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Home My WebLink About4.07 DSG RptPrepAgmntSngrHdgGITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: September 25, 1989 SUBJECT: Agreement With Singer & Hodges for Preparation of an Updated Masterplan and Renovation Report for Upgrading and Improving the Dublin Sports Grounds (Report by Public Works Director Lee Thompson) EY~IBITS ATTACHED: 1) Agreement 2) Page from Approved 5-Year Capital Improvement Program RECOMMENDATION:~/~,//~Approve agreement for architectural services for the preliminary plans and design documents for the study of the Dublin Sports Grounds renovation, exclusive of topographic survey. FINANCIAL STATEMENT' The agreement is on a fixed fee basis of $7,500, plus reimbursable costs. $15,000 is budgeted in the Capital Improvement Program for the study, including a topographic survey which will be performed by Santina and Thompson at a cost of $7,000. DESCRIPTION: This Capital Improvement Project is a study to identify deficiencies and needed upgrade of the Dublin Sports Grounds. It would include cost estimates and recommended phasing of the work. Also included under this Capital Improvement Project are pavement repairs to the parking lot, ~ich will be combined with the annual street overlay contract in the spring. The scope of the study will include gathering existing maps and data, site visits, and meeting with the various sports groups that now use the Dublin Sports Grounds. Singer and Hodges will then analyze the site to see if more fields can be added, recommend improvements to the existing facilities, and prepare cost estimates so that these improvements can be included in the Five-Year Capital Improvement Program. Hearings regarding the proposed improvements will be held at the Park and Recreation Commission and City Council meetings. The firm of Singer and Hodges has been recommended to perform this work because of their knowledge of Dublin's parks policies and their experience with neighborhood meetings during the preparation of masterplans for the rest of Dublin's parks. Their masterplans have been workable and have been the blueprint for the resulting successful park projects. The City's purchasing ordinance exempts contracts for professional services from competitive bidding requirements but does require that the City Council approve contracts over $5,000. Staff recommends that the contract be exclusive of the topographic survey, as Santina and Thompson, the City's engineering contractor, has submitted a proposal to perform this survey at a cost of $7,000, as opposed to the $9,000 proposal from Singer and Hodges. Santina and Thompson had already established some of the survey control work while doing the topographical survey for the Civic Center site. Staff recommends that the City Council approve the agreement with Singer and Hodges and authorize the Mayor to execute it. ITEM NO. ~/~ ~ COPIES TO: Phil Singer SINGER & HODGES, Inc. L~, ,D-., ¢,~ ~'2 APCHITECTURE July 31, 1989 15~2 FRAHKLIH OAKLAHD: C,~ Hr. Lee Thompson Director of Public Works City of Dublin 6500 Dublin Boulevard Dublin, California RE: Dublin Sports Ground Dear Lee: We want to thank you for the opportunity to submit the following proposal for the preparation of an updated masterplan and renovation report for the upgrading and improvement of the Dublin Sports Grounds. PROPOSAL I. Landscape Architectural Services Singer & Hodges, Inc. shall perform the following landscape architectural services. A. Site Analysis 1. Gather existing data and make visual inspection of the site, including photographic record. 2. Prepare site analysis drawing and report summarizing site oppor- tunities and constraints. 3. The site analysis and recommendations will be presented to the City staff for review and conTnent. B. Preliminary Recommendations 1. Prepare preliminary reco~endations for the renovation and improvement of the Sports Grounds. The report shall include a description of alternate approaches to improving the site, and cost estimates, and preliminary schematic plans. 2. The preliminary recorrrnendations and preliminary plans will be pre- sented to the City staff for review and comment. Mr. Lee Thompson July 31, 1989 Page 2 III. C. Masterplan Preparation of a masterplan, sur~rnary report, and cost estimate describing the improvements and repair of the Sports Grounds site and facilities. 2. The masterplan will be presented to the Parks and Recreation Commission and the City Council for approval. D. Survey: Singer & Hodges, Inc. shall'obtain the services of a licensed sur- veying or Civil Engineer firm to prepare a topographic survey of the Dublin Sports Grounds site. Said survey shall be made available to the City of Dublin. II. Additional Conditions Xe The City of Dublin shall provide all existing information necessary for the completion of landscape architectural services in this letter of agreement. The City of Dublin shall be responsible for obtaining any hor- ticultural or structural soils tests necessary for the completion of the services described in this agreement. Compensation for Services and Billin9 Procedure A. The fee for the services indicated in Item I of this proposal shall be: Landscape Architectural Services Items 1.A, B, and C ................... $ 7,500.00 Topographic Surveying Services Item 1.D ........................ 9,000.00 Total Fee: $16,500.00 B. Bills shall be submitted monthly based on the progress of the work. _Mr. Lee Thompson July 31, 1989 Page 3 IV. Additional Services Any extra services in addition to those indicated in this proposal shall be billed at the hourly rates listed below in addition to the fee indicated in Item Iii above. Principal Associate Draftsperson Clerical 1 Clerical 2 $85.00 per hour $60.00 per hour $40.00 per hour $35.00 per hour $30.00 per hour V. Reimbursable Exoenses Reimbursable expenses are in addition to the compensation for services indicated in Item III, and include actual expenditures made by the employees and consultants of Singer & Hodges, inc. in the interest of the Project for the expenses listed in the following paragraphs. Expense of reproductions, postage, and handling of drawings, spe- cifications and other documents, excluding reproductions for the office use of the Landscape Architect and the Landscape Architect's consultants. 2. If authorized in advance by the client, expense of overtime work requiring higher than regular rates. Expense of renderings, models, and mock-ups requested by the client, not included in the scope of Landscape Architectural services. 4. Expense of courier service and express mail requested by client. A signed copy of this letter of agreement shall serve as our authorization to proceed with the services indicated. Sincerel]~, Phil Singer ~ SINGER & HODGES, INC. Approved by: CITY OF DUBLIN Date: PS/bjs 1988-93 CAPITAL IMPROVEM]~PROGPJ%M FU:;D PROJECT ' ACTIVITY CAPITAL ~ROJECTS Dublin Sports Grounds PARKS Renovation Description-Location This project would: 1) repair the pavement in the existing main parking lot and 2) perform a study to identify deficiencies and 'needed upgrading cf the existing Dublin Sports Ground. This study would include cost estimates and rec$~nended phasing of the work. Co~ents Dublin tcck over maintenance of and title to the Dublin Sports Grounds cn July 1, 1988 frcm the Dublin San Ramon Se~;ices District. As the District kad limited funds for their parks, much cf tke needed repair and upgrading was not acccmp!ished. This study will identify those needed lmp~cv=..,=.,~ and deferred ma!ntenance items. The repair cf the parking lot pavement is needed ir~ediate!y to save the existing pavement section. Estimated Cost Financinc Administration $ ~,500 Park In Lieu Study 15,000 Fees Pavement Repairs 13,500 Total: 30,000 30,000 Year(s) Scheduled Prior Years $ 1988-89 1989-90 1990-9~ 1991-92 1992-93 30,000 $ 30,000 CITY OF DUBLIN, CALIFORNIA - 27-