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HomeMy WebLinkAbout08-01-1985 City Council Agenda packet/7iff AGENDA BILL NO: 6 /r DATE: nitial: Dept. Head: August 1, 1985 City Atty: DEPARTMENT: Maintenance City Mgr: SUBJECT: Agreement for Professional Services Callander Assoc. Issue Summary As disccussed previously, since it can be completed this fiscal year, the portion of median on Saratoga- Sunnyvale Road between the Southern Pacific Railroad and Cox Avenue is the City Council's first priority for landscaping. Callander Associates is the landscape architect that completed "Master Plan for Median Landscaping" and as such has the best background to perform the final design for this portion of the Master Plan. The fee for their services to design the segment between the railroad and Cox Avenue is $19,900. We believe that financially wise to have them them design the adjacent segment between Cox Avenue and Blauer Drive at this time. The additional amount will be $8,300 and would bring the total contract to $28,200. The estimated amount is proposed on a "not to exceed" basis. Both the consultant and I feel the cost should be considerably less but feel that, because we will be dealing with Caltrans throughout this project, an extra contingency should be provided. The actual cost for the services will be paid on an hourly basis. The Master Plan cost estimate for construction of the railroad to Cox Avenue segment is approximately $80,000. The formal agreement, based on the attached letters, will be prepared by the City Attorney for the Mayor's acknowledgement. Recommendation Approve agreement with Callander Associates which provides professional landscape architectural services for the design of the "Improvements to the Medians on Saratoga Sunnyvale Road between the Southern Pacific Railroad and Blauer Avenue at a cost not to exceed $28,200. Fiscal Impact If the design of both segments is done this fiscal year additional funds will have to be appropriated to the Capital Improvement Budget. The exact amount cannot be determined at this time, but will be between $20,000 and $30,000. Attachments Letter from Callander Associates, dated June 25, 1985 Letter from Callander Associates, dated July 30, 1985 Letter from Callander Associates dated September 5, 1985. Council Action 8/7: Requested staff to provide further information explaining high fees. 9/10: Consensus that Option A was satisfactory. Caliander Associates 311 Seventh Avenue San Mateo, CA 94401 415 375 -1313 Mr. Dan Trinadad City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 RE: Saratoga- Sunnyvale Medians/ Landscape Architectural Services Dear Dan: Landscape Architecture Land Planning Environmental Design June 25, 1985 I appreciated the opportunity to review the specifics of the medians from the rail- road through to Cox with you and Ray last week. After reviewing our conversation with Jim Carroll, he likewise is very enthused at providing the following services: Topographic Survey: While we will be using any previous improvement drawings for the area, it seems prudent to have a topographic survey prepared to augment the aerial photography in your files. We see this data as the only real "as- built" document and a sure way to minimize costly change orders due to lack of adequate base data. The limits of the survey would be the outside edges of road right -of -way from Seagull Way to Blauer to facilitate integration of the medians' align- ments. All survey operations must conform to CalTran's traffic safety requirements and must accurately reflect existing surface drainage patterns. These patterns will be illustrated with grades at fifty feet intervals. The cost for this phase of our services would be $4,500. Final Design and Construction Documents: Based on our reviews with your Public Works staff and CalTrans, the final curb alignment,, planting, irrigation, mounding, and related design features would be resolved. This plan would be presented to your Commission and City Council at a total of two meetings, along with an estimate of probable construction costs, reflecting the basic medians from the railroad to Cox, plus the median to Seagull and Blauer as additive alternates. Final construction documents would then be completed including Public Works specifications and bid documents, using Saratoga's standard specifications. These services would extend through the bidding period and include a recommendation on award of contract. The fee for this phase would be $20,600. Peter Caliander, ASLA, Principal Margaret B. Fahringer, Associate Mr. Dan Trinadad June 25, 1985 City of Saratoga Page 2 Construction Review: Upon award of contract, our office, including Jim Carroll's, would assist the City's Public Works Inspector and you in: a. Reviewing the construction in progress. b. Interpreting the contract documents. c. Reviewing any changes proposed. d. Conducting a substantial completion review and a final review. Since you have some administrative time available for the project as well as a potential Public Works Inspector, we would propose to provide these services on an hourly basis to fill any voids in required time. We would suggest that you currently budget the following amounts 4,200. TOTAL FEES (Seagull to Blauer) $29,300. These services and fees are consistent within our earlier projections with the excep- tion of the topographic survey costs. We are anticipating that all storm water will continue to be surface drained. No major sub surface storm drainage design is included in the above fees. Two sets of documents will be provided at each level of review as part of the above fees. Any other charges, copies, and related expenses would be billed as a reimbursable expense in accordance with the attached Standard Schedule of Fees dated November 1984. Jim and I trust that this summary of services fulfills your requirements in an effort to meet your submittal date for Council review. Should you need additional information or clarification, please feel free to contact my associate, Margaret Fahringer, until I return on July 10th. We are most anxious_to continue on the project and look to starting as soon as possible. Sincerely, 7 Peter Callander California Reg. #1308 cc: James F. Carroll, Carroll Resources Engineering and Management Callander Associates 311 Seventh Avenue San Mateo, CA 94401 415 375 -1313 Mr. Dan Trinadad City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 RE: Saratoga Sunnyvale Medians /Revised Scope of Landscape Architectural Services Dear Dan: In accordance with your request, we have separated the fees for the project into the following portions to facilitate your budgeting. Topographic Survey Construction documents Construction Review Totals Sincerely, Peter Callander California Reg. #1308 Landscape Architecture Land Planning Environmental Design RR tracks Cox to to Cox only Bauer 2,900 1,600 13,900 6,700 3,100 1,100 July 30, 1985 $19,900 9,400 $29,300 We have predicated the above breakdown in fees on a somewhat reduced scope of ser- vices from our June 25th letter. If only the median from the tracks to Cox were done, the fee would be $19,900; should the median from Cox to Blauer be added at the beginning of our services, it could be completed for the $9,400 additional fee. We feel that it would be more cost effective for the City to proceed with both sections of topographic survey and construction document services at one time, with the actual construction for the Cox to Blauer section being phased when capital funds become available. If the services for the Cox to Blauer section are rendered separ- ately at a later date, the fees would be significantly higher, closer to those for the section between the tracks and Cox. Both Jim and I are prepared to provide you and the Council with additional information or clarification at your earliest convenience. We are also anxious to start in an effort to have construction completed by spring of 1986. Call as soon as possible. cc: James F. Carroll, Carroll Resources Eng. Mgmt. Enc. 6/25/85 letter Peter Callander, ASLA, Principal Margaret B. Fahringer, Associate Callander Associates 311 Seventh Avenue San Mateo, CA 94401 415 375 -1313 Mr. Dan Trinadad City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Dear Dan: OPTION A: OPTION B: Landscape Architecture Land Planning Environmental Design RE: Saratoga- Sunnyvale Medians /Reduced Scope of Landscape Architectural Services September 5, 1985 In response to our recent conversation and the Council's rejection of our July 30 Scope of Services, we would propose the following options for the median from the railroad to Cox Avenue: A.1 Prepare a topographic survey of existing as -built conditions 2,900. A.2 Prepare construction documents for curbing, grading, pave- ment removal, planting and irrigation (no utility redesign or drainage included) $11,200. A.3 Assist the City in bidding and monitoring the construction in progress (hourly not to exceed) 2,700. 0 6 .No© TOTAL DESIGN AND ENGINEERING FEES $16,800. B.1 Use only "record" information as may be available from CalTrans; this may be inaccurate and cause costly change orders during construction; services for accumulating same 400. B.2 Prepare construction documents; same as A.2 $11,200. B.3 Limited assistance to City during bidding and monitoring; 10 hours of landscape architect's time only x $44 /hr 440. TOTAL DESIGN AND ENGINEERING FEES $12,040. Peter Callander, ASLA, Principal Margaret B. Fahringer, Associate Mr. Dan Trinadad City of Saratoga RE: Saratoga Sunnyvale Medians We would recommend that the City authorize us to proceed under Option A, as it affords the greatest construction cost and design control on the project. We are very committed to seeing this final phase properly implemented and would ap- preciate the opportunity to present this information at your next Council meeting. Please call if you need further inforamtion. Sincerely, PC /jr ander Reg. #1308 cc: James F. Carroll, Carroll Resources Eng. Mgmt. September 5, 1985 Page 2 q 0 q Head: pt AGENDA BILL NO: Dept. Hea DATE: August 1, 1985 City Atty: DEPARTMENT: Maintenance City Mgr: SUBJECT: Hakone Gardens Donation Issue Summary An alumni group from the University of San Francisco has donated $100 to Hakone Gardens in leiu of charges for an alumni dinner served at the Gardens. Recommendation Accept and acknowledge this donation by way of a letter from the Mayor. Fiscal Impact Donation of $100. Attachments None. Council Action 8 /21:Accepted. 1