HomeMy WebLinkAbout101-Prospect Road Median Improvement Project - Agreement for Professional Design Services .pdfSARATOGA CITY COUNCIL
MEETING DATE: August 1, 2007 AGENDA ITEM:
ORIGINATING DEPT: Public Works CITY MANAGER:
PREPARED BY: DEPT HEAD:
John Cherbone, PW Director John Cherbone, PW Director
SUBJECT: Prospect Road Median Improvement Project - Agreement for Professional
Design Services
RECOMMENDED ACTION(S):
1. Move to authorize the City Manager to execute an Independent Contractor Agreement between
the City of Saratoga and Callander Associates Landscape Architecture, Inc. for professional
design services in the amount of $28,098 and an additional allocation in the amount of $2,500
for subsurface investigation.
2. Authorize the Mayor to sign a letter of understating with the City of San Jose regarding the
project.
REPORT SUMMARY:
Background:
The 1.9 mile section of Prospect Road, between Saratoga Avenue and Saratoga-Sunnyvale Road,
is a four lane major arterial with the centerline of the road forming the boundary between Saratoga
and San Jose. Currently the majority of Prospect Road is devoid of landscaped medians with the
exception of existing medians located between Saratoga Creek and Johnson Avenue and some
“hardscape” type medians near Highway 85. The existing landscaped medians were installed
approximately 20 years ago and are located within the section of Prospect Road that is entirely
with the city limits of Saratoga.
In 2001 the City adopted a five year Capital Improvement Plan (CIP), which included a median
improvement project on Prospect Road between Saratoga Avenue and Saratoga-Sunnyvale Road. The
project was supported by area residents in both Saratoga and San Jose as illustrated in the petition
form signed by approximately 270 residents. Additionally, a similar petition signed by San Jose
residents was submitted to the City of San Jose.
Because the City shares operation of Prospect Road with the City of San Jose, Council directed that
the cost of the project be shared evenly between the two jurisdictions. Subsequently the City Council
appropriated funds in the amount of $25,000 for creation of a median Master Plan with the caveat that
San Jose would share in the cost.
Unfortunately, the City could not convince San Jose to participate in the project and in 2005 the
design funds were allocated to other City projects.
At the November 15, 2006, City Council Meeting, Council formed an Ad-Hoc comprised of
Council Members King and Waltonsmith to reopen discussions with San Jose in particular Pete
Constant, the newly elected San Jose Council Member representing this area, to discuss the merits
of the project and explore cost sharing. Additionally, Council appropriated $50,000 towards
developing a Median Master Plan for the corridor during the 2006 CIP update.
Discussion:
Since formation of the Council Ad-Hoc last November, numerous meetings and discussions have
taken place with the City of San Jose and Pete Constant to develop a cost sharing agreement.
Unfortunately, because of tough budget times in San Jose an agreement to cost share could not be
developed. However, San Jose has agreed to support the project in principle by providing in-house
staff support connected to the Master Plan design. If the project moves forward a letter of
understanding will be drafted and signed by our Mayor and the City of San Jose.
Even though the City could not develop a cost sharing agreement with San Jose the benefits of
developing a Master Plan is beneficial to the future construction of the project. It will allow both
jurisdictions to have a better chance to acquire grants for the Construction Phase of the project and
create a tangible document that north area residents of the City can participate in creating.
In order to determine the actual cost to develop a Master Plan, Public Works distributed a Request
for Proposal to Provide Professional Design Services for the Prospect Road Medians Improvement
Project to ten landscape design companies. Three companies responded with cost proposals for the
requested services ranging from $2,500 to $42,700. After careful consideration it was determined
that the proposal submitted by Callander Associates Landscape Architecture, Inc. in the amount of
$28,098 was most responsive to the needs of the City.
Callander Associates is a full service design firm working primarily with public agencies and
municipalities. They have a successful track record for bringing projects to completion within
estimated construction cost.
The existing pavement cross sections may not be known from record documents. Since the
pavement removal, topsoil placement, and trenching through pavements represents significant
construction costs, Callander Associates recommends that they coordinate a pavement coring
company, on behalf of the City, to drill a limited number of 2” diameter cores to verify the
existing pavement cross sections in selected medians. The cost for this additional service is not
included in the proposal and is expected to be between $2,000 and $3,000.
Therefore staff recommends that the Council approve the Agreement with Callander Associates
Landscape Architecture, Inc. and authorize the City Manager to execute the same.
FISCAL IMPACTS:
The CIP contains sufficient funds for the Master Plan work.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The Contract will not be executed and a Master Plan will not be developed at this time.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
The Agreement will be executed.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
1. Proposal.
2. Independent Contractor Agreement.
3. Consultant Proposal Summary