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09-22-1998 Parks & Recreation agendaSARATOGA PARKS & RECREATION COMMISSION Meeting Agenda September 22, 1998 - 8:00 p.m. Administration Conference Room 13777 Fruitvale Avenue, Saratoga, CA 95070 AGENDA The Parks & Recreation Commission will be meeting prior to the joint meeting with the City Council to discuss the agendized items. Staff will be updating the Commission on new developments. If you have any questions, call Irene Jacobs at (408)868 -1215. Joint City Council and Parks & Recreation Commission Meeting September 22, 1998 Summary of Parks Development Fund Projects The following is a short summary of progress that has been made on the various Park Development Fund Projects since the last joint meeting with the Parks and Recreation Commission this past March. 1. Playfield Development Project: This project has been the main focus of the Commission for the past six months. Since the last joint Council and Commission meeting, a project manager has been hired, a Task Force has been formed and three out of the four scheduled meetings with the Task Force have taken place. The Commission is very excited about the progress that has been made by the Task Force and the general consensus that has been reached thus far by the school districts and the user groups. Staff will be requesting at tonight's meeting that Council approve some changes to the original scope of services for the project manager (please see attached memo). 2. Trail Improvements: Over the past six months, the Commission has received a large amount of correspondence regarding trail conditions and trail concerns as they relate to new developments. As a response to this, the Commission has designated a Trail Sub - committee, (Commissioners Swan & Iannou) , who have dedicated themselves to researching trail concerns. The sub - committee follows up on concerns raised by the public in addition to being pro -active in their attempts to secure existing trails and insist that new developments upgrade trails to the level outlined in the Parks and Trail Master plan. To date, the Trails Sub - committee has met several times with Planning staff and will continue to do so in order to clarify some concerns that exists with trails and the new development process. In addition, the Parks and Recreation Commission is finalizing their Trails Grant Program. In the past, volunteers have approached the City and volunteered their time to clean up and improve certain sections of existing trails. The City would then supply the volunteer group with the necessary materials for their particular project. The Commission believes that by formalizing this process, it will encourage more residents to volunteer their time to make improvements to the trails they most use. Also, by establishing a formalized process, the Commission will be better able to document when and where the trails have been improved and those sites that still need attention. 3. Warner Hutton House Improvements: The design plans for improvements to the Warner Hutton House are near completion. The Commission recently heard from the Friends of the Warner Hutton House who requested that in addition to the $5,000 originally allocated to pay for the design plans, the Friends would like to see the cost of the improvements ($70,000 to $100,000) come from the Park Development Fund. The Commission asked the Friends to return with more solid cost estimates so that the Commission would be better able to re- evaluate the balance of the Park Development Fund once some of the approved prioritized projects were completed. 4. Community Center Renovation: At the last joint meeting with the Commission, Council requested information regarding costs associated with a feasibility study for improvements to the Community Center before any decisions were to be made about the future of the facility. Pamela Anderson Brule, of Anderson Brule Architects, was asked to perform a preliminary assessment of needs for the Community Center. This assessment will provide information needed to draft a Request for Proposals for a Feasibility Study and Master Plan for the renovation, addition to or rebuilding of the Community Center. The assessment process has begun. Last week a questionnaire was distributed to all instructors and contractors who utilize the Community Center to receive their input related to the facility. When the assessment is complete, this information will be presented to the Council who can then determine what they feel should be done to the existing facility. 5. Kevin Moran /Gardiner Park Play Equipment Replacement: Staff is in the process of having drawings drafted for each site. The Commission will have an opportunity to interview the vendors who have submitted responses to the City's Request for Proposal. After the preliminary designs have been sketched, a neighborhood meeting will be scheduled to allow residents to share ideas and any concerns related to the new play equipment which will then be incorporated into the final design of the site. This project will receive first priority after the Playfield Task Force has disbanded and the final project has been approved. 6. Heritage Orchard Improvements: There have been no new developments with this project. The Commission will continue to explore other opportunities that can be arranged for the Heritage Orchard and how it is cared for. 7. Wildwood Park Restrooms: Staff has narrowed down the search for turn -key operations to two vendors that staff feels most closely meets the needs of the City. Staff is making arrangements for the Commission to meet with these vendors so a recommendation can then be made to Council regarding the restrooms at Wildwood Park. MEMORANDUM Date: September 22, 1998 To: City Council From: Irene Jacobs, Staff Liaison to the Parks and Recreation Commissi RE: Playfield Development Project - Modification to Project Manager's Original Scope of Services I have attached for you a revised request that was submitted by Beals Landscape Architecture to modify their original scope of services as Project Manager for the Playfield Development Project. Mr. Beals is requesting that the City take this project through the first stage of development which would entail creating schematic plans for four of the seven sites identified by the Playfield Task Force, (Blue Hills Elementary /Azule Park, Marshall Lane School, Foothill School and Congress Spring Park). In addition to schematic plans, a budget analysis would be prepared for each site which would allow for more effective negotiations between the City, School Districts and user groups. Staff requested that three Public Input Meetings be included in the scope of services revision for the neighborhoods surrounding these sites. These Public Input Meetings would be designed with the intent to hear the ideas and /or concerns of the surrounding community and to attempt to respond to and or incorporate these ideas during the schematic stage of development. Staff is recommending that a Public Input Meeting be scheduled for the neighborhoods surrounding the Blue Hills Elementary /Azule Park site, Marshall Lane School site and the Foothill School site. The Parks and Recreation Commission has scheduled a meeting to review this most recent modified scope of services request at 8:00 p.m. before its joint meeting with the City Council. Council will be asked to approve the revised scope of services at tonight's meeting. If Council approves this request, staff and the project manager will begin work tomorrow morning to begin to implement this revised schedule. If I can answer any questions, please feel free to call me at 868 -1215 or 972 -0888. 9 -22 -1998 10:56AM FROM BEALS LANDSCAPE 408 287 0165 CITY OF SARATOGA PARK DEVELOPMENT PROCESS ADDITIONAL SERVICES RESPONSE AUGUST 28, 1998 REVISED SEPTEMBER 21,1998 SCOPE OF SERVICES MODIFICATIONS P. 2 BEALS LANDSCAPE ARCHITECTURE INC. Beals Landscape Architecture, Inc. 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 due to changes in the process, resulting in recommendations for development/Improvements primarily located on school district property. The one exception is the Blue Hill Hills/Azule property, where it would be a joint venture project. Currently, there are no site plans at any enlarged scale available for the consultant to use in preparation of site plans and budget estimates for the above sites. These are both required prior to approaching the school districts with participation 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 Blue Hills Elementary/Azule Park, Marshall Lane Elementary, Foothill Elementary, and Congress Springs Park. Budget estimates for MacAuliffe Elementary and Argonaut Elementary will be prepared based on the detailed data generated during the study of the above sites, and thus do not require photo enlargements. At Saratoga Elementary School, Redwood Middle School, and El Quito Park. the modifications are minimal and they will not require additional drawings beyond the 200 -scale sketches and descriptions currently in our contract. Because of the modifications noted above, we propose changes in schedule and organization of work different from those previously proposed in the original agreement. We believe that the last phase of the contract, shown as roman number VI, entitled "Contract Development and Ratification ", should occur following preparation of schematic plans and cost estimates - with the exception of the presentations to the Parks and Recreation Commission (PRC) and City Council. Further, we believe this should occur during the period between the Task Force meeting #3 and the final Task Force meeting #4. Not only are the plans and costs required for Task Force approval before being forwarded to PRC and Council, but so are the tentative agreements relating to partnerships, responsibilities, and accountabilities that need to come out of this dialog. Therefore, we are suggesting, in the attached schedule, that the phasing be modified to go from Task Force meeting #3 to new walk Items for obtaining aerial photographs, preparation of schematic plans and associated budget analysis to the contract development stage. followed by the agreement on accountability at Task Force meeting #4, and ending with the presentations to the Parks and Recreation Commission and City council. ADDITIONAL SERVICES 1. One Meeting with the Staff liaison to determine project requests for additional services. 2. Re-scoping of project including services, timelinelschedule, changes and site plan requirements. 3. Co- ordination with Air Flight Service to obtain pricing and aerial photographs. 1. The scale will be 1 "= 1W-W for the following sites. • Marshall Lane Elementary • Foothill Elementary • Congress Springs Park 11 SERVEMPROJECTSUOSS9M12 SARATOGA CONSULTIMCONTRACTMI)ITIONAL SERVICES 9.21.9&DOC TWO NORTH MARKET - FIFTH FLOOR - SAN JOSE, CA • 95113 • PHONE 408. 287 -4202 - FAX 408 -P87 -0165 • LIC. NO.1534 9 -22 -1998 10:57AM FROM BEALS LANDSCAPE 408 287 0165 2. We have in possession updated aerials of Blue Hills/Azule & Kevin Moran at 1 "= W-U'. 3. Design plans and recommendations for Argonaut and MacAuliffe Elementary Schools will be done at 8.5 x 11" using existing information, with detailed budget estimates to be extrapolated from the analyses of the above sites. 4. No aerials or further design plans will be required for El Quito Park, Redwood Middle or Saratoga Elementary Schools. Reports and costing will be handled in text form only. 4. Preparation of schematic plans for the following sites based on Task Force direction at the 8/19/98 meeting. • Blue Hills School /Azule Park 1" = 50'-0" • Marshall Lane Elementary in = 100' -0" • Foothill Elementary I"= 100'-0" • Congress Springs 1" = 100' -0" 5. Preparation of detailed budget analysis for each site noted: • Area of land. • Development costs. • Fee/permit costs. • Anticipated maintenance costs. 6. Public Input Meetings: One meeting will be held for each of the following sites following schematic design and the initial meetings with the School Districts. • Blue Hills School /Azule Park • Marshall Lane Elementary • Foothill Elementary The purpose of these meetings is to share the schematic design plans with the neighboring community and receive comments and feedback. This information will be forwarded to the Parks and Recreation Commission and City Council in text form. No changes will be made to the design graphics. 7. Project Management: This includes the time required to manage the project and staff to meet budget and schedules. 8. Additional Compensation: We propose a fee of $15,680.00 to accomplish the additional scope items listed above. A detailed matrix of these costs are noted on the attached Exhibit Project Schedule: We propose the attached modification to the current organization of work items and schedule. Please note that the items in bold italics are additional scope items. The others items are contained in our current scope. 1. 8/31198 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 BLAi contract 5. Week 1 BLAi begins additional services 6. Week 1 Coordination b Ordering of Aerials 7, Weeks 2 -3 Preparation of Schematic Plans 11SERVEWROJECTSUOSSI)OM -12 SARATOGA CONSULTIMCONTRACTIADDITIONAL SERVICES 9- 21.9900C Page 2 8 Fi A L S L A N D S C A P E A R C H I T E C T U R E, I N C. P. 3 9 -22 -1998 10 -58AM FROM BEALS LANDSCAPE 408 287 0165 P.4 8. Week 4 Preparation of Budget Analysis 9. Weeks 5-6 Contract Development: (Meeting dates TBD) Consultants will meet independently with all parties to review the specific 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 7-8 Public Meetings 11. Weeks 9-10 Agreement on Accountability The final job of the Task Force is to reach agreement on who will be held accountable for what items. The agreement will be based on a clear understanding of each stake - holder's role and responsibility. This will include 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- by4ite basis of the users, site impact. suggested improvements and maintenance cost 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. Facilitate PPC meeting #4 1. Prepare for the Task Force meeting. 2. Review of provided material 3. Design of meeting and establish CPR 4. Establish agenda 5. Prepare required materials C. Facilitate Task Force meeting #4 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 -site agreement drafts 5. Obtain agreement of accountability for agreements to send forward to City Attorney and City Council 6. Celebrate the success of the work completed 12. Week 11 Contract 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 and presentation to Parks and Recreation Commission and City Council. OPTIONAL ADDITIONAL SERVICES BLAi will prepare a report containing: a synopsis of the process at completion; milestones & recommendations for implementation; and impacts on current City and school maintenance needs & costs. This would result in a final "shelf document for use in implementation and could be used as an attachment to the W.R.T. study already in place. USERVERIPROJECTSVOBS M-12 SARATOGA COI&SULTINOCONTRACTIADDRIONAL SERVICES 9~2t -6:DOC Page 3 H E A L S L A N D S C A P E A R C H I T R C T U R E. I N C. 9 -22 -1998 10:58AM FROM BEALS LANDSCAPE 408 281 0165 FEE ESTIMATE WORKSHEET CLIENT: City of Saratoga PROJECT: Saratoga Park Development BLAi JOB NO.: 98 -120 P. 5 BEALS LANDSCAPE ARCHITECTURE, INC. Data 829198 PREP. W. Trim Task Description CTID $60.00 JC $70.00 PLA $80.00 PM $100.00 PIC $150.00 Totel Fees 1 Meeft whh Staff 1.00 $60.00 $0.00 $0.00 $0.00 1.00 $150.00 $210.00 2 Pr ' 1.00 $60.00 $0.00 $0.00 $0.00 2.00 $300.00 $360.00 3 Kwdnsfion with AFS 2.00 $120.00 $0.00 $0.00 $0.00 $0.00 $120.00 4 Schematic Plans 1 $0.00 Blue KdWAmW 16.ODI $960.00 24.00 $1,660.00 4.00 5320.00 $0.00 4.001 $600.00 $3.560.00 Marst1a11 Lane 8.00 $480.00 16.00 $1,120.00 2.00 $160.00 $0.00 3.00 $450.00 $2.210.00 Foothill 6.00 $380.00 12.001 $840.00 2.00 $160.00 $0.00 2.00 $300.00 $1,660.00 Congress 6.00 $380.00 8.001 X60.00 2.00 $180.00 $0.00 1.00 $150.00 $1,230.00 5 of Bud9d AjOysis $0.00 Blue KdWAw1e 6.00 $360.00 $0.00 2.00 $160.00 $0.00 0.25 $37.50 $567.50 Mashall Lane 4.00 $240.00 $0.00 1.00 $80.00 $0.00 0.25 $37.50 $357 50 FoothiN 3.00 $180.00 $0.00 1.00 $80.00 $0.00 0.25 $37.50 $29750 Congers Wngs 2.00 $120.00 $0.00 1.00 580.00 $0.00 0.25 $37.50 $237.50 6 Public Meeti otal 3 M Pmp 6.00 $ 360.00 $0.00 $0.00 $0.00 100 $450.00 $810.00 Travel 3.00 $180.00 $0.00 $0.00 $0.00 3.00 $450.00 $630.00 Meetin 6.00 $360.00 $0.00 $0.00 $0.00 6.00 5900.00 $1,260.00 Meeii Minks 3.00 $180.00 $0.00 $0.00 $0.00 50.00 $180.00 7 1 Projed Man t $0.001 $0.00 1 $0.00 12.00 $1.200.00 $0,00 $1,200.00 R* urseable Expenses $800.00 TOTALS 73.00 $4,380.00 60.00 $4,200.00 15.00 $1,200.00 12.00 $1,200.00 26.001 $3,900.00 $15,680.00 Fee eotimdo for Additional Sonloes 9- 214Bxls P"e 1