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Home My WebLink AboutItem 4.05 Sports Ground Landscape Design (2) • 410 (0 oo - moo CITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: April 14, 1986 SUBJECT: Approval of Contract City Hall Project Landscape Design for Sports Grounds EXHIBITS ATTACHED: 1) Agreement with Callander Associates will be delivered Friday ///� I �.(y�/ 2) Letter from Callander Associates dated March 31, 1986 RECOMMENDATION: f��/�/ ` Approve agreement with Callander Associates for landscape design services. FINANCIAL STATEMENT: Landscape Design: $11,100.00 Construction Review and Expenses: $2,900 to 3,500.00 (on as- needed basis) DESCRIPTION: At their regular meeting of March 24, 1986, the City Council authorized Staff to negotiate a contract for landscaping design work in conjunction with the proposed City Hall access road and necessary Sports Grounds revisions. Staff has negotiated with Callander Associates, as this firm has performed the preliminary layout studies for Imperial Freeholds for the reconfiguring of the Sports Ground facilities and have just designed other improvements to the Sports Grounds facilities for D.S.R.S.D. Timing is critical on this project as work must begin in July after Little League Baseball finishes for the season. Santina and Thompson has completed the boundary and topographic survey and is working on the street and grading design. ITEM NO. 45 COPIES TO: Callander Associates • RECEIVED APR 21986 PUBL%C WORKS Callander Associates 311 Seventh Avenue March 31 , 1986 San Mateo, CA 94401 415 375-1313 Mr. Lee Thompson, City Engineer City of Dublin P. 0. Box 2340 Dublin, CA 94568 RE: Dublin Sports Grounds Alterations/ Landscape Architectural Services Dear Lee: After our work session with you and Richard, I dropped off the plans of the two site schemes to Paul Ryan, who promised to call Richard with the date of the "approved scheme". The attached "Limits of Project" sketch dated 3/28/86 reflects the project as we understand it to date. As a consultant to the City, we would collaborate with the City Engineer in the design refinement of the overall project and prepare construction documents for only the parts of the total project as noted and phased as follows: DESIGN DEVELOPMENT: Based on the "approved scheme", current topo data and DSRSD (Dublin San Ramon Services District) written comments : to date, we would proceed to refine and incorporate those factors into a final "Site Development Plan" at twenty scale, rendered in color and suitable for City and DSRSD final approval prior to commencing construction documents. This "Plan" would be accompanied by a "Preliminary Grading Plan" that would illustrate the design intent, slopes, grades, landscape mounding, infield grading and related details as may be desirable to have your engineering staff prepare the final precise and complete grading and drainage documents. During this phase, we will also collaborate with you and other site construction elements within the park site such as pedestrian walks, signage, utilities for park use, the new restroom building and the relocation of the existing storage building. Both of these buildings are to be "pre-fab" catalog structures and consequently are not anticipated to require the services of a building architect. We will assist you in siting and selecting aesthetic elements for both structures but would leave the preparation of final con- struction documents to your office. You should also allow for some geo- technical , structural , and electrical engineering for these structures. Landscape Architecture Land Planning Peter Callander, ASLA, Principal Environmental Design Margaret B. Fahringer, Associate • • • I Mr. Lee Thompson City of Dublin March 31 , 1986 RE: Dublin Sports Grounds Alterations Page 2 An estimate of probable construction cost and a draft outline of the technical section of the specifications would be limited to: 1 . pedestrian pavements 2. chain link fencing and backstops 3. landscape soil preparation 4. irrigation 5. planting 6. landscape maintenance We also expect to collaborate with you on the final bid form but have included no time for other sections of the specifications or construction documents. Time has been included for two staff meetings with City officials and two with DSRSD staff or Board officials. CONSTRUCTION DOCUMENTS: After approval of the Design Development phase documents, we would proceed to refine and revise the design based on the review comments and prepare construction documents to our normal public works standards and limited to the six sections denoted above. BIDDING AND CONSTRUCTION REVIEW: Once the above construction documents are finished, we would be available to assist the City in the public works bid process and reviewing the construction in progress. Our experience in dealing with public works projects at this stage would be useful resources for the City. We would normally provide these services on an hourly basis, but again would be pleased to prepare a specific scope and a corresponding lump sum fee for specific tasks if you prefer. FEE SUMMARY: Our Estimate of Probable Construction Costs dated 1985 shows approximately $150,000 to $160,000 in landscape related construction. Iri reviewing our estimate of manhours and expenses, we find that the following fees are within the CCLA fee schedule reviewed at our meeting. Design Development $3,900. Construction Documents $7,200. Bidding and Construction Review (hourly basis, allow) $2,500. to $2,900. Reimbursable Expenses - allowance $ 400.to $ 600. All billings and charges would be in accordance with our attached Standard Schedule of Fees dated August 1985. If the above information is satisfactory, we would like to forward our agreement for your approval . We are anxious to start the design portion to meet DSRSD meeting dates and have the project in use as soon as possible. We would appreciate your comments and questions as soon as possible so please feel free to call . %�Siric '1Y, \` Pet Ca lan.er, A LA Califo is Reg. #1308 • SlITS OF PROJECT March 28, 1986 a Sg ; IF, 0. . i = 21Y a P� ' y Y BOUT \ i 0 5 1i5 'a1. i � .. .�.�.;:. .j ye N. 3 .9. 9 ��-�' 1 It 6 ii1� I t.�y'r - r g 8 ' isli 1 - I �`� Vin: 1_- 7 •�;``\ � I A i. Agri 1 "roa 9 . (O 0 o • w i �4 f LL I a. 6 CT : r LLI I LL o / � I�' 3 co i`" = - I 0 i � � < cr` y Y U I / / It o C F W % " �O w o w ea % 2 ¢ y W O s v; o g CO 1 el; 1 E72 a an IIITANDARD SCHEDULE OF FEES August 1985 Callander Associates 311 Seventh Avenue San Mateo, CA 94401 415 375-1313 • GENERAL - • • The following list of fees and reimbursable expense items shall be used in providing services in the agreement. The prices of these fees and items shall be automatically adjusted yearly each August 1 , upon issuance of an updated Standard Schedule of Fees and shall apply for the duration of the agreement: Principal $85.00/hr. Associate $62.00/hr. Assistant $38.00/hr. Draftsperson $29.00/hr. Clerical $18.00/hr. REIMBURSABLE EXPENSES Mileage incurred in the course of rendering services shall be charged at the rate of $0.30 per mile. All other directly related project expenses of postage, special delivery charges, printing and reproduction, costs of enlarging or reducing doc- uments, and horticultural soils testing shall be reimbursed to Callander Associates at cost plus a fifteen percent charge for administration. Subsistence expenses for projects over fifty miles away shall also be included as reimbursables. PAYMENTS Payments are due within ten days after monthly billings with amounts more than thirty days past due subject to a 1-1/2% interest charge. Retainer amounts, if indicated, are due upon signing the agreement and shall be applied to the final invoice for the project. Landscape Architecture Land Planning - Peter Callander, ASLA. Principal Environmental Design • Margaret B. Fahringer, Associate