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Home My WebLink About104-Consultant Proposal Summary.pdfI I I I P OPOSAl for P'ofe iona Desig Se'vi e I e I I I I I Callander Assocloles lal1U::iCapl' Archllt>ctUlf'. Ill! April 4, 2007 I Mr. John Cherbone Public Works Director City of Saratoga 13777 Fruitvale A venue Saratoga, California 95070 RE: PROSPECT ROAD MEDIANS IMPROVEMENT PROJECT/design ability I Dear John: I Getting folks excited about the Prospect Road Medians landscape plan is the easy part. Drawing the master plan is also an easy part. The hard parts are: 1. understanding the construction implications of pavement removal and curb installation I 2. understanding the implications of irrigation and utilities-related issues 3. getting the construction cost estimate right, and 4. anticipating the ongoing forever costs of median maintenance! I As a full service design firm working primarily with public agencies and municipalities, Callander I Associates is sensitive to getting these parts resolved and meeting the needs of the various stakeholders. We understand design implications, and have a successful track record for bringing projects to fruition within estimated construction costs. You will appreciate our ability to guide participants through the design process and into final project delivery. Northern California I communities have continued to select our firm for similar assignments due to our: • sensitivity and creativity in working with stakeholders, public entities, and neighborhoods • ability to consistently and accurately estimate construction costs I • ability to stay within the scope, schedule and cost of professional services budgets, and • assistance in delivering a high quality, sustainable median landscape design. I Callander Associates appreciates this opportunity to work with you and City staff. Please feel free to contact me should you have any questions regarding our proposal. ~ der, ASLA Senior Principal I Enclosure: Two copies of Proposal 325 50llth FirSt Strt>t:t SUIt.: '>00 Landscape Arch,tl'r1we I San la,e. UI 151 I:; llrbJrl O"sign A Mark SllChter, ASLA. Principal f 40817 OS65 ,an Mateu Land Planmng Brian G. Fletcher. A5LA. Principal f ·1087158047 Rancho Cordovd P~rk "d Recrt'atlun Plannll'\g Enk ~mlth, ASLA. Principal I Mane Mai. Associate \w/W callanderassoclatcs.com HlVironrnental PlannirlR Benjamin W WoodSide. ASlA, PrinCipal al I Table of Contents I I I I I Background Finn Profile page 1 I Background Relavellf Pl'ojects 2 I I I Related Proj eels Staff Experience Reslunes 5 6 I Organization Chart 8 I I I Scope of Services Cost of Providing Services 9 13 I I I I C Ilander Assoclat~ I I I I I I I I I I I I I I I I I I I I Callander Associates Landscape Architecture Background Firm Profile Location of office where work is to be performed: 325 South First Street Suite 300 San Jose, CA 95113 408.275.0565 408.275.8047 F Two of the best measures of a successful median project are how well the community supports the design vvhen 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 Associates 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 finn 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 improvemen ts 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 If SaralogJ -Pru.;peci RllJJ 1edi,ln.; Imprm emcnl Project I 1 I BackgroundI Reinvent Projeccts I I I Saratoga Medians Saratoga I SIS Median -Railroad to Cox Saratoga I Airport/Anza Medians Burlinqame I EI Camino Real Median Master Plan San Bruno Dublin Medians Dublin I McKee Road Median San Jose I John Daly Boulevard Median Daly ity If As part of a larger downtown revitalization program, the City of San Carlos selected this 3,100 foot long major corridor as an initial step for implementation. Cal1ander Associates assisted the City Public "Vorks staff in resolving criticil] 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 ilS part of the public outreach component of their services. The Redevelopment Agency, Public Works Department and Park and Recreation Department hils continued to retain Callander Associates over the last eight years over twelve different aSSignments involving streetscapes, parks and design vision with the community. (il\ of ",lrillng,l -Pro.,pecl Hlhld vteJiJtl I mprm emenl rrni~(t I 2 I' I I I I I I I I I EI Camino Real Medians San Carlos Mariners Island Median San Mateo San Bruno Medians San Bruno Milpitas Medians Milpitas Ralston Avenue Medians B Imon B Imont edians Belmont Mall1 Street Medians Watsonville I BackgroundI Relavent Projeccts I I I Weber Medians Stockton I Hercules City Hall & Medians Hercules I K-Mart Median Watsonville I San Carlos Medians San Carlos I EI Camino Real Median ModificatIOns San Carlos I Bridge Street Medians Watsonville EI Camino Real Median Master Plan Millbrae I San Bruno Avenue Medians San Bruno I Shoofly Medians San Carlos I Chestnut/San Carlos Median San Carlos I EI Monte Avenut: Medians Los Altos I Serra· Daly Medians Daly City I EI Camino Real Median Improvements Millbrae AtherLon EI Camino Real Medians Atherton I I I With severilJ redevelopment projects underway to he]p revitalize downtown Stockton, the mediiln5 along the Weber Avenue downtown thoroughfilre were identified as il priority upgrade. The raised mediilns 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 pillette, 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-tolerilnt 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 Cit) of ~a.raloga -Pro"pect Rll.1d I\f"di,lIl'i Improv 'ml,,,t PTI)jl'cl I 3 [')sa r d I BackgroundI I I I EI Camino Real Medians Belmont I Alvarado Niles Medians Union City I South EI Camino Real Medians San Carlos I DeCato Road Medians Union City I Industnal Road Medians San Carlos EI Camino Real Medians Millbrae I EI Camino Real Two Medians San Bruno I Belle-Brittan Medians San Carlos I Tanforan Way Medians San Bruno I Almaden Boulevard Medians San JoseI Costeo SSF Medians South San Francisco I Stanley Boulevard Medians Pleasanton I I I I 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 finallandscflpe 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 rughway. The plant palette included a unique mix of native trees, shrubs, and ground cover mixed with selected non-natives that were carefully reviewed with the community and City maintenance staff in a number of community meetings. Streetscape improvements have played a significant role in the revitalization of San Jose's downtown. One of the most recognizable examples of this is Almaden Boulevard. TIle 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. Cit, of S.1ralt)~.:1 -I'TI1,;pect RfMJ \1ediall~ Imr rm eml'nt PlOjl'CI I 4 I Related Projects I From the last five years I I I • EI Camino Real Median Master Plan City of Millbrae Ralph Petty, Community Development DirectorI (650) 259-234-( I • Dublin Medians I City of Dublin Steven Yee, PE., Associate Civil Engineer (925) 833-6630 I • EI 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) 616-7193 I • Weber Medians City of Stockton Gemma M. Biscocho, PE., Associate Civil Engineer I (209) 937-8281 I • EI 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 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 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: • El Camino Real Medians, Belmont • Ralston at Hiller Entry Triangle, Belmont • El Camino Real at Ralston Strip Plantings, Belmont • Downtown Streetscape Improvements, Concord • Brittan Avenue -Route 101 Interchange, San Carlos • Millbrae Avenue Grade Separation, Millbrae • El Camino Real Medians, San Carlos • El Camino Real Medians, Millbrae • Route 68 Scenic Bypass, Monterey County • 1-580 -1-680 Visual Impact Assessment, Pleasanton • Anza Overpass -PS. & E.s, Burlingame • Caltrain Corridor Landscape, Belmont • Adelirle, Shattuck and San Pablo Avenue Median Irrigation, Berkeley (ily of ~.lf.atoga· Prn,:;pecl Ho"d h'di.m-. hnpru\ eme"t Project I 6 I Staff Experience I Marie MaiI project manager I I Background I I Experience I I I I Related Projects I I I I I I I I Resumes Bachelor of Science in Landscape Architecture, University of California at Davis Bachelor of Science in Biological Sciences, University of California at Davis Certified Playgrowld 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 • EI Monte Avenue Medians, Los Altos • West A Street Realignment, Hayward • Shoreline Boulevard Reconstruction, Mountain View • Airport Way Streetscape, Stockton • Downtown Sidewalk Rehabilitation, Stockton ity of ~arJtt)gJ -Pro.,pecl 1 {.lJJ \,lcdi.lns (mpfl1 cmcnt Proiect I 7 I Organization Chart I I I I The unique characteristics of the Prospect Road Medians Improvement project requires a collaborative approach between the City and a flexible, seasoned landscape architectural finn I experienced in the planning, design, and construction of similar facilities. Callander Associates staff brings together key personnel who are experienced in working in this collaborative environment I and who have managed the landscape design component of similar median improvement projects. I I I I I I I I I I I I I 8 I Scope of ServicesI I I I To guide and control the schedule and the scope of the Master Plan for the Prospect Road Medians in Saratoga, Callander Associates has developed the following scope of services. This scope and the I ~,--. , 'f'. --=' '~:::r__ associated fees have been prepared based upon the City's Request• '~-.~ for Proposal dated March IS, 2007, and will include all thirteen".~. w,••:'.- 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. PHASE 1.0 ANALYSIS Scenic views to the hills should be preserved and not masked by large median trees. I 1.01 Kick-Off Meeting: Attend a single kick-off meeting with City staff and project design team to review scope of work, I 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 sh"eet 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 City of "'aratoga -Pro..pect RO.1d \ledl.lll" Imprnvt'ment ('micd I 9 <I I I Sight distances to signals and slgnage need to be preserved. I Scope of ServicesI I I I 1.05 Pavement Coring (optional task): TI1e 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 I number of 2/1 diameter cores to verify the existing pavement cross sections in selected medians. We would 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 u till ty informa tion I available from City records and our limited on-site visual observations, we would add this information to the base sheets to generally intluence 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 'ily lIf ~MJtoga -Pro re -t H(lild leJians Imprll\ emen! Project I 10I ., 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 master plan at forty scale showing proposed median configuration based on the existing yellow double lines, I proposed trees, shrubs, ground cover 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 enlarged 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; col1aborate 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. 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 SUffl1nary. I it Y of aralo~a -Pro"pl'cl Road Ie :fi:m' 1m pW\'t'ment Project I 11 4 I='" [ ~ 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 LANDSCAPE MEDIAN MASTER PLAN I 3.01 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: I a. landscape median master plan: overall site at twenty scale I b. enlarged median plan: two selected portions at tenth scale c. typical cross sections: four I d. image boards: two e. updated construction cost estimate f. updated maintenance cost estimate I 3.02 Booklet: Format the above information into an 11/17 I booklet to include the above and a brief summary of the planning process. I 3.03 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 meetingI summary. 3.04 Council Meeting: Prepare "Powerpoint" presentationI and present above information at a City Council meeting; provide ten copies of 11/17 booklet. I I I I I Cil 'of araLoga -Pro. p ct Rllad Median'i ImprO\ t:'lllent ProjecL I 12 f-' 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. 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, with drawings and servjces 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 $191/hour Construction Manager $119/hour Principal $155/hour Assistant 1 $113/hour I Associate 1 $150/hour Assistant 2 $108/hour I Associate 2 $139/hour Assistant 3 $96/hollr Associate 3 $125/hour Assistant 4 $89/hour Project Manager 1 $139/hour Assistant 5 $78/hOllr Project Manager 2 $125/hour Assistant 6 $71/hour I Project Manager 3 $120/hour Word Processor $90/hour Project Manager 4 $l13/hour Accounting $105/hour Project Manager 5 $108/hour I Cily 0.1 Saralllp,a • Pru"'pet:! Road .\lu.liaJ ... Improvement Prnjeci I 13 -- -- -- 3.04' .Ii1<lI - Cost of Providing Services Fee Matrix Callander Associates' Personnel and Rates Phase Description Senior Principal (oJ $191 hrs I $'s Project Manager (2) Assistant (3) Word Processor $125 @ $96 @$90 hrs ! $'s hrs , $'s hrs i $'s, CA Fees hrs I $'s ---------------- 1.0 .~nalysis .---~ --,-----.-- 1.01 kick off meeting 4.0 $ 764.00 8.0 $ 1,000.00 4.0t$ 384.00 2.0 $ 180.00 18.0 $ 2,328.00--_. : -- 1.02 document ressearch -$ -4.0 $ 500.00 8.0 $ 768.00 -S -12.0 $ 1,268.00-_. .----1.03 aerial photograph -$ --$ -8.0 S 768.00 -$ -8.0 $ ~ --+8.0 t-S _. 1.04 site reconnaissance 2.0 $ 382.00 4.0 $ 500.00 768.00 -$ -14.0 $ 1.650.00 -- -j..L f 1.05 pavement coring (optional task) -$ -8.0 $ 1,000.00 4.0 I $ 38400 -12.0 $ 1,384.00-. 1.06 existing utilities $ -2.0 S 250.0Q., 8.0 S 768.00 -I $ -10.0 $ 1,018.00------r 1.07 !proposed utilities 20 $ 382.00 2.0 S 25000 6.0 $ 57600 -$ -10.0 $ 1,208.00 8.0 $ 1528.00 28.0 , $ 3 500.00 46.0 $ 4416.00 2.0 I $ 180.00 84.0 $ 9624.00 2.0 Conceptual Landscape Plans 2.01 draft conceptual master plan 20 $ 382.00 8.0 S 1.000.00 16.0 S 1,53600 -I $ -26.0 $ 2,918.00 --f-I - 2.0 l $ - 202 image boards -$ -2.0 S 250.00 12.0 $ 1.152.00 18000 160 $ 1,582.00.-'. 203 _ ~arged ~ns -$ -2.0 S 250.00 12.0 $ 1.15200 -S -14.0 $ 1.40200--.. .. --.. 2.04 Iproject cost estimate 1.0 $ 191.00 30 $ 375.00 80 $ 76800 4.0 S 360.00 16.0 $ 1,694.00 ---I - 205 maintenance cost estimate -$ -3.0 $ 375.00 4.0 $ 384.00 1.0 S 90.00 8.0 $ 849.00 --.---- 1.0 t $2.06 design review meeting 30 $ 573.00 4.0 $ 500.00 6.0 S 576.00 90.00 14.0 $ 1,739.00 6.0 $ 1146.00 22.0 $ 2750.00 58.0 I $ 5 568.00 8.0 I $ 720.00 94.0 $ 10 184.00 !.p ..f'an~~ ..ca-,!.f!. ~e..~ianMaster Plan 1.0 I $ 19100 ~~9 $ 5000~16.0 ·-.-LJ2~0tl--.'$ -_J-2tAJ~l:Qg_1f-.oO I . : de~gn [(~fin_~ment 3.02 booklet 500:001-10.0 $ 960~1 -'$ -1 14.0 I $ 1,460.00-$ .1 I-~- -$573.00 4.0 $ 500.003.03~design review meeting ~ -'-1-4=4il $1.0 $ 1,163.001-+ ICouncil meeting 4.0 t $ 764.00 4.0 S 500.00 6.0 $ 576.00 -$ 14.0 $ 1,840.00 8.0 I $ 1.528.00 16.0 I $ 2.000.00 32.0 I $ 3.072.00 1.0 ,$ 90.00 I 57.0 I $ 6.690.00 City oi SJralllga -Prospect RO.ld \1edians Improvement Project I 14 r'l 40'" lIJl1:idl '11[1