HomeMy WebLinkAbout05-21-1996 CITY COUNCIL AGENDASARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: MAY 21, 1996
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITI
CITY MGR.
DEPT. HEAI
SUBJECT: Approval of Design Services Proposal from Sugimura &
Assoc. for Saratoga- Sunnyvale Rd. Median Landscaping,
Capital Project No. 9601
Recommended Motion(s):
Move to approve the design services proposal from Sugimura &
Associates dated May 10 and authorize staff to enter into a
standard consultant services agreement for an amount up to $14,344.
Report Summary:
Attached is a proposal dated May 10 from Sugimura & Assoc. for
landscape design services for the recently completed medians along
Saratoga - Sunnyvale Rd. between Big Basin Way and Verde Vista Lane,
Capital Project No. 9601. Staff selected this firm to submit a
proposal from a list of qualified consultants maintained on file.
The primary reason for choosing Sugimura & Assoc. is that this firm
has successfully completed similar projects in Saratoga over the
past couple of years both for the City (Cox Ave. Landscaping) , and
for the Traffic Authority (Saratoga Ave. landscaping at Route 85
interchange) with very fine results. In staff's opinion, they
produce efficient and attractive landscape designs at reasonable
costs. Additionally, they have a strong track record of processing
their plans through the Caltrans review process, a requirement of
this project.
The attached proposal suggests a complete set of construction
documents can be prepared for bidding within 10 - 12 weeks. This
includes two rounds of submittals for review and comment by City
staff and Caltrans. The proposed fee for these services is
$14,344, which represents a little more than 9.5% of the total
project budget of $150,000, a percentage which staff feels is
appropriate. Consequently, staff recommends that the City Council
accept the proposal from Sugimura & Assoc. and authorize staff to
enter into a standard consultant services agreement for the
outlined scope of services in the amount of $14,344.
Fiscal Impacts:
$150,000 is programmed in the adopted budget for Capital Project
No. 9601. Sufficient funds therefor exist to cover the proposed
cost of the design services. Further, the consultant recognizes
the limited funding available for construction, and has expressed
confidence that a suitable plan can be developed to meet the
overall budget target for the project.
Advertising, Noticing and Public Contact:
Nothing additional.
Consequences of Not Acting on the Recommended Motions:
The consultant's proposal would not be accepted. The Council may
either direct staff to negotiate another proposal with this
consultant, or to select another consultant, or to not proceed
further with the development of this project at this time.
Follow Up Actions:
A standard consultant services agreement will be entered into with
Sugimura & Assoc. after which a Notice to Proceed will be issued.
The proposed schedule suggests that construction documents will be
ready for advertising around the beginning of September.
Attachments:
1. Proposal from Sugimura & Assoc. dated May 10, 1996.
SUgimura & Associates
Architects
Archilec(ure • Plannina • Interiors
Landscape ! !rrivation
May 10, 1996
City of Saratoga
Public Works Department
13777 Fruitvale Avenue
Saratoga, California 95070
Attn: Mr. John Cherbone
Re: Saratoga - Sunnyvale Median Landscape Project
Upon review of the landscape plans developed by Wilsey & Ham, we found
they were no longer adequate because of the following.
1. Proposed planting in some areas do not meet current Caltrans
setback requirements.
2. Planting setbacks or spacing in some areas will create long term
maintenance and safety problems (i.e. ground covers
overgrowing curbs).
3. Planting under the drip line of existing oaks is not recommended
because of the surface watering necessary for plant
establishment. This water may lead to accelerated decline of the
oaks.
4. Proposed irrigation system will result in constant maintenance
problems. The emitters and tubing suggested attract insects
which clog or block water flow. This system also attracts
vandalism.
5. No planting and irrigation specifications developed.
To correct the above problems and develop a stronger planting concept,
redesign of the medians would prove beneficial and take better advantage of
the $125,000 landscape budget. This letter is our fee proposal to develop the
necessary design and construction drawings.
Our understanding of the scope of work is as follows:
1. Review all available construction documents of the
constructed median island work and preliminary planting
and irrigation drawings developed by the City.
2155 So Bascom Ave.. Ste. 200
Campbell. CA 05008
2. Conduct field investigation to determine existing conditions.
408/879-0600 Fx 408/377 -6066
3. Develop /complete irrigation and planting plans with
specifications and develop a cost estimate. All conforming
Prin, owls
to current code requirements and Caltrans standards.
Gore M. Sua' mura. AAA
4. Assist with bidding or contractor selection process and field
Anulony J Cuschlen. AIA
observation services during construction. (An additional service
Dale A. Krann. AIA
Leo A. Tlraco, AIA
which can be provided during the construction phase.)
P g P )
Reea C. Gmnd, "SIC
4sso�n ?res
la(ah ! ;V i homs. AIA
Da io R Rhoces..',�A
!uli:r fvleve, AIA
J.:c,son cu: De,,-
Upon notification to proceed, our preliminary schedule to complete this
project is as follows:
Weeks 1 -2 Field investigation and complete 50% CD's.
Weeks 3 -4 City and Caltrans review and comments.
Weeks 5 -7 Respond to comments and complete 100% CD's and
Our estimate is as follows:
1. Plans and Specifications including Reimbursables: $14,344.00
2. Bids and Field Observation during Construction: $ 6.262.00
Total Fee: $20,606.00
Please call if you have any questions. If you have no questions, I look
forward to receiving the City's notice to proceed.
Sincere .
G enn A. Rock, ASLA
Signing for Reed C. Grandy, ASIC
Principal
specifications.
Weeks 8 -9
Final City and Caltrans review.
Week 10
Make final corrections and submit final CD's and
specifications to City for bidding.
Weeks 10 -11
Advertise for bidders.
Weeks 12 -14
Bidding and bid submittal.
Weeks 15 -16
Review bids and award contract.
Weeks 17 -24
Construction.
Weeks 25 -37
Plant establishment and completion of contract.
Our estimate is as follows:
1. Plans and Specifications including Reimbursables: $14,344.00
2. Bids and Field Observation during Construction: $ 6.262.00
Total Fee: $20,606.00
Please call if you have any questions. If you have no questions, I look
forward to receiving the City's notice to proceed.
Sincere .
G enn A. Rock, ASLA
Signing for Reed C. Grandy, ASIC
Principal
Sugimura & Associates
Architects
Architecture • Planning • Interiors
Landscape / Irrigation
2155 So. Bascom Ave., Ste. 200
Campbell. CA 95008
408/879 -0600 Fx 408/377 -6066
Piircipals
Gene M. Sugimura. AIA
Anthony J. Cuschieri, AIA
Dale A. Krahn. AIA
Leo A. Tiraoo. AIA
Reed C. Grandy, ASIC
Associates
Natalie 4V. Thomas, AIA
David R.Rhodes. AIA
Kathleen Turner Mever. AIA
Patricia Jackson. Bus. Dev.
May 10, 1996
City of Saratoga
Public Works Department
13777 Fruitvale Avenue
Saratoga, California 95070
Attn: Mr. John Cherbone
Re: Cost for Saratoga - Sunnyvale Median Landscape Project
TASK PRINC- I._ ARCH T)RAFTFR rT FRIreI
field investigation
8
bases /sheet set -up
10
6
50% planting and
irrigation plans
24
24
outline specs.
I
details
10
6
100% planting and
irrigation plans
40
40
specifications
9
6
plan check
8
final plans
10
6
iviI'Li. riuUM3 b 112 82 6
Billing rates are: Principal $125.00 /hr
Landscape Architect $72.00 /hr
Drafter $55.00 /hr
Clerical $45.00 /hr
Please call if you have any questions.
Sincere y.
Glenn A. Rock, ASLA
Signing for Reed C. Grandy, ASIC
Principal
q A96013 5 \wp \cost.wpd
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: MAY 21, 1996
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
CITY MGR.:
DEPT. HEAD:
SUBJECT: Award of construction contract for relandscaping
Saratoga /Sunnyvale Road Medians from Verde Vista Lane
to Leonard Road.
Recommended Motion (s): 1. Move to declare Blossom Valley
Landscaping of San Jose to be the lowest responsible bidder on the
project. 2. Move to award a standard construction contract to
Blossom Valley Landscaping in the amount of $7,056.00. 3. Move to
authorize staff to issue change orders to the contract up to
$1,000.
Report Summary: The landscape median on Saratoga /Sunnyvale Road
from Verde Vista Lane to Leonard Road is in need of relandscaping.
The Arcotheca (Cape Weed) ground cover has become weed infected and
very difficult to manage. It now requires a number of man hours
devoted solely to control the weeds in these areas. Staff is
suggesting that this ground cover be removed and replanted with
shrubs that are both attractive and less labor intensive to
maintain. This project is similar to what was previously done the
past two years between Blauer Drive and Verde Vista Lane. As part
of this project, staff recommends that the irrigation system be
converted from the spray type system to a more water efficient drip
system. After this work is complete, staff will purchase and
install the new plant materials.
Staff requested quotations from qualified landscape contractors
using the informal bidding procedures prescribed in Article 12 -15
of the City Code. Two contractors responded with bids which are
summarized as follows:
Blossom Valley Landscaping $ 7,056.00
B and B Landscape Contractors 9,645.00
Staff has checked the low bid, their references and determined that
it is responsive to the City's solicitation for bids. Consequently,
it is recommended that Council declare Blossom Valley Landscaping
of San Jose to be the lowest responsible bidder and authorize staff
to award a construction contract to this firm in the amount of
their bid. Further, it is recommended that Council authorize
staff to issue change orders up to $1,000 to cover any additional
work beyond the scope of the base contract which may be warranted.
Fiscal impacts: The adopted budget contains $10,000 in Activity
3035 (Medians & Parkways), Account 4510 (Contract Services), for
this work. This is sufficient to cover the base contract, change
order authorization and cost of plant materials.
Advertising, Noticing and Public- Contact: Nothing additional.
Consequences of Not Acting on the Recommended Motions: If the
relandscaping of these median strips is not approved as
recommended, staff will assume that it is directed to maintain the
existing landscaping as originally installed.
Follow -Up Actions: A purchase order will be issued to Blossom
Valley Landscaping. The work will take 2 -3 weeks to complete.
Attachments:
1. Proposal from Blossom Valley Landscaping.
Ilk WAVIN
K j P.O. Box 24533 • San Jose, California 95154 • (408) 993 -0766
FAX (408) 294 -0697
April 10, 1996
City of Saratoga, Parks Division t &
13777 Fruitvale Avenue T IV6
Saratoga, Ca. 95070
ATTN: Mr. David Mooney
RE: Saratoga - Sunnyvale Road Median Work
Dear Mr. Mooney:
We are pleased to submit the following bid for the above mentioned work:
Soil preparation; a) 92 yds. amendment, b) spredd & till into soil, c) rough grade
$ 2,611.00
Safety 570.00
Total S 3,181.00
�2Y Dnn imea on: a) 110 octa u6 ers, er to mg, c) 852 plugs & stakes, d) i 12 u
below grade
$ 3,305.00
Safety 570.00
3. Install 426 -5 gal. shrubs: a) 1278 plant tablets, b) amendment
$
6,007.00
Safety
285.00
Total
S
6,292.00
4. Install 426 -1 gal. shrubs; a) 852 plant tablets, b) amendments
$
2,620.00
Safety
285.00
Total
S
2,905.00
5. Provide & place 50 yds. bark mulch;
$
2,543.00
Safety
285.00 /
Total
S
2,828.00
Bid excludes: 1) City of Saratoga permits, 2) Cal -Trans encroachment permit
`( - d - 5-- 1 1 S roq
Thank you for this opportunity to bid your work. Should questions arise, please do not hesitate to contact
our office.
Respectfully submitted,
Ozi�l k�, -
Rocci tia
RUgh
State License #471202