HomeMy WebLinkAboutContract with Beals Landscape•
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: May 12,1998
ORIGINATING DEPT.: CITY MANAGER
AGENDA ITEM
CITY MANAGER:
PREPARED BY:
SUBJECT: Agreement with Beals Landscape Architecture for Project Management
Services in connection with Park Development Projects
RECOMMENDED MOTION(S):
1. Approve the proposed agreement with Beals Landscape Architecture to serve as the
Project Manager who will coordinate the development of and improvements to
playfields at designated school sites.
REPORT SUMMARY:
At the Council's joint meeting of March 24, 1998 with the Parks and Recreation Commission, it
was the Commission's recommendation to Council to retain the services of a consultant to serve
as a Project Manager to help coordinate the development of new and renovation of old playfields
at designated school sites. Development of playfields is one of the numerous projects that the
Parks and Recreation Commission plans to implement through funding from the Park
Development Fund.
The Project Manager would be responsible for 1)~ establishing joint-use agreements between
sports leagues, school districts and the City before any site is developed or renovated and 2)
submitting a strategic plan and timeline for implementing the playfield projects once the
agreements have been established. Recent negotiations between the City and sports leagues in
recent weeks over the use of Congress Springs Park, have expanded the Project Manger's
original scope of services to include 3) negotiating joint-use agreements for all existing
playfields city-wide.
Staff concurs with the Parks and Recreation Commission's recommendation to retain Mr. Beals
services in order to move forward with this project as quickly as is possible. The anticipated date
to conclude with the negotiation process is set for the end of September.
• Attached is a copy of the proposed agreement between the City and Beals Landscape
Architecture. Council is being asked to approve the attached agreement and to direct staff to
execute the contract with the Project Manager in order to begin implementing the activities
outlined in the scope of services.
FISCAL IMPACTS:
Monies to fund this project would be deducted from the Park Development Fund. No general
Fund monies would be used.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
The listed recommendation will not be approved and Beals Landscape Architecture's services
will not be retained to move forward on the Park Development Project.
FOLLOW UP ACTIONS:
All sports leagues, school districts and other appropriate parties listed on page three of Exhibit A
will be contacted and invited to participate in a series of negotiation meetings.
ATTACHMENTS:
1. Proposed Contractual Agreement between the City of Saratoga and Beals Landscape
Architecture.
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,ao j~~ ~ r
CITY OF SARATOGA
CONTRACTUAL SERVICES AGREEI~NT
THIS AGREEMENT is made at Saratoga, California, as of,
May 13, 1998, by and between the CITY OF SARATOGA, a municipal
corporation ("City"), and Beals Landscape Architecture,
("Contractor"), who agree as follows:
1. SCOPE OF SERVICES. Subject to the terms and
conditions set forth in this Agreement, Contractor shall provide
to City the services described in Exhibit A. Contractor shall
provide said services at the time, place and in the manner
specified in Exhibit A.
2. PAYMENT SCHEDULE. City shall pay Contractor for
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services rendered pursuant to this Agreement at the time and in
the manner set farth in Exhibit B. The payments specified in
Exhibit B shall be the only payments to be made to Contractor for
services rendered pursuant to this Agreement. Contractor shall
submit all billings for said services to City in the manner
specified in Exhibit B; or, if no manner be specified in Exhibit
B, then according to the usual and customary procedures and
practices which Contractor uses for billing clients similar to
City.
3. FACILITIES AND EQUIPMENT. Except as set forth in
Exhibit C, Contractor shall, at its sole cost and expense,
furnish all facilities and equipment which may be required for
furnishing services pursuant to this Agreement. City shall
furnish to Contractor only the facilities and equipment listed in
Exhibit C according to the terms and conditions set forth in
Exhibit C.
4. GENERAL PROVISIONS. The general provisions set
forth in Exhibit D are part of this Agreement. In the event of
any inconsistency between said general provisions and any other
terms or conditions of this Agreement, the other term or
condition shall control insofar as it is inconsistent with the
general provisions.
5. EXHIBITS. All exhibits referred to herein are
attached hereto and are by this reference incorporated herein.
6. CONTRACT ADMINISTRATION. This Agreement shall be
administered by Larry I. Perlin, ("Administrator"). All
correspondence shall be directed to or through the Administrator
or his or her designee.
7. NOTICES. Any written notice to Contractor shall
be sent to:
William Jay Beals, Beals Landscape Architecture
Two North Market, Fifth Floor
San Jose, CA 95113
Any written notice to City shall be sent to:
Larry Perlin, City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Standard Contractual Services Agreement
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Executed as of the day first above stated:
CITY OF SARATOGA, a municipal corporation
By `,
Larry P rli 'City"
Attest:
Betsy C y, Cit Clerk
By
William Beals, "Contractor"
Approved as to form:
s~
ke Riback, City Attorney
Approved to budget authority:
% ~ .
ii~/ ~
Ol~le Wright,~'ina~nce Director
Accounting Data
Amount
D G -~ ~'
Contract #
~ndard Contractual Services Agreement Page 3 of 20
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EXHIBIT A
SCOPE OF SERVICES
Please refer to attached Exhibits A and Exhibit A-1 that outline
the scope of services and the proposed project schedules.
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• EXHIBR A
PROPOSAL FOR CITY OF SARATOGA
MANAGEMENT OF PARTNERSHIP PROCESS BETWEEN THE CRY OF SARATOGA,
THREE SCHOOL DISTRICT AND THE USER GROUPS
PROJECT UNDERSTANDING
The City of Saratoga has selected Jay Beals and BeaLs.Lantiscape Architecture, Inc. to lead the effort in
achieving satisfactory joint-use agreements and t~ntracts relating to park and sdrool athletic field usage.
The purpose is to build consensus between City of Saratoga, the three School Districts and various user
groups leading to development of joint use agreements and contracts, roles, responsibilities, and
obligations of each party. This need has been brought about for various reasons summed up as follows:
1. There is a limited amount of available open space for use by community and athletic groups.
2. There is a limited amount of funding and manpower to maintain the sites currently open and
used by these groups.
3. The combination of an increase in users, and a reduction in available funding to sties,
wmpounded with federal cutbacks from the federal government to muniapalities has resuhed in
the inability of the majority of k~ties to properly maintain existing facilities.
4. The voters did not approve a ub'lity fax that would have assisted in r+et;onaling these
expenditures.
5. The majority of open space within the City of Saratoga that is currently devebped belongs to
three School Districts and therefore is used by these Districts during school hours. This land is
and should be available to the remainder of the community during evenings and weekends as
well as summer time pursuant to the Civic Center Act.
6. The City map have'funding available to put into capital improvements to achieve the end result
of reducing maintenance costs and obligations. However, these maintenance obligations must
be agreed upon and finalized prior to said improvements being implemented.
7. The City of Saratoga has seen a reduction in funding and staff position in recent times including
the recent vacancy of the Superintendent of Parks. That has not, and probably will not, be fitted
by the City in the forBSeeable future. Those duties have been shared amongst the remainder of
the people in the organization.
The above~tated reasons are rat intended to constitute alt of the items that are inftuenang the need for
_ the City to achieve the above stated agreements, however, they are the primary ones. There are
existing agreements and contracts and long-standing perceived obligations on all parties. The City of
Saratoga has taken it upon themselves to retain a consultant to assist them in the process of formalizing
new agreements that look forward to recreation and joint-use in a new millennium.
The City of Saratoga has designated specific sites to be inciude~d within this project management work
The site users and associated school districts, where applicable, are noted below.
Priority Projects
I. Playfields at Sdwol Sites
A. Foothill SchooVFoothill Park: Saratoga Union School District
1. SUSD, Los Gatos Saratoga Girls Softball League
2. AYSO, CYSA
B. Saratoga School (Oak Street School): Saratoga Union School District
1. Unknown who may be interested
. 2. Good potential for practice fields it drainage problems are resolved
• 3. CYSA
C. Argonaut School: Saratoga Union School District
1. Does have much potential
2. O.K for praeticeJgames
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Q is A L S L A N D S C A P E A R C li 1 T E C T U R E. I N C.
1: Union Scholl Distr+d •
D. Redwood Mrddle Schoo Saratoga
1. Best potential for gamesltournaments because of location and parking
2. Saratoga Little League. AYSO, CYSA
E. Marshall Lane (Campbell Elementary): Campbell School Disbid
~ , Qurto Little League
F. glue I~fills SchooUAzule Paris Site: Cupertino School District
1. Great potential for field development
G. Chtista tNacauGtfe School: Cupertino School District
1. Detemtine potential and interest
ll. Project sites and parks within the City.of Saratoga
A. Congress Springs -
1. Saratoga Little League
2. AYSO
B. Kevin Moran
C. El Quito
'Maintained by City
At the project pre-planning meeting, it was agreed by these present that because of the recent events
relating to the potential increase in fees for user groups, there is considerable resistance in fee increases
from these user groups. Therefore, though the original purpose of this contract and the project
management was to secure and negotiate lease and corrtrads with the multiple agencies and user
groups, for school sites, the cuttent role of the consultant has changed to be a more global one. h was
agreed at the meeting that this project should begin with a mission statement to which al! parties agree
and that the work of the Task Force should be to achieve goats and objectives to support that mission
statement. K is understood that this may indude various funding aspects. including fee increases. but
also inducting other opportunities such as assessment districts, user taxes, reapportionment of utility
taxes, new utility taxes, service dubs, corporate sponsors and other options that may be brainstormed
during the process. One other objective to be achieved is the maintenance options relating to who
maintains sites, why, and taw that particular group is compensated. Because of the critical nature of this
particular project and the agreements currently expiring in 1998, there is an urgent need to complete M"-s
process as soon as possible ending in s report that would go to the City Council for consideration.
To begin this project, the people presets at the pre-planning meeting agreed on the initial missan
statement that should be taken forward to the task force to begin the process. That is, "The purpose of
this process is to develop a miduaAy inclusive awed equitable partnership for point-use development and
maintenance of sties r!vid1i11 the City of Saratoga.'
SCOPE OF SERVICES .
The follow'srlg specific Scope of Services are represented in this proposal. The process is divided into 6
parts that reflect specific product and time milestones.
I. Project Pre-planning
This phase of the project is used to establish a baseline of work and services to be performed by
the consultant as agreed upon by the client. The purpose is to ensure that the process is
propeAy desgned to meet the knovwn and anticipated needs of the diets.
A. Initial meeting with the City representative.
B. Establish the initial project scoping and understanding.
C. Complete preparation for the pre-planning meetings:
1. Review of provided material
2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required materials
D. Pre-planning meeting including meeting minutes.
E. Finalization of Project Scoping. Fees b Timeline.
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F. Approval snd ratification of conwltant contract by the Park b Reaeation Commission
and City Council.
1. Attend Parts b Recreation Commission meeting May 4, 1998 and. City Council
meeting May 12, 1998.
II. Project Framing
To appropriatey begin the project an accepted framework needs to be established. Once
selection of the Task Fonoe is approved, it is important to have aU members take an integral part
in the establishment of that framework The essential parts are:
Mission Statement
Goals b Objectives
Process End Product
Process Timeline
In order to achieve this, we propose the following work items for this phase;
A. Assist the City in desgning a Task ford and Project Planning Committee. The Project
Planning Committee (PPC) will Oe composed of City Staff, Park 8 Recreation
Commission, and Council Members.' Their purpose is to provide specific direction to the
consultant relating to Cdy policy, historical issues, technical issues C.e., maintenance)
costs, funding and other materials required by the consultant. We propose the Task
Force be comprised of selected representatives from each of the following organizations.
We suggest that the quantity of representatives be proportional to stake-holding capaaty
. of each organization.
. 1. City of Saratoga
a) City Counal (1)
b) City Managers Office (1)
c) Parks b Reueation Commission (~
d) City Maintenance (Parks Superintendent) (1)
e) Crty Staff Liaison (1)
2. School District (3 total)
a) Policy maker (Board of Trustees) (1 ~C3)
b) FaciMy Manager (Deputy Superintendent) (1x3)
3. User Groups
a) Los Gatos Girls Softball (1)
b) AYSO (1)
c) Saratoga Little League (1)
d) Pony Baseball (1)
e) Quito Little League (1)
f) CYSA
g) ~ Others ?
B. Hold a Task Force pre-planning meeting with staff to verify needs and uses of the sites.
C. Complete a site walk to review each site. The sites will be documented photographically
for futwt use and a matrix diagram will be prepared to begin to establish the following;
1. Code compliance and safety issues
2. Curtent site condition and potential improvements
3. Current and potential maintenance levels
4. Other general observations
D. Prepare for the PPC Meeting.
1. Review of provided material
2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required materials
E. Facigtate PPC Meeting ~1
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F. Prepare for the Task Force meeting. •
1. Review of provided material
2. Design of meeting and establish CPR
3. Establish agenda '
4. Prepare required materials
G. Facilitate Task Force Meeting *'1
1. Develop ground roles
2. Develop roles and responsibilities
3. Develop Proves Framework
4. Agree on accountabiltty
5. Agree vn action work items for each member.
111. Impact on Sites
To properly evaluate the needs for site development and maintenance, it is critical to establish
the current use and impact on the sees. The action items out of the Project Framing portion will
indude research into specific site impacts by the Task Force members. The purpose of this
phase is for the consultant to evaluate that data and present it in a structured manner to the PPC
and Task Force.
A. Receive data from Task Fot+ce members.
B. Complete second site visit to evaluate data on a site specific basis.
C. Complete preparation for the PPC meeting.
1. Review of provided material
2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required materials
D. Facilitate PPC meeting ~2
E: Prepare for the Task Force meeting.
1. Review of provided material
2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required materials
F. FaciliRate Task Forcx meeting #2
1. Review current site use and capaaty
2. Review required or antiapsted use needs
3. Review devebpment needs
4. Review current and anticipated maintenance levels
S. Agree on accountability
6. Agree on action work items for each member
lY. F~ablish Criteria for Accountability
The end product of this process has not yet been agreed upon, but is believe0 to be inconcert
with the preliminary Mission Statement resuRir-S in agreements between parties and the criteria
for readung tfiese agreements that can be used for future negotiation. tt will also provide the
basis for future improvements to d,rrent sites. To achieve this product, each party must be held
accountable for meeting their portion of the agreement. The first step towards this, once the
challenge has been defined is to devebp the cxiteria for that accounability.
A. Receive data from Task Force members,
B. Complete independent survey and consultation with external resources.
C. Devebp conceptual site improvements program plans to a eostabre raver.
D. Complete preparation for the PPC meeting.
1. Review of provided material
•2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required materials
E. Facilitate PPC !3 •
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B r A L s L n- N D S C A P E A R C N J T E C T U R E, I N C.
w F. Prepare for the Task Force meeting.
1. Review of provided material
2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required ma~teriais
G. Facilitate Task Force meeting !f3
1. Review general desired improvement and maintenance levels in concept.
including cost parameters
. 2. Review individual site program plans
3. Review potential site improvement costs
4. Review corresponding maintenance levels and requirements
5. Agree on action work items for each member
V. Agnpement on Accountability
The final job of the Task Force is to ready agreement on who will be held accountable for what
items. The agreement wilt be based on a clear understanding of each stakeholdePs role and
responsibility. This will indude improvements and maintenance responsibilities with an
understanding of real costs and cost burdens and methods of measurement.
A. Consultant will develop a matrix on a site-by site basis of the users, sRe impact,
suggested improvements and maintenance cost parameters.
B. Complete preparation for the PPC meeting.
1. Review of provided material
2. Design of meeting and e.StBbdsh CPR
3. Establish agenda
4. Prepare required materials
C. Faalitate PPC meeting fM4
D. Prepare for the Task Force meeting.
1. Review of provided malarial
2. Design of meeting and establish CPR
3. Establish agenda
4. Prepare required materiels
E. Faalitate Task Force meeting ~
1. Review maintenance general costs by level
2. Review roles, responsibilities of each gnwp
3. Review general agreement and contract criteria
4. Review specific site-by-site agreement drafts
_ 5. Obtain agreement of accountability for agreements to send forward to City
Attorney and City Counal
6. Celebrate the success of the work completed
vt. Contras Development b Ratification
The last phase of the project is to work with the Staff and City Attorney to develop a legal and
binding document that is concurrent with the draft documents. Consultants will meet
independently with all palsies to review the specific site requirements and responsibilities
included in the final document.
A. Meetings with Stag and City Council (2 totaq
B. 11Ae~e4ings with user groups (6 totaq
C. Meetings with the School Districts (3 total)
D. 'Presentation to the Parks b Recreation Commission
E. •PreserKstion to the City Council
• Optional service
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F E /~ L S L A N D S C A P E A R C H r T R C T U R E. I N C.
EXHIBIT A -1
PROPOSAL FOR CITY OF SARATOGA
MANAGEMENT OF PARTNERSHIP PROCESS BETWEEN THE CITY OF SARATOGA,
THREE SCHOOL DISTRICTS AND THE USER GROUPS
TENTATIVE PROJECT SCHEDULE
~Meeting Milestone
,.
Accelerated Anticipated
Pre-Planning 423-98 423-98
' Paris 8 Recreation Commission 5-4-98 5-4-98
' City Council 5-12-98 5-12-98
Task Force Pre-Planning 5-1498
PPC Meeting #1 5-1498 6-11-98
Task Force Meeting #1 5-20-98 6-17-98
PPC Meeting #2 6-11-98 7-9-98
Task Force Meeting #2 6-17-98 7.15-gg
PPC Meeting #3
Task F
M
ti
#3 7-9-98 8-13-98
orce
ee
ng 7-15-98 8-19-98
PPC Meeting #4 8-13-98 9-12-98
Task Force Meeting #4 8-18-98 g_1~gg
Park & Recreation Commission Meeting TBD TBD
City Council Meeting TBD TBD
' Items indicated with an asterisk are provided as anon-billable service
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EXHIBIT B
PAYMENT SCHEDULE
City shall pay Contractor an amount not to exceed the total sum
of Forty-seven thousand three hundred forty dollars (547,340.00)
for services to be performed and reimbursable costs incurred
pursuant to this Agreement. Contractor shall submit invoices,
not more often than once a month during the term of this
Agreement, based on the cost for services performed and
reimbursable costs incurred prior to the invoice date. Invoices
shall contain the following information.
1. Serial identifications of progress bills, i.e.,
Progress Bill No. 1.
2. The beginning and ending dates of the billing period.
3. A Task Summary containing the original contract amount,
the amount of prior billings, the total due this
period, the balance available and the percentage of
completion.
4. For each work item in each task, a copy of the
applicable time sheets shall be submitted showing the
name of the person doing the work, the hours spent by
each person, a brief description of the work, and each
reimbursable expense.
City shall make monthly payments, based on such invoices,
for services satisfactorily performed, and for authorized
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reimbursable costs incurred.
City shall pay the last 100 of the total sum due pursuant to
this Agreement within forty-five (45) days after completion of
the services and submittal to City, if all services due pursuant
to this Agreement have been satisfactorily performed.
The total sum stated above shall be the total which City
shall pay for the services to be rendered by Contractor pursuant
to this Agreement. City shall not pay any additional sum for any
expense or cost whatsoever incurred by Contractor in rendering
services pursuant to this Agreement.
City shall make no payment for any extra, further or
additional service pursuant to this Agreement unless such extra
service and the price therefor is agreed to in writing executed
by the City Manager or other designated official of City
authorized to obligate City thereto prior to the time such extra
service is rendered and in no event shall such change order
exceed twenty-five (25~) of the initial contract price.
Fees for work performed by Contractor on an hourly basis
shall not exceed the amounts shown on the fee schedule of hourly
billing included as Attachment B-1.
Reimbursable expenses are specified on Attachment B-2, and
shall not exceed One Thousand Dollars ($ 1,000). Expenses not
listed on Attachment B-2 are not chargeable to City.
The services to be provided under this Agreement may be
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terminated without cause at any point in time in the sole and
exclusive discretion of City. In this event, City shall
compensate the Contractor for all outstanding costs incurred for
work satisfactorily completed as of the date of written notice
thereof. Contractor shall maintain adequate logs and time sheets
in order to verify costs incurred to date.
The Contractor is not authorized to perform any services or
incur any costs whatsoever under the terms of this Agreement
until receipt of a fully executed Purchase Order from the Finance
Department of the City of Saratoga.
Please refer to attached Exhibit A-2 that outlines professional
fee rates and fee estimate sheet.
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EXHIBIT A - 2
PROPOSAL FOR CITY OF SARATOGA
MANAGEMENT OF PARTNERSHIP PROCESS BETWEEN THE CITY OF SARATOGA,
THREE SCHOOL DISTRICTS AND THE USER GROUPS
PROFESSIONAL FEES
Based on Scope of Services shown under `Exhibit A" for City of Saratoga, we propose a fixed
fee of $47,340.00 for the project, excluding expenses, as noted in the fee breakdown below.
Scope of Services is based on the attached Fee Estimate Sheet.
Beals Landscape Architecture, Inc. -Prime
Management of Partnership Process
Projed Pre-Planning $3,220
Projed Framing 9,400
Impact on Sites 8,850
Establish Criteria for Accountability 11,270
Agreement on Accountability 9,020
Contract Devefo~ment 5.580
Total S 47,340
PROJECT HOURS MATRIX
Please refer to the pages that follow for the task and hourly breakdown.
$ 47,340
DIRECT EXPENSES
Direct expenses charged by the Beals Landscape Architecture, inc. team include mileage, in-
house computer plotting and printing and outside services such as printing reproduction, soil
fertility testing, photo processing, etc.
REIMBURSABLE RATES
Blueprints and Reproductions, Plotting
Transportation
Sub Consultant Services
In-House Blue Prints
Sepia
SepiaMylar
Xerox
Plotting
Cost plus 20°~
$ .32 per mile
Cost plus 20%
$ 1.85 per print
$ 6.85 per print
$17.85 per print
$ .26 per page
$1.25 per SFBond
$ 3.00 per SF/Vellum
REIMBURSABLE EXPENSES
Blueprints and Reproductions
Photography
Models and Renderings
Fax `$.26 per page
Promotional Brochures
Parking and Toll Expenses + 15%
Permit Fees + 15%
Telephone Costs + 15°~
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._ ~ !. a ti O S C A P E 4 R C Fi ! t ! 1 F: ,
' FEE ESTIMATE WORKSHEET - .-
CLIENT: City of Saratoga SEALS LANDSCAPE ARCHITECTURE, INC.
• PROJECT :Management of Partnership Process Date: April 28, 1998
BLAi JOB N0. P98-27 PREP. BY: Jay Beals
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ask Description CTID 150.00 PLA 570.00 PIC 1150.00 Total Fees
I P 'ect Pre-Plannin
A Initial Mee ~ 50.00 50.00 2.0 t-'900.00 5300.00
B Initial 1.0 550.00 50.00 4.0 5600.00 5650.00
C to Pr n for Meetin 4.0 5200.00 2.0 5140.00 4.0 5600.00 5940.00
D nin Meeti 50.00 3.0 5210.00 3.0 5450.00 5660.00
E Final¢ation of 50.00 1.0 570.00 4.0 5600.00 5670.00
F1 Attend PRC & City Council Mtgs. 50.00 50.00 4.0 NC NC
SUB-TOTAL 5.0 5250.00 B.0 5420.00 21.0 52,550.00 53,220.00
ask Description CT/D 550.00 PLA 570.00 PIC 5150.00 Total Fees
II P 'ect Framin
A Assist in i a Task Force 12.0 5600.00 2.0 5140.00 4.0 5600.00 51.340.00
B Task Force Pn3-Pharrni 50.00 3.0 5210.00 2.0 5300.00 5510.00
C ete a Site Walk 15.0 5750.00 50.00 5.0 5750.00 51,500.00
D for PPC Meeti 4.0 5200.00 10.0 =700.00 6.0 5900.00 51,800.00
E Facilibte #1 PPC M 2.0 5100.00 5.0 5350.00 3.0 5450.00 5900.00
F for Task Force Meeti 4.0 5200.00 15.0 51,050.00 8.0 51,200.00 52,450.00
G Facilitate #1 Task Force Meeting 2.0 5100.00 5.0 5350.00 3.0 5450.00 5900.00
SUB-TOTAL 39.0 51,950.00 40.0 52,800.00 31.0 54,650.00 59,400.00
Task Description CT/D 550.00 PLA 570.00 PIC 5150.00 ToW Fees
III Im act on Sites
A Receive Data from Task Force 12.0 5600.00 10.0 5700.00 2.0 5300.00 51,600.00
B to 2nd Site Walk 12.0 5600.00 50.00 4.0 5600.00 51,200.00
C for PPC M 4.0 5200.00 10.0 5700.00 6.0 5900.00 51,800.00
D FaciliFate #2 PPC Meeti 2.0 5100.00 5.0 5350.00 3.0 5450.00 5900.00
E far Task Farce Mee ' 4.0 5200.00 15.0 51,050.00 8.0 51,200.00 52,450.00
F Faalibte #2 Task Force Meeting 2.0 5100.00 5.0 5350.00 3.0 5450.00 5900.00
SUB-TOTAL 36.0 51,800.00 45.0 53,150.00 26.0 53,900.00 58,850.00
ask Description CT/D 550.00 PLA 570.00 PIC 5150.00 Total Fees
IV Establish Criteria for Accounbbil'
A Receive Dab from Task Force 12.0 5600.00 10.0 5700.00 2.0 5300.00 51,600.00
B I 12.0 1600.00 12.0 5840.00 4.0 5600.00 52,040.00
C Site I 10.00 16.0 11.120.00 4.0 1600.00 11.720.00
D for PPC 4.0 1200.00 8.0 1560.00 8.0 1900.00 11.660.00
E Facilibte#3 PPC 2.0 E100.00 5.0 1350.00 3.0 1450.00 1900.00
F for Tasic•Farce Meeti 4.0 1200.00 15.0 11,050.00 8.0 11,200.00 12,450.00
G Facilitate #3 Task Force Meeting 2.0 1100.00 5.0 1350.00 3.0 1450.00 1900.00
SUB-TOTAL 36.0 11,800.00 71.0 14,970.00 30.0 14,500.00 111,270.00
J:1StandardslPropaaalslFe~ Estirn~l~.~ds p~
1
fi l~ A L S L -~ ~ D S C A P E A R C H I T E C T l' R F. I ~ ('
FEE ESTIMATE WORKSHEET
CLIENT: City of Saratoga
PROJECT :Management of Partnership Process
BLAi JOB N0. P98-27
BEALS LANDSCAPE ARCHITECTURE, INC.
Date: April 28, 1998
PREP. BY: Jay Beals
Task Description CT/D 550.00 PLA 570.00 PIC 1150.00 Total Fees
V A ent on Accournabil'
A Deve a Matra 12.0 5800.00 20.0 51,400.00 4.0 5600.00 52,600.00
B to for PPC M 4.0 5200.00 15.0 51,050.00 6.0 5900.00 52,150.00
C Facilitate #4 PPC Meeti 2.0 5100.00 6.0 5420.00 4.0 5600.00 51.120.00
D P e far Task Farce Meeti 50.00 15.0 E1,050.00 8.0 51,200.00 52,250.00
E Facilitate #4 Task Force Meeting 2.0 5100.00 5.0 5350.00 3.0 5450.00 SgpO.Op
SUB-TOTAL 20.0 51,000.00 61.0 54,270.00 25.0 53,750.00 59,020.00
Task Description CT/D 550.00 PLA 570.00 PIC 5150.00 Total Fees
VI Contract Devel ment
A Meeti tillStaff & Council 2.0 5100.00 8.0 5580.00 6.0 5900.00 51,560.00
B Meeti w/User 2.0 5100.00 8.0 5580.00 6.0 5900.00 51.560.00
C Meeti vWSchool Districts 2.0 5100.00 8.0 5560.00 6.0 5900.00 E1.560.00
D Presentation to PRC 50.00 50.00 3.0 5450.00 5450.00
E Presentation to City Cour>cil 50.00 50.00 3.0 5450.00 5450.00
SUB TOTAL 8.0 5300.00 24.0 51,880.00 24.0 53,600.00 55,580.00
TOTALS 57,100.00 517,290.00 522,950.00 547,340.00
•
•
•i
J:lStandard:lPropowk~F~e Estimab.bs ~~ Z
f. f- ~ 1. ~ L A \ U 5 C A P E A R C H I T E C T I' k F i ti
• ERHIBIT C
FACILITIES AND EQUIPMENT
City shall furnish physical facilities such as desks, filing
cabinets, and conference space, as may be reasonably necessary
for Contractor's use while consulting with City employees and
reviewing records and the information in possession of City. The
location, quantity, and time of furnishing said physical
facilities shall be in the sole discretion of City. In no event
shall City be obligated to furnish any facility which may involve
incurring any direct expense, including, but not limiting the
generality of this exclusion, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Standard Contractual Services Agreement Page 8 of 20
~ A:\CONTRACT.STD
J
EXHIBIT D
•
GENERAL PROVISIONS
1. INDEPENDENT CONTRACTOR. At all times during the term of
this Agreement, Contractor shall be an independent contractor and
shall not be an employee of City. City shall have the right to
control Contractor only insofar as the results of Contractor's
services rendered pursuant to this Agreement; however, City shall
not have the right to control the means by which Contractor
accomplishes services rendered pursuant to this Agreement.
2. LICENSES; PERMITS; ETC.
Contractor represents and warrants
to City that it has all licenses, permits, qualifications and
approvals of whatsoever nature which are legally required for
Contractor to practice its profession. Contractor represents and
warrants to City that Contractor shall, at its sole cost and
expense, keep in effect at all times during the term of this
Agreement any licenses, permits, and approvals which are legally
required for Contractor to practice its profession. In addition
to the foregoing, Contractor shall obtain and maintain during the
term hereof a valid City of Saratoga Business License.
3. TIME. Contractor shall devote such time to the performance
of services pursuant to this Agreement as may be reasonably
necessary for satisfactory performance of Contractor's
•
Standard Contractual Services Agreement
Page 9 of 20
A:\CONTRACT.STD
• obligations pursuant to this Agreement.
4. INSURANCE REQUIREMENTS. Contractor shall procure and
maintain for the duration of the contract "occurrence coverage"
insurance against claims for injuries to persons or damages to
property which may arise from or in connection with the
performance of the work hereunder by the Contractor, its agents,
representatives, employees or subcontractors. The cost of such
insurance shall be included in the Contractor's bid.
A. Minimum Scope of Insurance. Coverage shall be at least
as broad as:
• (1) Insurance Services Office form number GL 0002 (Ed.
1/73) covering comprehensive General Liability and
Insurance Services Office form number GL 0404
covering Broad Form Comprehensive General
Liability; or Insurance Services Office Commercial
General Liability coverage ("occurrence" form CG
0001.)
(2) Insurance Services Office form number CA 0001 (Ed.
1/78) covering Automobile Liability, code 1 "any
auto" and endorsement CA 0025.
Standard Contractual Services Agreement Page 10 of 20
~ A:\CONTRACT.STD
(3) Workers' Compensation Insurance as required by the
Labor Code of the State of California and
Employers Liability Insurance.
B. Minimum Limits of Insurance. Contractor shall maintain
limits no less than:
(1) General Liability: $1,000,000 combined single
limit per occurrence for bodily injury, personal
injury and property damage. If commercial General
Liability Insurance or other form with a general
aggregate limit is used, either the general
aggregate limit shall apply separately to this
project/location or the genera-1 aggregate limit
shall be twice the required occurrence limit.
(2) Automobile Liability: $1,000,000 combined single
limit per accident for bodily injury and property
damage.
(3) Workers' Compensation and Employers Liability:
Workers' Compensation limits as required by the
Labor Code of the State of California and
Standard Contractual Services Agreement
•i
Page 11 of 20
A:\CONTRACT.STD
•
Employers Liability limits of 51,000,000 per
accident.
C. Deductibles and Self-Insured Retention. Any
deductibles or self-insured retention must be declared
to and approved by the City. At the option of the
City, either the insurer shall reduce or eliminate such
deductibles or self-insured retention as respects the
City, its officers, officials and employees; or the
Contractor shall procure a bond guaranteeing payment of
losses and related investigations, claim administration
and defense expenses.
D. Other Insurance Provisions. The policies are to
contain, or be endorsed to contain, the following
provisions:
(1) General Liability and Automobile Liability
Coverage.
a. The City, its officers, officials, employees
and volunteers are to be covered as insured
as respects: liability arising out of
activities performed by or on behalf of the
Standard Contractual Services Agreement Page 12 of 20
~ A:\CONTRACT.STD
Contractor; products and completed operations
of the Contractor, premises owned, occupied
or used by the Contractor, or automobiles
owned, leased, hired or borrowed by the
Contractor. The coverage shall contain no
special limitations on the scope of the
protection afforded to the City, its
officers, officials, employees or volunteers.
b. The Contractor's insurance coverage shall be
primary insurance as respects the City, its
officers, officials, employees and
volunteers. Any insurance or self-insurance
maintained by the City, its officers,
officials, employees or volunteers shall be
excess of the Contractor's insurance and
shall not contribute with it.
c. Any failure to comply with reporting
provisions of the policies shall not affect
coverage provided to the City, its officers,
officials, employees or volunteers.
d. The Contractor's insurance shall apply
•i
Standard Contractual Services Agreement
Page 13 of 20
~:\CONTRACT.STD
•
separately to each insured against whom claim
is made or suit is brought, except with
respect to the limits of the insurer's
liability.
(2) Workers' Compensation and Employers Liability
Coverage.
The insurer shall agree to waive_ all rights of
subrogation against the City, its officers,
officials, employees and volunteers for losses
arising from work performed by the Contractor for
the City.
•
(3) Professional Liability.
Contractor shall carry professional liability
insurance in an amount deemed by the City to
adequately protect the Contractor against
liability caused by negligent acts, errors or
omissions on the part of the Contractor in the
course of performance of the services specified in
this Agreement.
Standard Contractual Services Agreement Page 14 of 20
~A:~CONTRACT.STD
(4) All Coverage.
Each insurance policy required by this clause
shall be endorsed to state that coverage shall not
be suspended, voided, canceled by either party,
reduced in coverage or in limits except after
thirty (30) days' prior written notice by
certified mail, return receipt requested, has been
given to the City.
E. Acceptability of Insurers. Insurance is to be placed
.with insurers with a Bests' rating of no less than
A:VII.
F. Verification of Coverage. Contractor shall furnish
City with certificates of insurance and with original
endorsements effecting coverage required by this
clause. The certificates and endorsements for each
insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its
behalf. The certificates and endorsements are to be
received and approved by the City before work
commences. The City reserves the right to require
complete, certified copies of all required insurance
•
~i
•
>tandard Contractual Services Agreement
Page 15 of 20
-:\CONTRACT.STD
policies, at any time.
G. Subcontractors. Contractor shall include all
subcontractors as insured under its policies or sh-all
furnish separate certificates and endorsements for each
subcontractor. All coverage for subcontractors shall
be subject to all of the requirements stated herein.
H. The Risk Manager of City may approve _a variation in
those insurance requirements upon a determination that
the coverage, scope, limits and forms of such insurance
are either not commercially available or that the
City's interests are otherwise fully protected.
•
5.~ CONTRACTOR NO AGENT. Except as City may specify in writing,
Contractor shall have no authority, express or implied, to act on
behalf of City in any capacity whatsoever as an agent.
Contractor shall have no authority, express or implied, pursuant
to this Agreement to bind City to any obligation whatsoever.
6. ASSIGNMENT PROHIBITED. No party to this Agreement may
assign any right or obligation pursuant to this Agreement. Any
attempted or purported assignment of any right or obligation
pursuant to this Agreement shall be void and of no effect.
Standard Contractual Services Agreement Page 16 of 20
~A:~CONTRACT.STD
7. PERSONNEL. Contractor shall assign only competent personnel
to perform services pursuant to this Agreement. In the event that
City, in its sole discretion, at any time during the term of this
Agreement, desires the removal of any such persons, Contractor
shall, immediately upon receiving notice from city of such desire
of City, cause the removal of such person or persons.
8. STANDARD OF PERFORMANCE.
services required pursuant to this Agreement in the manner and
according to the standards observed by a competent practitioner
of the profession in which Contractor is engaged in the
geographical area in which Contractor practices its profession.
All instruments of service of whatsoever nature which Contractor
delivers to City pursuant to this Agreement shall be prepared in
a substantial, first class and workmanlike manner and conform to
the standards of quality normally observed by a person practicing
in Contractor's profession.
Contractor shall perform all
9. HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTORS. Contractor
shall take all responsibility for the work, shall bear all losses
and damages directly or indirectly resulting to him, to any
subcontractor, to the City, to City officers and employees, or to
parties designated by the City, on account of the performance or
•
•
Standard Contractual Services Agreement
Page 17 of 20
\ CONTRPaCT .STD
r
character of the work, unforeseen difficulties, accidents,
occurrences or other causes predicated on active or passive
negligence of the Contractor or of any subcontractor. Contractor
shall indemnify, defend and hold harmless the City, its officers,
officials, directors, employees and agents from and against any
or all loss, liability, expense, claim, costs (including costs of
defense), suits, and damages of every kind, nature and
description directly or indirectly arising from the performance
of the work. This paragraph shall not be construed to exempt the
City, its employees and officers from its own fraud, willful
injury or violation of law whether willful or negligent. For
purposes of Section 2782 of the Civil Code the parties hereto
recognize and agree that this agreement is not a construction
• contract. By execution of this Agreement, Contractor
acknowledges and agrees that it has read and understands the
provisions hereof and that this paragraph is a material element
of consideration.
Approval of the insurance contracts does not relieve the
Contractor or subcontractors from liability under this paragraph.
10. GOVERNMENTAL REGULATIONS. To the extent that this Agreement
may be funded by fiscal assistance from another governmental
entity, Contractor shall comply with all applicable rules and
Standard Contractual Services Agreement ~ Page 18 of 20
A:\CONTRACT.STD
y
regulations to which City is bound by the terms of such fiscal
assistance program.
11. DOCUMENTS. All reports, data, maps, models, charts,
studies, surveys, photographs, memoranda or other written
documents or materials prepared by Contractor pursuant to this
Agreement shall become the property of City upon completion of
the work to be performed hereunder or upon termination of the
Agreement.
12. COMPLIANCE WITH APPLICABLE LAWS. Contractor shall comply
with all laws applicable to the performance of the work
hereunder, including, but not limited to, laws prohibiting
discrimination based on race, religious creed, color, national
origin, ancestry, physical handicap, medical condition, marital
status or sex.
13. USE OF RECYCLED PRODUCTS. Contractors shall prepare and
submit all reports, written studies and other printed material on
recycled paper to the extent it is available at equal or less
cost than virgin paper.
14. PROFESSIONAL SEAL. Where applicable in the determination of
the contract administrator, the first page of a technical report,
•i
Standard Contractual Services Agreement
Page 19 of 20
A:\CONTRACT.STD
first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the
licensed professional responsible for the report/design
preparation. The stamp/seal shall be in a block entitled "Seal
and Signature of Registered Professional with report/design
responsibility" as per sample below.
Seal and Signature of Registered
Professional with report/design
•
responsibility.
Standard Contractual Services Agreement Page 20 of 20
A:\CONTRACT.STD
f ,
F-AI.IIIt11~
DEALEV, RENTON dL ASSOCIATES
Insurance Brokers
P.O. Box 12675
Oakland, CA 94604-2675
510-465-3090
Beals Landscape Architecture
Two North Market, Fifth Floor
San Jose, CA 95113
IaaNE DATE
CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE
DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BV THE
POLICIES BELOW.
COWPANIES AFFORDWG COVERAGE
COAPANV
LETTER A
COUPANV
LETTER B
COAPANV
LETTER C
LCEOT~RIW D
CObPANV
LETTER E
;:.;...
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOT WI?HSTANDING ANY REQUIREMENT. TERM ORCONOITIONOF ANV CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LMITS SHOWNMAY HAVE BEEN REDUCED BY PAID CLAMS
CO TYPE OFaifYpANCE POLN:YtWMBER POLIOYErIECT1YE POLICYEXPaiATI LIMBS
L DATE (MM/Dp/VV) DATE (MM/DD/W)
YCI\CNNL LlgtlRl l T
GENERAL AGGREGATE
4000000
A X COMMERCIALGENERAI LIABILITY CAP208832401 8/12/97 8/12/98 PRODUCTS-COMP/OPAGG = 2000000
CLAIMS MADE ~ OCCUR. PERSONAL d ADV INJURY s 2000000
OWNER'S & CONTRACTOR'S PROT. EACH OCCURRENCE = 2000000
FIRE DAMAGE IAn one Ilre) s 3000OQ
MED. EXPENSE (An one erson = 5 0 0 0
~ AUTOMOBILE LIAe0.RY
ANY AUTO
CAP208832401
8/12/97
8/12/98
COMBtNEO SINGLE
LIMIT
f
2000000
All OWNED AUTOS BODILY INJURY =
SCHEDUlEO AUTOS IPU pusonl
. x HIRED AU10S BODILY INJURY s
x NON-OWNED AUTOS (Per accident)
GARAGE LIABILITY
PROPERTY DAMAGE
f
EXOEtt LIABILRY
EACH OCCURRENCE
_
Uv18RELlA fORM AGGREGATE :
OTHER THAN t1MBRElIA EORM
WORKQi'a OOMPENtAT10N STATUTORY tIM11S ' '
RAID EACH ACCIDENT :
lMPLOYERa'LIABa
RY DISEASE-POLICY LIMIT =
. DISEASE-EACH EMPLOYEE _
B OTXEiI
PROFESSIONAL
LIABILITY
PL00844401
12/12/97
12/12/98
51,000,000 PER
CLAIM & ANNUAL AGG.
DESORa1T10N Of OPERATIONSILOOATIONfIVEMIOLESIfPEOIAI REMf
:.:. ,
SHOULD ANV OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF. THE ISSUING COMPANY wILL ENDEAVOR TO
;>:: MAIL 30 DAYSWRITTENNOTICETOTHECERTIFICATEHOLDERNAMEDT07HE
City Of Saratoga s' LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL MPOSE NO OBLIGATION OR
Attn: Irene JacObS ':: LIABILITY OF ANY KINDUPONTHECOMPANY.ITSAGENTSORREPRESENTATIVES
13 7 77 F r u i t v a I e Avenue :;: AurNOnIZED pE
Saratoga, CA 95070 ~ ~~~T~~j~~~~ ~ 193948000
9-11-1998 d:05PM FROM BEALS LANDSCAPE d08 287 0165 P.2
B~AL
S
~ cmr of sARATOGA L A N D S C A P E
PARK DEVELOPMENT PROCESS AR C H ITECTU R E
INC
ADDITIONAL SERVICES RESPONSE
AUDUST 28,1998
SCOPE OF SERVICES MODIFICATIONS
Beals landscape Anthitecturle haS been requested to provide services outside their current scope
of work to enable a positive conclusion to the park development project planning process. These
additional services have been. requested because of changes in the process resulting in
recommendations for developmerrt/improvements primarily located on school district property-~-
the one exception being the Blue Hill Hills/Azule property, where it would be a joint venture
project.
Currerrtly, there are no site plans at arty enlarged scale av~lable for the consultant to use in
preparation of site plans and budget estimades for the above sites. These are both required prior
to approaching the school districts with partiapation agreements. Therefore, the revised scope
of work will include the addition of enlarged aerial photos (from stock/library photos from Air
Flight Service) for the sites that are going to require further study: these include all sites with the
exception of Saratoga Elementary and Redwood Middle Schools, and E.1 Quito Park. At these
• three sites the mod cations are minimal, so they do rat require 8dditional drawings beyond the
200-sole sketches and descriptions which are currently in our contrail.
Because of the modifications noted above, we proppse c;t>anges in schedule and organization of
work different from those previously proposed In the original agreerneM. We believe that the
last phase of the contract, shown as roman number VI, entitled "Contract Development and
Ratification". should occur follo~nring preparation of tic plans and cost e9timetes--with the
exception of the presentations to the Park end Recreation Commission (PRC) and Clty Council.
Further, we believe this should occur during the period between the Task Force meeting a-Ki and
the final Task Force meeting ~4. Not oNy are the p~ and costs required for Task Foroe
approval before being forwarded to PRC and Counal, but so are the tentative agreements
relating to partnerships, responsibilities, and aCCOUntabilities that need to come out of this dialog.
Therefore, we axle suggesting, in the attached schedule, that lire phasing be mod~ed to go tbm
Task Force meeting atKi to new work items for obtaining aerial photogra~pFrs, preparation of
schematic plans and associated budget analysis to the contract development stage, followed by
the agreement on accountability at Task Force meeting #r4, and ending with the presentations to
the Parts and Recreation Commission and City council.
ADDITIONAL SERVICES
1. One Meeting with the Staff liaison to detemune project requests for additional s®rvioes.
2. Re-coop-ng of project irkluding services. timelinalschedule, d~anges and site plan
requirements.
3. Co-ordination with Air Flight Service to obtain pricing and aerial photographs.
• 1. The sc~e wilt be 1"= 100'-0" for the foNowing sites.
• Marshal! Lane Elementary
• Foothill Elerrrentary
• • Congress Springs Park
F:uoesse~~u s~aaroc~ coru~nTn~c~corrracruwara-ux srrtvaES ea+-9eoa Faye 1
iWV NUHIrt MARKET F~FTM Fi QOR SAN JOSE, CA ~ yj! t3 - PHOhE 4A9-287-cep? ~ FAX 4U~•287.0165 UC NO 15:la
9-11-1998 G.:05PM FROM BEALS LANDSCAPE d08 287 0165
• Argonaut Eiernentary
• MacAuliff Elementary
2. We have in possession uprated aerials of Blue HiIls/Azule 8~ Kevin Moran at 1"=
50'-0"
3. No aerials or further design plans will be r+3quired for EI Quito Parlc. Redwood
Middle or Saratoga Elementary Schools. Reports and costing will be handled in
text foram onry.
4. Preparation of schematic plans for the fdlowing sites based on Task Force direction at the
8/19/98 meeting.
• Blue Hills School/Azule Park 1" =50'-0"
• Marshall Lane Elementary 1" = 100'-0"
• Foothill Elementary 1" =100'-0"
• Congress Springs 1" = 100'-0"
• Argonaut Elementary 1" = 100'-0"
• MacAuliff 1" = 100'-0"
• Kevin Moran Park 1" =50'-0"
5. Preparation of detailed budget analysis for each site noted:
• Area of land.
• Development COStS.
• _ Fee/permit costs.
• Anticipated maintenance oDSts.
• 6. P ect
r'DJ ~~
Additional Compensation: We propose a fee of $17,942.50 to accomplish the additional
scope items listed above. A detailed matrix of these costs are noted on the attached Exhibit
A.
7. Project Schedule: We propose the attached modification to the can ent organlzartion of wvrlc
items and schedule. Please note that the items in bold ills/lcs are additional scope items.
The others items are contained in our current scope.
1. 8/31/96 Submittal of additional services request to City
2. TBD Submittal of additional services to City Council for action
3. TBD City Council Approval
4. Week 1 Amendment to BIAi contract
5. Week 1 BLAi begins additional services
6 Week 1 Coord)nation 8 Onduing of Aerials
7. Weeks 2-3 Preparation of Schs~matic Plans
• 8. Week 4 Pr+aparation of Budget Analysis
9. Weeks 5~ Contract Development: (Meeting dates TBD)
Consultants will meet independently with all parties to review
P. 3
F:UOBS98196~12 SARATOGA CONSULTNGVCONTRACTIADpITIONA!SERVICES 831S6.DOC Paps 2
Fi F A L S L A N D S C A P E A R C H I T 6 C: T Il R F, 1 u ~,
BEALS LANDSCAPE 408 287 0165
• the speafrc site requirements and responsibilities included in
the final document(s).
A. Meeting with Staff and City Council Representative (2 total)
B. Meetings with user groups (6 total)
C. Meetings with the School Districts (3 total)
10. Weeks 7-S Agreement on Accountability
The final job of the Task Force is to reach agreement on who
will tie held accountable for what items. The agreement will be
based on a dear unden~tding of each stake-twlders role and
responsibility, This wilt indude improvements and maintenance
responsibilities with an understanding of real ousts and cost
burdens and methods of measurement.
A. Consultant will devebp a matrix on a site-by-site basis
of the users, site impact, suggested improvements and
maintenance oust parameters.
1. Complete preparation for the PPC meeting.
2. Review of provided material
3. Design of meeting and establish CPR
4. Establish agenda
5. Prepare required materials
B. Faalidate PPC meeting #4
_ 1. Prepare for the Task Force meeting.
2. Review of provided material
3. Design of meeting and establish CPR
• a. Establish agenda
5. Prepare required materials
C. Faalitate Task Force meeting rit4
1. Review maintenance general costs by level
2. Review roles, responsibilities of each group
3. Review general agreement and contract criteria
4. Review specific site-by~ite agreement drafts
5. Obtain agreement of accountabi8ty for
agreemerTts to send forward to City Attorney
and City Council
6. Celebrate the success of the work completed
11. Week 9 Contract Ratiflcation
The last pha-.se of the project is to work with the Staff and City
Attorney to develop a legal and binding document that is
concurrent with the draft documents and presentation to Parks
and Recreation Commission and City Council.
OPTIONAL AODI7'IONAL SERVICES
BLAi will prepare a report containing: a synopsis of the process at completion; milestones 8
recommendations for implementation; and impacts on current City and school mainterranoe
needs 8 costs. This would result in a final "shetP' document for use in implementation and could
be used as an attachment to the W.R.T. study already in place.
•
P, d
F:v08S9819lLtZ SARATOGA CONSULTMGVCONTRACTU~pDITgNAL SERVICES a.11~.DOC Pps 3
B E A L S L A N D S C A P E A R C H I T t C T U R F„ I N C.
~ 9-11-1998 d:06PM FROM SEALS LANDSCAPE 408 287 0165
+! ~ .
SEE ESTIMATE WORKSHEET
.~
cuErrr: c~ey of saraloQa
PROJECT : SantoQa Pant Development
J08 NO.: 98-1bc1
P. 5
arJ-t.s tJt~scJ~E ARCHITECTURE, itrc.
Date: 8129!98
PREP. 6Y: Trim
Task Deocription CTID 58000 JC 57400 PLA 180.00 PY Sy01) 00 PIC =150.00 Tool Fees
1 Mee ' wig Staff 1.00 560.00 50.00 10.00 50.00 1.00 5150.00 1210.00
2 Pr 1.00 560.00 50.00 10:00 50.00 2.00 1300.00 1360.00
3 Coordination wi8t AFS 2.00 5120.00 10.00 50.00 50.00 10.00 5120.00
4 ScAernaOc Phans 10.00
Blue FiillslAZtde 16.00 1960.00 24.00 51.680.00 4.00 5320.00 10.00 4.00 5600.00 53.560.00
Marshall lane 8,00 5480.00 16.00 51.120,00 2.00 5160,00 50.00 3.00 5450.00 S'1,210.Q0
FoothiN 6.00 5360,00 12.00 1840.00 2.00 1160.00 50.00 2.00 =300.00 51,660.00
Con S 6.00 13.00 8.00 1560.00 2.00 5160.00 50.00 1.00 5150.00 11.230.00
t 6.00 5360.00 8.00 1420.00 1.00 180.00 50.00 1.00 5150.00 51,010.00
MacAuliff 6.00 5360.00 6.00 5420.00 1.00 580.00 50.00 1.00 1150.00 51.010.00
Kevin Moran 8.00 5480,00 16.00 51,120.00 2.00 5160.00 10.00 3.00 5450.00 12210.00
5 P of 50.00
Blue HiBslAZ~e 6.00 5360.00 50.00 2.00 5160.00 50.00 0.25 537.50 S55T.50
Marsha~N lane 4.00 5240.00 50.00 f.00 580.00 SO.OD 0.25 537.50 5357.50
Foothill 3.00 5180.00 50.00 1.00 580.00 50.00 0.25 537.50 1297.50
tsss 2.00 5720.00 50.00 1.00 180.00 50.00 0.25 537.50 S237S0
2.00 5120.00 10.00 1.00 180.00 50.00 0.25 537.50 1237.50
Macl4afiff 2.00 1120.00 10.00 1.00 580.00 50.00 0.25 137.50 523750
Kevin Moran 4.00 SZ40.00 50.00 2.00 5160.00 50.00 0.25 537.50 S43T.50
6 Pr " 50.00 50.00 10.00 12.00 51200.00 10.00 11.200.00
Reiribtaseable Ems 5800.00
TOTALS 83. 5/98400 88. 56,160,.00 23. >;`1,8r0.00 1Z 11,20400 19.75 52,962.50 517,94250
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