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HomeMy WebLinkAbout02-04-1991 Parks and Recreation Commission Agenda4 ~~~~ 0 a~~ o a ~~~ ~~r ~ AGENDA SARATOGA PARKS AND RECREATION COMMISSION TIME: MONDAY, FEBRUARY 4, 1991 - 7:30 P.M. PLACE: SARATOGA COMMUNITY CENTER (Senior Day Care Center} 19655 Allendale Avenue, Saratoga, California TYPE: Regular Meeting A G E N D A I. ORGANIZATION A. Roll Call B. Minutes (Meeting of January 7, 1991) C. Posting of Agenda (Agenda was posted on the City Hall Kiosk on January 30, 1991.) II. OLD BUSINESS A. Commissioners' input for Council agenda building session III. NEW BUSINESS A. Beauchamps Park - Request For Proposal for professional services B. Dates for public dedication of new park equipment IV. COMMISSION AND STAFF REPORTS A. Warner Hutton House B. Teen Programs V. COMMUNICATIONS A. Youth Commission Minutes of 1/14/91 B. Input to article for The Saratogan Printed on recycled paper. O ~ ~~~ ~~ <~O ~ ~ e o e O e C~~~~ o~ ~ `~O~/~ 13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 (408) 867-3438 COUNCIL MEMBERS: 1/30/91 M E M O RAN D U M T0: Parks and Recreation Commission FROM: Secretary, Parks and Recreation Commission SUBJECT: MEETING OF MONDAY, FEBRUARY 4, 1991 Karen Anderson Martha Clevenger Willem Kohler Victor Monia Francis Stutzman II.A. As requested at the meeting of January 7, 1991, the Commissioners are being asked to give input for proposed programs, projects, goals, objectives and priorities to be reviewed by the City Council at its agenda building session. III.A. Approve both the Request for Proposal for professional services for the preparation of plans and specifications for improvements to Beauchamps Park, and staff's recommendation that Wallace, Roberts & Todd be selected to perform these services. B . Approve staff ' s proposed dates for an informal photo session to publicize replacement park equipment. IV.A.,B. Joan Pisani will provide the latest information on the Warner Hutton House and Saratoga's Teen Programs. Please let Marlene know if you will be unable to meeting. (867-3438) ~ Tr Secr~ tend this d Printed on recycled paper. SARATOGA CITY COUNCIL EXECUTIVE SUMMARY N0. MEETING DATE: AGENDA ITEM: CITY MANAGER: ORIGINATING DEPARTMENT: MAINTENANCE DEPARTMENT SUBJECT: BEAUCHAMPS PARK DESIGN - REQUEST FOR PROPOSAL Recommended Action: Approve attached Request for Proposal to obtain a landscape design of Beauchamps Park. Authorize staff to negotiate for the services of Wallace, Roberts & Todd (WRT) as landscape architects for this project. Summary: In the fiscal year 1990/91 Capital Improvements Program, Council approved $20,000 for design and $125,000 for construction at Beauchamps in fiscal year 1991/92. Recently, as part of the development of the Parks Master Plan, WR&T conducted a community workshop addressing future improvements of this site. It is recommended that Council approve the RFP and to authorize staff to send that request to only WR&T for the following reasons: 1) WR&T is currently under contract with the City for a Parks Master Plan and as part of that process, have conducted community workshops addressing development of Beauchamps Park site. 2) WR&T is certain to fast track this project. Construction will begin sooner than. if Council was to request proposal from other firms and staff/council goes through a selecting process. 3) Since WR&T has compiled and completed the necessary input information from the community which defined the potential usage of this site, they should negotiate a better price with the City. 4} Selecting WR&T will allow staff to work with one (1) firm on both the Parks Master Plan and the development of the Beauchamps Park site. 5 ) To date, WR&T, is doing an outstanding job in developing the Parks and Trails Master Plan. Staff is confident that WR&T will deliver an excellent working document. We have received many favorable comments regarding the community workshops conducted by them. Fiscal Impacts: As stated above, funds for the design and construction of this project are included in the five (5) year Capital Improvements Program; therefore, no additional funds should be required. Attachments: Request for Proposal Motion and Vote: REQUEST FOR PROPOSAL INTRODUCTION: The City of Saratoga is notifying interested Landscape Architects to design and prepare landscape construction documents for the development of the Beauchamps Park Site. BACKGROUND: The Beauchamps Park site was dedicated as a condition of approval for the surrounding single family home residential subdivision. The terms of the dedication did not include improvements to the site and it has remained unimproved although the housing units are now occupied. The issue of improvements in the short term is important to the surrounding community. The residents have expressed a clear objective of developing the site as a park that will service their neighborhood. The Beauchamps Park site is approximately two ( 2 ) acres and is owned by the City. The park faces east on Beauchamps Lane. The southern boundary is Crayside Lane and the northern boundary is Bowhill Court. SCOPE OF SERVICES TO BE PERFORMED: 1) Any design must include input from the community to finalize a clear definition of the site usage, character and any financial considerations for their development. 2) Based on the community's input and consultation with City staff, the architect shall prepare schematic design documents and probable construction costs and submit them to the City Manager/Council for approval. 3) After the approval of the schematic design documents, the architect shall prepare design development documents for approval. These design development documents shall consist of plans and drawings illustrating the size and character of the entire project as to site preparation, grading, drainage, landscaping, irrigation and such other elements as may be appropriate. 4) The architect shall submit a final estimate of probable construction cost. 5) The architect shall attend appropriate meetings with City staff and shall make formal presentations to the Park and Recreation Commission and City Council as necessary to finalize this project. SUBMITTAL RE4UIREMENTS: The proposal must contain the following elements: 1} A brief description of the background and capabilities of the firm. 2) A. detailed statement of direct relevant experience designing and developing landscaped park facilities. 3) Project leadership and staff assigned to this project and their qualifications. 4) Names and background qualifications of sub-consultants proposed to be used. Work done by others must be listed and contain all work not included in the proposal. Any work that is needed to complete the project which is not contained in this list will be considered part of the work provided by the architect and included in the proposal. 5) Description of honors and awards received for work done by the firm. 6) A schedule of fees or hourly rate charged by the firm. 7j An estimate of the total project cost required to provide the scope of work outlined above for the development of the site. 8) Provision of any other information that may assist the City in ascertaining your or your firm's qualifications. SELECTION PROCESS: Following an initial screening of all completed proposals by City staff, those firms with the appropriate qualifications will be invited to participate in an oral presentation before the City of Saratoga Parks and Recreation Commission. The Commissioner and staff's recommendation will be submitted to the City Manager/Council for their approval. PROPOSAL SUBMISSION DEADLINE: Proposals must be received by 5:00 pm on Please submit proposals to: Dan Trinidad, Director of Maintenance 13777 Fruitvale Avenue Saratoga, California 95070