final Master Plan 1. Revise plan as required. 2. Prepare illustrative, rendered Master Plan. 3. Complete budget analysis. 4. Submit final ~laster Plan to City for review School District. by City and BEALS / LECHNER ASSOCIATES. INC. Landscape Architecture -, Planning IIio DESIGN DEVELOPMENT A. Coordinate transition from design phase with the City to include: 1. Finalize base maps. 2. Attend pre-construction document meeting with City. 3. Select appropriate materials. 4. Assist in coordination between City and pre-fab restroom company and include appropriate plans and specifications in bid package. Develop dimension drawings for the following: 1. Circulation/Paving and Layout. 2. Grading and Drainage. 3. Site Utilities. 4. Site Lighting. 5. Material Selection (paving, planting, irrigation, athletic equipment). 6. Detail Design. 7. Special Design Elements (i.e., restroom; storage; concessions; scorer's booth, scoreboard; all-weather track; etc.). IV. CONSTRUCTION DOCUMENT PREPARATION A. Develop final base plan from design development. Prepare a construction document package to facil irate installation of site landscaping. This package will include: 1. Existing Conditions/Demolition Plan. 2. Layout and Reference Plan. 3. Lighting Plan. 4. Landscape Irrigation Plan. 5. Landscape Planting Plan. 6. Landscape Construction Details. 7. Irrigation and Planting Details. 8. Landscape and Construction Specifications. 9. Coordinate and include pre-fab architectural structure. C. Final State of Probable Construction Cost. CONSTRUCTION SERVICES Following the completion and approval of the construction documents we propose the following construction administration services: A. Answer any questions during the contract bidding period. B. Prepare landscape addendums (if required). C. Attend pre-construction meetings (if required). D. Review submittals and shop drawings and answer questions during construction. E. Review and process "as constructed" drawings for the irrigation system. F. E±ght(8) site visits with report. BEALS / LECHNER ASSOCIATES. INC. Landscape Architecture - Planning OWNER'S RESPONSIBILITIES Beals/Lechner Associates, Inc. has completed an estimate of fees based the above scope of work and the following conditions: ~rovide as-built plans of existing facility including: 1. Irrigation. 2. Storm. 3. Sanitary. 4. Power and electricity. 5. Potable water. Provide aerial photo of entire site at 40 scale on Mylar. Co on Provide spot elevation at a minimum 50 feet on center (25 feet on center preferred). Complete prompt review of work submitted. Present plan to governing board (presumed to be Parks and Recreation Commission). Beals/Lechner Associates will attend if requested on a time and material basis. Bid project and provide construction inspection. of clarity, the SPECIAL PROVISIONS Without attempting to be all-inclusive and for purposes following items are noted to clarify responsibilities: Submittals . 1. Two master plan submittals, one preliminary and one final. 2. Two construction document submittals; one at 75% and the other at 100%. Ae Restroom and Concession Structures 1. Presumes use of "pre-fab" structure (i.e., restroom facilities, or equal). £. Presumes applicable City department will provide coordination with manufacturer to meet City codes electrical, sanitary, etc.). Architectural drawings for press box and scorer's booth with submittal. Ce Construction Observations: On-site construction observations other than questions are not included in the base fee.' to clarify BEALS / LECHNER ASSOCIATES. INC. Landscape Architecture · Planning direct (i .e., 0SA design FIRM DESCRIPTION BEALS/LECHNER ASSOCIATES, INC. Wil 1 iam (Jay) Beal s and Ronal d T. Lechner have practiced Landscape Architecture in the San Francisco Bay Area since !973. Zn October, 1975, they established Beals/Lechner Associates, Inc. with the belief that project quality and principal involvement are of primary importance to the success of the projects and of the firm. These founding principles have enabled the firm to expand its clientele and increase its scope of services. Along with this expansion came an increase in staffing from two, to its present staff of twelve. Since its inception, the firm has provided landscape architectural services on a wide variety of project types with the focus on recreational planning, public works and urban design. We offer the following complete scope of services to our clients: Program Development Site Inventory & Analysis Land Planning Master Planning Site Planning Construction Document Production Cost Estimating Construction Administration This full service practice will satisfy project requirements-ranging from site analysis, research and program development through ail facets of design and construction administration. Beals/Lechner Associates is composed of two principals with a support staff of two project managers, one job captain, four draftspersons, and three administrative personnel. Our organization and operation promote a carefully selected design team tailored to each project's individualized and varied needs. The members of this design team are selected to best serve each project type by reviewing the project needs and the personal and professional qualities of the individuals. Each project team is headed by one of the principals. The principal works directly with the client(s) in determining and testing the program and takes the lead design role. When coupled with the qualified staff, this experience results in high quality design and construction documents. Depending on the scope and size of the project, additional personnel may be assigned. The team works in concert from pro~ect inception to completion. With extensive experience ranging from on-staff planner to planning consultant, our firm has a comprehensive understanding of community needs and desires, the inner workings of regulatory agencies and the planning process. This expertise affords the client confidence that each project will be run in an efficient, well coordinated, and timely manner. BEALS/LECHNER ASSOCIATES. INC. Landscape Architecture - Planning SCHOOLS & SCHOOL PARKS PROJECT SUNNYVALE JUNIOR HIGH SCHOOL BOWERS ELEMENTARY SCHOOL SAN JOSE CITY COLLEGE CASTRO MIDDLE SCHOOL CASTRO SCHOOL PARK & PLAYGROUND FORD COUNTRY DAY SCHOOL CALZFORNIA SCHOOL FOR THE DEAF SYLVAN PARK C2ITTENDEN PARK STEVENSON PARK WHISMAN PARK RENOVISTA RIDGE WALT DISNEY SCHOOL PARK COUNTRY CLUB SCHOOL PARK PONDEROSA SCHOOL PARK NESBIT ELEMENTARY SCHOOL CALAVERAS SCHOOL PARK ORTEGA/STOCKLMEIER SCHOOL PARK LOCATION Sunnyvale Santa Clara San Jose San Jose Mountain View Los Altos Hills Fremont Mountain View Mountain View Mountain View Mountain View Reno, Nevada San Ramon San Ramon Sunnyvale Belmont Gilroy Sunnyvale S TATU S Under Construction Completed Master Plan Completed Completed Completed Completed Completed Completed Completed Completed Completed Construction Documents Construction Documents Completed Under Construction Construction Documents Programming BEALS / LECHNER ASSOCIATES, INC. Landscape Architecture - Planning PROFESSIONAL COMPENSATION Based upon the scope of services put forth earlier in this proposal, propose design fees of $ 47,220. we The fee includes submittals to OSA and four site observations. It specifically excludes surveying, and aerial ant topographic mapping. We have estimated this fee using the hourly rates shown on the attached charge rate schedule. Our rates are subject to change in October 1989. BEALS/LECHNER ASSOCIATES. INC. L~ndsc~pe Architecture - Planning b~ALS/LECHNER ASSOCIATES, INC. CHARGE RATE SCHEDULE PROFESSIONAL & OFFICE The following chart outlines the current charge rate professional and office costs. Reimbursable rates expenses are shown at the bottom. All hourly rates subject to revision on the date noted below. Principal Senior Landscape Architect Junior Landscape Architect/Planner Senior Draftsperson Junior Draftsperson Word Processor for and are $75.00 per hour $55.00 per hour $45.00 per hour $35.00 per hour $25.00 per hour $25.00 per hour REIMBURSABLE RATES Blueprints & Reproductions Transportation Sub-Consultant Services Cost plus 20% $0.30 per mile Cost plus 20% REIMBURSABLE EXPENSES Blueprints & Reproductions - Photography - Models & Renderings - Promotional Brochures - Facsimile Documents Travel Expenses - Parking & Toll Expenses - Permit Fees - Long Distance Calls Subject to revision October 1, 1989 10/03/88 BEALS/LECHNER ASSOCIATES. INC. Landscape Architecture - Planning INSURANCE COVERAGE Beals/Lechner Associates currently holds Insurance in the amount of $1,000,000.00 claim. Our carrier is CNA. in place Professional Liability with a $5,000.00 deductible per BEALS/LECHNER ASSOCIATES, INC. Landscape Architecture - Planning