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Home My WebLink About102-Proposal.pdfI I PROPOSALI for Professional Design Services I I Cit of Sarato a To ---------I I I Callander Associates Landscape Arcr1ito ure, Inc I Apri14,2oo7 Mr. John Cherbone I Public Works Director I City of Saratoga 13777 Fruitvale Avenue Saratoga, California 95070 / RE: PROSPECT ROAD MEDIANS IMPROVEMENT PROJECT/design ability I Dear John: / Getting folks excited aboutfe Prospect Road Medians landscape plan is the easy part. Drawing the master plan is also an ~asy part. The hard parts are:I / 1. understanding thle' construction implications of pavement removal and curb installation I 2. understanding ~e implications of irrigation and utilities-related issues 3. getting the cOnftruction cost estimate right, and 4. anticipating tlje ongoing forever costs of median maintenance! I As a full service de~ign firm working primarily with public agencies and municipalities, Callander Associates is sensitive to getting these parts resolved and meeting the needs of the various I stakeholders. We fmderstand design implications, and have a successful track record for bringing projects to fruitioh within estimated construction costs. You will appreciate our ability to guide I participants thropgh the design process and into final project delivery. Northern California communities hare continued to select our firm for similar assignments due to our: I • sensi,tivity and creativity in working with stakeholders, public entities, and neighborhoods • ability to consistently and accurately estimate construction costs I • abi1i!:y to stay within the scope, schedule and cost of professional services budgets, and • assislmnce in delivering a high quality, sustainable median landscape design. I I Callander Asso~iates appreciates this opportunity to work with you and City staff. Please feel free to contact me sl\ould you have any questions regarding our proposal. I I I \ Enclosure: Two co~ies of Proposal I 325 South First Street, Suite 300 San ose,CA 95 I 13 T 408 275 0565 I f 4082758047 arie Mai, Associate LandSGape Architecture Peter E. Callfr1J~~e~al Urban Design A. Mark Slichter, ASLA, Principal San Mateo Land Planning Brian G. Fletcher, ASLA, Principal Rancho Cordova Park and Recreation Planning Erik Smith, AS LA, principal www.callanderassociates.com Environmental Planning B njamin W. Woodside, ASLA, Principal I Table of Contents I I I I page Background Finn Profile 1I I Background Relavellf Projects 2 I Related Projects 5 I Staff Experience ReSUlnes 6I I Organization Chart 8 I Scope of Services 9 I I Cost of Providing Services 13 I I I @ I callander Associates I --------------------- I BackgroundI Callander Associates Landscape Architecture Firm Profile I I I I I I I I I Location of office where work Is to be performed: I 325 South First Street Suite 300 San Jose, CA 95113 I 408.275.0565 408.275.8047 F I I I I I c; I CiJllandel AssociLlte<; Two of the best measures of a successful median project are how well the community supports the design when it reaches the Council level and how quickly the document crystallizes into real landscape improvements. With experience on over 50 median design and planning projects throughout their history, Callander Associa tes brings a successful track record for designing feasible solutions that are sensitive to budget and stakeholder parameters. Callander Associates is a private landscape architecture and planning firm located in San Jose. It was founded in 1973 by Peter Callander and operates under California Registration No. 1308. The firm of landscape architects provides a full complement of service that includes consultation, master planning, design studies, preliminary plans, construction documents, and construction review services. It is one of the few full service landscape architectural firms providing full time construction administration support as well. The firm works closely with public works departments, chambers, Caltrans, and the community on city-wide and neighborhood street projects to facilitate creative and comprehensive design alternatives unique to the character of each community. Many of Callander Associates' more complex and interesting projects have involved an emphasis on design alternatives, construction cost control and reconciliation of maintenance budgets. The firm is composed of principals Peter Callander, Mark Slichter, and Brian Fletcher, all of whom are licensed landscape architects. The firm's principals and associates have successfully implemented a variety of median landscapes throughout California. The principals have successfully completed over twelve miles of median and transportation corridor landscape improvements within the last four years. With a variety of median types and scales, the firm has successfully helped communities integrate street improvements into the fabric of the surrounding neighborhood. City of Saratoga -Prospect oad Medians Improvement Project I 1 P l 48Proposallndd I BackgroundI I I I Saratoga Medians Saratoga I SIS Median -Railroad to Cox Saratoga Airport/Anza Medians I Burlingame EI Camino Real Median Master Plan I San Bruno Dublin Medians Dublin I McKee Road Median San Jose I John Daly Boulevard Median Daly City I --------------..-------------------. EI Camino Real Medians San Carlos I Mariners Island Median San Mateo I San Bruno Medians San Bruno Milpitas Medians I Milpitas I Ralston Avenue Medians Belmont Belmont Medians BelmontI Main St eet Medians Watsonville I I I Callander AssoCiales '. City of ~aratoga -Prospect RO.:ld Medians Improvement Project I 2 PI "'49Pr(lJ:osal If'dj Relavent Projeccts As part of a larger downtown revitalization program, the City of San Carlos selected this 3,100 foot long major corridor as an initia 1 step for implementation. Callander Associates assisted the City Public Works staff in resolving critical visual impact, construction costs, and phasing issues. Using a combination of slides, perspective renderings, plan and cross· sectional drawings, Callander Associates developed "before" and "after" conditions of the median improvements for staff and public review as part of the public outreach component of their services. The Redevelopment Agency, Public Works Department and Park and Recreation Department has continued to retain Callander Associates over the last eight years over twelve different assignments involving streetscapes, parks and design vision with the community. I BackgroundI I I I I I I I I I I I I I I I I I Weber Medians Stockton Hercules City Hall & Medians Hercules K-Mart Median Watsonville San Carlos Medians San Carlos EI camino Real Median Modifications San Carlos Bridge Street Medians W tsonville EI camino R al Median Master Plan Millbrae san Bruno Avenue Medians San Bruno Shoofly Medians San Carlos Chestnut/San Carlos Median San Carlos EI Monte Avenue Medians Los Altos Serra -Daly Medians Daly City EI camino Real Median Improvements Millbrae Atherton EI Camino Real Medians Atherton Callander Associate Relavent Projeccts With several redevelopment projects underway to help revitalize downtown Stockton, the medians along the Weber Avenue downtown thoroughfare were identified as a priority upgrade. The raised medians were a dull concrete gray and damaged from repeated vehicular impacts. The year-old plants in the recently completed median landscaping were in decline. The City of Stockton retained Callander Associates to diagnose the problem and redesign the median. Evaluation of the existing landscaping revealed that poor soil preparation, an inappropriate plant palette, and shallow soil depths led to the decline of the existing planting. Callander Associates specified import topsoil to provide for a deeper soil depth. A new plant palette of hardy, drought-tolerant flowering plants was chosen to withstand the valley's high summer temperatures and the harsh conditions of the street. The discolored concrete was prepped and painted, beforedrawing from the color palette of the adjacent downtown buildings. Decorative brick fascias matching the nearby waterfront plaza and renovated historical hotel were added to provide visual interest and reinforce downtown's unique characteristics. after City of Saratoga -Prospect Road Medians Improvement Project I 3 P1-:"48Pmpo allndcl I BackgroundI I I I I I I I I I I I I I I I I I EI Camino Real Medians Belmont Alvarado Niles Medians Union City South EI Camino Real Medians San Carlos DeCato Road Medians Union City Industrial Road Medians San Carlos EI Camino Real Medians Millbrae EI Camino Real Two Medians San Bruno Belle-Brittal Medians San Carlos Tanforan Way Medians San Bruno Almaden Boulevard Medians San Jose Costco SSF Medians South San Francisco Stanley Boulevard Medians Pleasanto CJllunder A:,soclutes Relavent Projeccts As part of an on-going City Beautification project, the City of Belmont retained Callander Associates to design and prepare bid documents for the entire length of El Camino Real. Construction was completed in the summer of 1993 for 1.3 miles of medians. The budget was $1.1 million and the final landscape improvements provide an immediate landscape • impact. A water-conserving irrigation system incorporates equipment to reduce run-off, over spray, and over-watering. Callander Associates collaborated with the City on developing a typical cross-section for median excavation and trenching to minimize project costs for import soil yet still provide satisfactory growing medium for the new landscaping. Callander Associates' median designs for Belmont's neighboring City, San Carlos, were implemented along the same highway the previous year and as a result provide a long graceful sequence of spaces on what was previously a harsh, treeless stretch of highway. The plant palette included a unique mix of native trees, shmbs, and groundcover mixed with selected non-natives that were carefuJJy reviewed with the community and City maintenance staff in a number of community meetings. Streetscape improvements have played a Significant role in the revi talization of San Jose's downtown. One of the most recognizable examples of this is Almaden Boulevard. The design team assisted in the transformation of this street into a visible landmark for the city center. The addition of stately palm trees in the street medians accentuates the scale of the surrounding high-rise office buildings. Jacaranda trees at the Santa Clara Street intersection prOVide a colorful entry statement to the street while serving as an excellent backdrop to a public art piece. Special paving at the intersections highlight pedestrian crossings while adding visual interest to a wide stretch of asphalt. City of Saratoga -Prospect Road Medians Improvement Proj ct I 4 P -48PrcQQsallndCl I Related Proj eets I From the last five years I I I • El Camino Real Median Master Plan City of Millbrae Ralph Petty, Community Development Director I (650) 259-2341 I • Dublin Medians City of Dublin Steven Yee, P.E., Associate Civil Engineer I (925) 833-6630 I • El Camino Real Median Master Plan • San Bruno Avenue Medians • Tanforan Way MediansI City of San Bruno Dave Perazzo, Parks and Facilities Services Manager I (650) 6]6-7193 I • Weber Medians City of Stockton Gemma M. Biscocho, P.E., Associate Civil Engineer I (209) 937-8281 I • El Camino Real Median Modifications and Improvements City of San Carlos Parviz Mokhtari, P.E., Public Works Director/City Engineer I (650) 802-4202 I • El Monte Ave Medians City of Los Altos Jim Porter, Public Works Director I (650) 948-0482 CiJlIClnder ASSOclLltes City of Saratoga -Pro~pect Road Median!> Improvement Project I 5 p I ~ t13Proposal.1ndd I I I Staff Experience I Peter E. Callander, ASLAI senior principal I I Background I I Experience I I I I Related Projects I I I I I I I I Callander A.,sOC!i1tes Resumes Bachelor of Landscape Architecture, State University of New York College of Forestry, 1967 Bachelor of Science, Syracuse University, 1967 Landscape Architect, State of California #1308 American Society of Landscape Architects Principal and Owner, Callander Associates: With over thirty seven years of professional practice in both the public and private sectors, Peter has prepared landscape master plans, design alternatives, and transportation corridor landscape plans for a variety of transportation agencies throughout northern California. His previous experience in developing creative solutions for other transportation and neighborhood corridors will be particularly useful on the Prospect Road Median Improvements project. Related projects include: • EI Camino Real Medians, Belmont • Ralston at Hiller Entry Triangle, Belmont • EI Camino Real at Ralston Strip Plantings, Belmont • Downtown Streetscape Improvements, Concord • Brittan Avenue -Route 101 Interchange, San Carlos • Millbrae Avenue Grade Separation, Millbrae • EI Camino Real Medians, San Carlos • EI Camino Real Medians, Millbrae • Route 68 Scenic Bypass, Monterey County • 1-580 -1-680 Visual Impact Assessment, Pleasanton • Anza Overpass -PS. & E.s, Burlingame • Cal train Corridor Landscape, Belmont • Adeline, Shattuck and San Pablo Avenue Median Irrigation, Berkeley City of Saratoga -Prospect Road Vledians Improvement Project I 6 P1 7 43Pr posal I dd I Staff Experience I Marie Mai project managerI I I Background I I Experience I I I I Related Projects I I I I I I I I Callander Associates Resumes Bachelor of Science in Landscape Architecture, University of California at Davis Bachelor of Science in Biological Sciences, University of California at Davis Certified Playground Safety Inspector Marie has become an exceptionally valuable asset to the firm, our clients, and project stakeholders. Her understanding and knowledge of complex project issues such as ADA compliance, public outreach, community expectations, athletic field design, as well as her problem solving skills, have contributed to the success of each project. Her proficiency in regulatory permitting processes, working drawings, and schedule management has allowed the City of San Jose to meet the grant implementation deadlines for the $1.5 million Guadalupe Trail Bridge. Related projects include: • Weber Medians, Stockton • Village Parkway Medians, Dublin • Stanley Boulevard Medians, Pleasanton • Hayward Downtown, Hayward • Linden Avenue, San Bruno • El Monte Avenue Medians, Los Altos • West A Street Realignment, Hayward • Shoreline Boulevard Reconstruction, Mountain View • Airport Way Streetscape, Stockton • Downtown Sidewalk Rehabilitation, Stockton City of aratoga -Prospect Road Medians Improvement Project I 7 p. -.i8Propusalll,d J I Organization Chart I I I I The unique characteristics of the Prospect Road Medians I Improvement project requires a collaborative approach between the City and a flexible, seasoned landscape architectural finn experienced in the planning, design, and construction of similar I facilities. Callander Associates staff brings together key personnel who are experienced in working in this collaborative environment and who have managed the landscape design component of similar median improvement projects. I I I I I I I I I I I Gl I Callander ASSDClales ily of Saratoga -Prospect Road M ~dians Improvem >nt Project I 8 P' -48Proposal 1dd I Scope of ServicesI I I I To guide and control the schedule and the scope of the Master Plan I for the Prospect Road Medians in Saratoga, Callander Associates has developed the following scope of services. This scope and the associated fees have been prepared based upon the City's Request I for Proposal dated March IS, 2007, and will include aU thirteen medians along the 6,500 foot length of the site. Items shown in boldface italics represent the deliverables or work documents to be provided at that task. I PHASE 1.0 ANALYSIS I I 1.01 Kick-Off Meeting: Attend a single kick-off meeting with City staff and project design team to review scope of work, schedule, and current design thoughts. Assist in preparing project schedule, meeting agenda, and meeting summary. This meeting shall also include representatives from Public Works and others as warranted. I 1.02 Document Research: Obtain and review other information that may be pertinent from the City including previous I master plans, existing street improvement drawings, other median plan, any available data on major utilities, and previous design studies. Review existing utility, City I standards or other existing information provided by City. Based upon review, prepare summary memo. 1.03 Aerial Photograph: Using City aerial photo base data, enlarge same and reformat aerial photo plan of the streetI corridor for use in base sheets and drawing presentation; scale to be at approximately twenty scale, yielding about four sheets of drawings on 24x36 format. I 1.04 Site Reconnaissance: Walk the entire site to review the existing conditions and proposed design; photographI same and prepare a keyed photo log of entire site; provide City with two paper copies and one compact disc. I I I Callander Associates City of Saratoga· Pro!>pect Road Medians lmprovement Project I 9 Pl ~48PropOS31lndd Scenic views to the hills should be preserved and not masked by large median trees. Sight distances to signals and signage need to be preserved. -------------------- I Scope of ServicesI I I I 1.05 Pavement Coring (optional task): The existing pavement I I cross section in the various medians 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 we 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. We would I coordinate, document, graph and prepare a written summary report on this on-site coring, reflecting the results in the Landscaped Median Master Plan. I I I I 1.06 Existing Utilities: Using general utility information available from City records and our limited on-site visual observations, we would add this information to the baseI sheets to generally influence any landscape elements as part of the Master Plan. I 1.07 Proposed Utilities: Review the proposed and/or potential points of connection for irrigation water and irrigation controlled electrical power sources. Review preferredI irrigation eqUipment and control systems with City staff. Prepare written irrigation connection and equipment memo; include summary of water conservation measures.I I I G I Callander ASSOCiates ity of Saratoga -Prospect Hoad Medians lmpro ement ProjecL I 10 P17 4SF'roposal.ll"1dd -------------------- I Scope of ServicesI I I I PHASE 2.0 CONCEPTUAL LANDSCAPE DESIGN I 2.01 Draft Conceptual Master Plan: Based on the preceding and input from City staff, prepare a draft conceptual I master plan at forty scale showing proposed median configuration based on the existing yellow double lines, proposed trees, shrubs, groundcover and hardscape. I Prepare up to four cross sections at quarter scale to illustrate the general design character and planting; render in color. I 2.02 Image Boards: Prepare up to two image boards to help illustrate proposed design themes and aesthetics. Boards I to include images of proposed plantings, irrigation equipment, and other images to convey general design characteristics. Submit five llx17 color copies and one PDF of image boards for City review. I 2.03 Enlarged Plans: Prepare two en.larged plans at eighth or tenth scale of up to two portions of the more typical I medians to illustrate the general design character; render in color. I 2.04 Project Cost Estimate: Prepare an estimate of probable construction cost to include further design and planning costs for the project as outlined. Said cost estimate to be based on 70 to 80, or more, individual line items with specific quantities and unit costs, substantiated by recentlyI bid public works median projects; collaborate with City on presenting a reasonable phasing plan. I 2.05 Maintenance Cost Estimate: Prepare an estimate of probable maintenance costs based on consultation with up to three private landscape maintenance companies; submitI written summary. 2.06 Design Review Meeting: Prepare for and attend aI combined meeting with City staff and others as warranted. G Goal of meeting is to review the draft conceptual master plan and the above information, and develop a direction I for proceeding with refinements. Prepare meeting summary. I Callander AssoCiat 5 City of aratoga -Prospect Road Medians Improvement Project I 11 P 1-48PrOlJosal indd Relationship of adjacent major tree and vegetation might influence the selection of trees in the median. Other medians within Saratoga and nearby communities offer a point of reference. I Scope of ServicesI I I I PHASE 3.0 3.01 I I I I I 3.02 I 3.03 I I I 3.04 I I I The wider medians offer a wonderful opportunity to reinforce the residential qualities of certain portions of Prospect Road. The narrower medians offer a hardscape solution to address high maintenanance costs while still providing a safety barrier. LANDSCAPE MEDIAN MASTER PLAN Design Refinement: Based on input from the 2.0 phase, proceed to refine, revise and complete the landscape median master plan and provide the following drawings, rendered in color: a. landscape median master plan: overall site at twenty scale b. enlarged median plan: two selected portions at tenth scale c. typical cross sections: four d. image boards: two e. updated construction cost estimate f. updated maintenance cost estimate Booklet: Format the above information into an 11/17 booklet to include the above and a brief summary of the planning process. Design Review Meeting: Prepare for and attend a combined meeting with City staff and others as warranted. Goal of meeting is to review the draft conceptual master plan and the above information, and develop a direction for proceeding with refinements. Prepare meeting summary. Council Meeting: Prepare "Powerpoint" presentation and present above information at a City Council meeting; provide ten copies of 11/17 booklet. I I Cllilander Assoclate<; City of aratoga -Prospect Road Medians Improvement ProjccL I 12 PF48Pr'lpo-;aI 1nd<l I Cost of Providing Services I AprilS, 2007 I I I Professional Services The following fees and reimbursable expenses are proposed and will remain valid for a period of 60 days from the date I of this proposal. We have estimated our time and expenses based on the overall project budget, wi th drawings and services being prepared in a single package at one time.I Compensation I 1.0 Analysis (lump sum) $9,624 2.0 Conceptual Landscape Design (lump sum) $10,184 I 3.0 Landscape Median Master Plan (lump sum) $6,690 Reimbursable Expenses (allowance) $1.600 Total (for above services) $28,098 I I Exclusion: The cost of a pavement coring company is not included in the above professional design fees or reimbursable expenses at this time. Once the number of cores is determined in collaboration with City staff, that cost can be better defined and budgeted. The anticipated costs are less than $150 per core. I I Standard Hourly Rates General The following list of fees and reimbursable expense items shall be used in providing service in the agreement. These I amounts shall be adjusted in January, upon issuance of an updated Standard Schedule of Compensation: I Hourly Rates Senior Principal Principal I Associate 1 I Associate 2 Associate 3 Project Manager 1 Project Manager 2 Project Manager 3 Project Manager 4I Project Manager 5 $l91/hour $155/hour $150/hour $139/hour $125/hour $139/hour $125/hour $120/hour $113/hour $108/hour Construction Manager $1l9/hour Assistant 1 $l13/hour Assistant 2 $108/hour Assistant 3 $96/hour Assistant 4 $89/hour Assistant 5 $78/hour Assistant 6 $71/hour Word Processor $90/hour Accounting $105/hour I Callander ASSOCIates City of Saratoga -Prospect Road Medians Improvement Project 13 P 1-:-4BProoosalinod ------------------- Cost of Providing Services Fee Matrix Callander Associates' Personnel and Rates Phase Description Senior Principal ~ SI91 hrs I $'s Project Manager (2) $125 hrs I $'s Assistant (3) ~ $96 Word Processor ~ $90 hrs I $'s CA Fees hrs I $'s hrs I $'s 1.0 Analysis --- 1.01 kick off meeting 4.0 $ 764.00 8.0 $ 1,000.00 4.0 $ 384.00 2.0 $ 180.00 18.0 $ 2,328.00 1.02 document res search -$ -4.0 $ 500.00 8.0 $ 768.00 -$ -12.0 $ 1,268.00 1.03 aerial photograph -$ --$ -8.0 $ 768.00 -I $ -8.0 $ 768.00 -I-:. $ T 768.001.04 sIte reconnaIssance 2.0 382.00 4.0 $ 500.00 8.0 -$ -14.0 $ 1,650.00 1.05 Ipavement coring (optional task) -$ -8.0 $ 1,000.00 4.0 $ 384.00 -1 $ -12.0 $ 1,384.00 1.06 existing utilities -$ -2.0 $ 250.00 8.0 $ 768.00 -S -10.0 $ 1,018.00 1.07 Iproposed utilities 2.0 $ 382.00 2.0 $ 250.00 6.0 $ 576.00 . $ -10.0 $ 1,208.00 8.0 $ 1528.00 28.0 $ 3,500.00 46.0 $ 4416.00 2.0 $ 180.00 84.0 $ 9624.00 2.0 Conceptual Landscape Plans 2.01 draft conceptual master plan 2.0 $ 382.00 8.0 $ 1.000.00 16.0 $ 1.536.00 -$ . 26.0 $ 2,918.00 $ - 2.02 image boards --2.0 $ 250.00 12.0 $ U52.00 2.0 $ 180.00 16.0 $ 1,582.00 2.03 enlarged plans -$ -2.0 $ 250.0~ 12.0 $ 1,152.00 -$ . 14.0 $ 1.402.00 2.04 Iproject cost estimate 1.0 $ 191.00 3.0 $ 375.00 8.0 $ 768.00 4.0 5) 360.00 16.0 $ 1,694.00 I-- 2.05 maintenance cost estimate -$ -3.0 S 375.00 4.0 $ 384.00 1.0 $ 90.00 8.0 $ 849.00 2.06 design review meeting 3.0 $ 573.00 4.0 $ 500.00 6.0 $ 576.00 1.0 $ 90.00 14.0 $ I 739.00 6.0 $ 1 146.00 22.0 $ 2750.00 58.0 $ 5568.00 8.0 $ 720.00 94.0 $ 10,184.00 Callander ASSOCiates @ 3.0 Landscape Median Master Plan $ __191.00 f -3.01 design refinement 1.0 4.0 I S 500.00 16.0 $ 1,536.00 -5) -21.0 $ 2,227.00 4.0+ $ ---------- 3.02 booklet -$ -500.00 10.0 $ 960.00 -$ -14.0 $ 1,460.00 3.03 design review meeting 3.0 $ 573.00 4.0 $ 500.00 -$ -1.0 $ 90.00 8.0 $ 1,163.00 3.04 Council meeting 4.0 $ 764.00 4.0 $ 500.00 6.0 $ 576.00 -$ -14.0 $ 1,840.00 8.0 $ 1 528.00 16.0 $ 2000.00 32.0 $ 3072.00 1.0 $ 90.00 57.0 $ 6,690.00 City of Saratoga -Prospect Road Medians Improvement Project I 14 P1i48Proposai mdd