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2011041805 - Project 10-15 - Los Gatos Creekside Sports Park - Callander Associates Consultant Services - Construction DesignMEETING DATE: 04/18/11 ITEM NO. COUNCIL AGENDA REPORT DATE: APRIL 12, 2011 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER SUBJECT: PPW JOB NO. 10-15 — LOS GATOS CREEKSIDE SPORTS PARK 411- 831-4402 AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR CONSULTANT SERVICES WITH CALLANDER ASSOCIATES TO PROVIDE ADDITIONAL DESIGN SERVICES FOR THE CONSTRUCTION OF LOS GATOS CREEKSIDE SPORTS PARK IN AN AMOUNT NOT TO EXCEED $156,700. RECOMMENDATION: Authorize the Town Manager to execute an Amendment (Exhibit A) to the Agreement for Consultant Services with Callander Associates (Attachment 1) to provide additional design services for the construction of the Los Gatos Creekside Sports Park in an amount not to exceed $156,700. BACKGROUND: On December 6, 2010, the Town Council authorized the Town Manager to execute a professional design services agreement with Callander Associates Inc. in the amount of $62,489 to perform preliminary design services for the Los Gatos Creekside Sports Park Project. Key tasks performed under this contract included participation at community meetings, development of conceptual site plans, refinement of plans based on community input, and evaluation of options for the pedestrian bridge. The draft site Master Plan is complete and currently moving through the approval process, including environmental review. PREPARED BY: TODD CAPURSO Director of Parks and Public Works Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator. -F' ance Community Development N:\PPW\MANAGEMENT\COUNCIL\CO UNCIL\10-15.LG.CreeksideSportsPark.Callender.Design. Amend.docx PAGE 2 APRIL 12, 2011 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10-15 — LOS GATOS CREEKSIDE SPORTS PARK 411-831-4402 DISCUSSION: Prior to the start of this project, staff prepared a scope of work and issued a request for qualifications and proposals with Callander Associates, Carducci and Associates, and Verde Designs responding. Based on staff review and ranking of qualification statements and proposals of the three vendors, Callander Associates ranked the highest and was awarded the contract. Callander Associates' proposal covered the complete project scope for the design and construction phases of the sports park, however staff made the decision to initially award only the Master Plan design phase of the work. Between November 2010 and February 2011, three community meetings were held for the purpose of gathering community input on desired features for the park, and to address community questions and concerns. The community input was compiled and integrated into two layout options. Staff utilized the Guiding Principles adopted by the Town Council along with input from the community meetings to determine a recommended concept for the draft Master Plan. With the completion of the community input process and the draft Master Plan, the Creekside Sport Park project will now move into the design and construction phase of the project. In order to ensure consistency as the project moves forward into the design and construction phase, staff now proposes to also award the next stage of work to Callander Associates. The proposed scope of work (Exhibit B) for the design and construction phase will include completion and submittal of a package for the Design Review Committee, development of construction documents, and assistance with the bid process and construction oversight for the park. Staff will collaborate with structural and geotechnical engineering firms to complete the pedestrian bridge design and construction documents. The design and construction phase of work will begin in April 2011,, and is anticipated to be completed by the end of December 2012. CONCLUSION: Staff recommends that the Town Council authorize the Town Manager to execute an Amendment (Exhibit A) to the Agreement for Consultant Services with Callander Associates (Attachment 1) to provide additional design services for the construction of the Los Gatos Creekside Sports Park in an amount not to exceed $156,700. PAGE 3 APRIL 12, 2011 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10-15 — LOS GATOS CREEKSIDE SPORTS PARK 411-831-4402 ENVIRONMENTAL ASSESSMENT: Approval of this consultant agreement is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: There are sufficient funds for this project as demonstrated in the fiscal table below. FY2010/11 Fiscal Impact 411-831-4402 Available Expended/ i Proposed Budget Encumbered Contract -vai Funding To Date Amount Bat $ 300,000 $ 136,664 $ 156,700 :TOTALS $ 300,000 ` $ OTAITIM- yD)?T[J S' BiA P9 Blueprint/Copies Consultation Services Design Services Environmental Studies 136,664 $ 156,700 22..:. . 33,093 62,489 41,060 156,700 TOTALS Attachments: 136,064.. ,.....` 156,700 _ . 1. Callander Associates Agreement for Consultant Services Exhibit A - Callander Associates Amendment to the Agreement for Consultant Services Exhibit B - Callander Associates Proposal dated April 11, 2011 THIS PAGE INTENTIONALLY LEFT BLANK ATTACHMENT 1 CLERK 1DEPARTMENT 0095 AGREEMENT FOR CONSULTANT SERVICES zHH _ a S1=t,G� / TO - THIS AGREEMENT is dated for identification January .4, 2011 and is made and between TOWN OF LOS GATOS., a California municipal corporation, ("Town") and cp ANDER ASSOCIATES, ("Consultant"), whose address is 311 Seventh Avenue, San Ieec,—Cali ili 94401. This Agreement is made with reference to the following facts. This contract will remain in effect from January 4, 2011 to December 31, 2011, I. RECITALS 1.1 The Town desire to engage Consultant to develop conceptual drawings, Master Plan documents, and design specifications for the Los Gatos Creekside Sports Park. 1.2 The Consultant represents and affirms that it is qualified and willing to perform the desired work pursuant to this Agreement. II. AGREEMENTS 2.1 Scope of Services. Consultant shall provide services as described in that Creekside Sports Park proposal for services sent to the Town on November 12, 2010, which is hereby incorporated by reference and attached as Exhibit A. 2.2 Time of Performance. Consultant shall perform the services described in this agreement as follows: Provide consultant services through the design phase of the sports park, which is estimated to be completed in June of 2011. 2,3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos. 2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 2.5 Information/Report Handling. All documents furnished to Consultant by the Town and .all reports and supportive data prepared by the Consultant under this Agreement are the Town's property and shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Consultant shall not make any of the these documents or information available to any individual or organization not employed by the Consultant or the Town without the written consent of the Town before such release. The Town acknowledges that the reports to be N,\PPWP.1\CIP\10.15 - Los Gatos Creekside Sports Parlc\Agreements\LandscapeArchProposals\Catlander Associates Creekside Agreement.docx 1 prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and Town's use of the information contained in the reports prepared by the Consultant in connection with other projects shall, be solely at Town's risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant. 2.6 Compensation. Compensation for Consultant's professional services shall not exceed $62,489, inclusive of all costs. Payment shall be based upon Town approval of each task. 2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the service and shall be accompanied by a detailed explanation of the work performed by whom at what rate and on what date. Also, plans, specifications, documents or other pertinent materials shall be submitted for Town review, even. if only in partial or draft form. Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows: Invoices: Town of Los Gatos Attn: Accounts Payable P.O. Box 655 Los Gatos, CA 95031-0655 2.8 Availability of Records. Consultant shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town. 2,9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion' of these services shall be assigned or subcontracted without the written consent of the Town. 2.10 Independent Contractor, It is understood that the Consultant, in the performance of the work and services 'agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior Written consent; the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing. N:\PPWPJ\CIP\10-I5 - Los Gatos Creekside Sports Park\Agreements\LandscnpeArchProposals\Callander Associates Creekside Agreement.docx 2 2.11 Conflict of Interest. Consultant understands that its professional responsibilities are solely to the Town. The Consultant has and shall not obtain .any holding or interest within the Town of Los Gatos, Consultant has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor .shall it enter into any such holdings or agreements. In addition, Consultant warrants that .it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself o.f ,such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ 'a person having such an interest in this performance of this Agreement, If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship, 2.12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor ifs subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational 'qualification pursuant to the California Fair Employment & Housing Act. III. INSURANCE AND INDEMNIFICATION 3.1 Minimum Scope of Insurance: Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage, iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences. iv. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1,000,000 which is N:\PPWPJ\CIP\10-15 - Los Gatos Creekside Sports Park\Agreements\LandscapeArchProposals\Callander Associates Creekside Agreement.docx 3 sufficient to insure Consultant for professional. errors or omissions in the performance of the particular scope of work under this agreement. General Liability: The Town, 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 Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions, ii. The Consultant's insurance coverage shall be .primary insurance as respects the Town, its officers, officials, employees and volunteers. Any insurance or self -insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers. iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is. brought, except with respect to the limits of the insurer's liability. 3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state .that coverage shall not be suspended, voided, cancelled, 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 Town. Current .certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk. 3,3 Workers' Compensation. In addition to these policies, Consultant .shall have and maintain Workers' Compensation insurance .as required by California law and shall provide evidence of such policy to the Town before beginning .services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees, 3.4 Indemnification. The Consultant shall save, keep, hold harmless and indemnify and defend the Town its officers, agent, employees and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by a willful or negligent act or omissions of the Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. N:\PPWPJ\CIP\10-15 - Los Gatos Creekside. Sports Park\Agreements\LandscapeArchProposnls\Callender Associates Creekside Agreensent,doex IV. GENERAL TERMS 4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara, 4.3 Termination of Agreement. The Town and the Consultant shall have the right to terminate this agreement. with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Consultant shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. 4.4. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Consultant. 4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal. 4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: TOWN OF LOS GATOS Attn: Town Clerk 110 E. Main Street Los Gatos, CA 95030 or personally delivered to Consultant to Consultant designates in writing to Town. CALLANDER ASSOCIATES Attn: Mark Slichter, Principal 311 Seventh Avenue San Mateo, CA 94401 such address or such other address as 4.7 Order of Precedence. .In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any N:\PPWPJ\CIP\10.15 - Los Gatos Creekside Sports Park\Agreements\LandscapeArchProposals\Callander Associates Creekside Agreement,docx 5 attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings. 4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement. Town of Los Gatos by: Greg Larson, Town Manager Recommended by: 0 Todd Capurso, Director PPW Approved as to Form: Judit1 J Propp, Callander Associates: Title I nehe, i iet ek �/ 6 11 wirri N:\PPWPJ\CIP\10-15 - Los Gatos Creekside Sports Park\Agreernents\LandscapeArchProposals\Callaoder Associates Creekside Agreement.docx 6 Ca'Ilander Associates Landscape Architecture., Inc. Via E-Mail Only November 12, 2010 (408) 399.5770 trap 1rAoC ,rzsr'Jos .gov Mr. Todd Capurso, Director Town of Los Gatos, Parks and Public Wor 8'Department 41 Miles Avenue Los Gatos, CA 95030 RE: CREEKSUDE SPORTS Pj ;RK/proposal for services Dear Todd: Getting the Creekside Spts Complex off on the right foot is predicated on an initial phase• that provides a vision .of the park on which all;subsequent plans will be based. The plan must go through a thorough vetting process, including public reviews and obtaining Parks, Planning artd•Council endorsements. The attached scope of 'services is written wijlh the intent of shepherding the project through this critical initial phase. .Among the tasks ix}Eluded in the scope are: • a detailed/ixtvestigation of the site • formulat' n of a steering group (technical advisory • committee) • iaiitial c • cept development • evaluat'on of alternatives, including phasing options • develo ment of cost estimates and establishing project budgets • public reviews • prese tations to the Parks Commission and Town Council Defining the •roject in a separate initial phase will yield additional benefit's: the scope for the subsequent construction document preparation phase can be tailored to a precisely defined project, and appropriate to the -task, .A. preci a scope for subsequent phase of services will be provided before completion of the initial tasks to avoid any in, erruption in project delivery,. We welcome the opportunity to assist you in this effort, Please call with any questions or comments related to any of the attached documents. Sincerely, 4L C°\g' Aiinsc. A. Mark Slichte , ASLA, Principal L74:0.044" Attachments: ope.of Services, dated November 12, 2010, five pages T • sk Matrix, dated November 12, 2010, two pages PTT110C ver7;ettel<Revis=d11-15-10.doc 311 Seventh Avenue 11100 Sun Center Drive, Suite 104 San Mateo, CA 94401.4259 • Rancho Cordova, CA 95670-6167 T 650 375 1.313 1916 631 1'312 F 650 344 3290 F 916.635 9153 www.callanderassod•ates.co.m w•ww.callanderassociates.com Landscape Architecture Urban Design Land Planning Park and Recreation Planning Environmental Planning Peter B..Callander, ASLA, Principal A. Mark Siichter, ASLA, Principal Brian G. Fletcher, ASLA, Principal Erik smith,.ASLA, Principal Benjamin W. Woodside, ASIA, Principal Creekside Sports Complex November 12, 2010 . Page 1 of 5 Scope. of Services. Keys to the success of the Creelcside Sports Park project include cultivating community support for a plan. consistent with the' adopted guiding principles, an initial phase. constructible. for the funds available, and sorting the proposed • improvements by ease of implementation to assure rapid delivery of core project components. The scope of work provided below includes all of the items necessary to define the project and guide the subseq4ent planning efforts, All tasks are as previously Identified in.the 1 I Q, with ref inernents or additions to the scope based on our experience.. Deliverables• are. noted in boldface-iia1'ics� 1.0 PROJECT START-UP & SITE INVESTIGATION 1.01 Staff, Meeting #1: Attend a project icicle -off meeting, tnrth the Town. An anticipated project schedule, large•scale aerial photo. of the site and the Town's• preliminary concept will brought to the meeting to facilitate discussion. Discuss anticipated improvements. and:,project intent, scope; budget, and timetable. Identify candidates :for inclusion in a.Technical Advisory Committee (TAC).. Meeting agenda and sunonary will be provided. 1.02 Background Data; Review all data pertinent to the: project as provided by the • Town, including as -built drawings and or site plans, and current topographic survey of the project site. 1.03 Administrative Tasks; Project start-up administrative tasks will include the following: a.. Establish files and administrative procedures, b, Finalize, prepare and adopt sub -consultant contracts, as necessary. c. Prepare Master Schedule and submit to the Town for approval, 1.04 Code Review.: Review Town codes, ordinances,; and policies pertaining to' the proposed project design, 1.05 Site Reconnaissance: Visit the .project site to complete a visual inventory, of the existing conditions and adjacent off -site impacts, .Photo document existing conditions and compileimages in a site photos binder for studio use and to facilitate team meetings. 1,06. Site Inventory Plan: Based on. survey .and topography data, input into computer and develop existing conditions base for Analysis and Design:. Prepare a site inventory plan at a scale of 1"=20' documenting existing conditions including: slopes,. solar exposure, riparian corridor, and edge conditions. 1.07 Synthetic Turf Field Considerations: For cornntunities with little prior experience in the implementation of synthetic turf fields it can be helpful to have a 'synthetic turf fields primer'. Prepare a brief report to address items of specific PJ110LosGatosScopeofServtces11.42.1.0,doc Creekside. Sports Complex. November 12, 22010 Page 2o'f5. concern to new .field owners including: a discussion .of turf types and manufacturers, procurement options, common eiwitontnental concerns, maintenance practices and replaceixielt:costs. 1.08 Pedestrian Bridge Implementatiorn Considerations: Prepare a bridge implementation assessment including a surnpagy of probable permitting requirements .and costs, an implementation schedule, a brief comparison .of 2-3 alternative structure types .and estimates of probable construction costs. Callender Associates would be assisted in these efforts''by, a trained, field biologist and a structural engineer. Provide a recomii end'ation for implementation as either part of the initial site improvements or as.a subsequent phase of construction. 1.09 Taslc Adtuinistration: Project Administration. as required tocoordinate the work with the Town and. Design team, 2.0 ANALYSIS AND DESIGN 2.01 .Preliminary Alternative Conceptual Designs: Develop preliminary conceptual design concepts. Plans to be prepared by hand at a scale of 1"=20' .arid :color rendered with all major featuresdearly labeled. One full size and 6 reduced copies of the; preliminary alternative conceptual design's to be provided at the meeting. Prepare estimates of probable construction costsfor each concept, Estimates to :be based on recent bid results for. projects with equivalent ''improvei eats. 2.02 Staff Meeting #2:.Attend one meeting with Town. Staff .to present and discuss preliminary .design concepts. Meeting agenda and summary, will be provided. Receive feedback from the Town on the concepts. 2.03 Alternative Conceptual Designs: Refine the design concepts for the park per staff comments. 2.04 Conceptual Design Elements Boards: Develop graphic boards for the various concepts and possible products that may be incorporated into the design concepts. Boards to show all.major element of the project include prefabricated structures, backstops, synthetic turf, shade structures and other elements. 2.05 TAC Meeting'#1:. Attend one meeting with Town Staff and TAC members to present and discuss preliminary design:: concepts. 1Vieeting agenda and summary will be provided. Receive feedback from staff and TAC members on the concepts. 2,06 Plan' Refinements: Based on input received in the TAC. meeting, proceed to refine the concepts in preparationfor presentation to the public. PJ1'1,0LosGa tosScopeol5ervicesll-1210.doc Creekside Sports Complex November 12, 2010 Page 3 of 5' 2.07 Public Meeting.#1:• Present the design concepts at one Public Community Meeting. For .the public meeting, assemble a slide. show. format presentation to be supplemented by large format plan graphics. .$lide show (Powerpoint) to include images of existing site, site analysis plan:, conceptual plans, and photos. of other. parks featuring improvements that could be aecoinmodated..at the site.. Powerpoint presentation to be previewed with Townstaff.and revised prior to public presentation••. For the:•:raneeting, make a presentation and solicit input from the community, Document public comments on a' lip chart. Collaborate with the community inidentifying, opportunities and constraints and recognizing OOmrnunity priorities. Prepare a meeting summary and forward to Town for .review and distribution. 2,08 Draft Preferred Plan: Based on feedback from the meetings, along with Town staff input, develop a refined: preferred concept design, 2.09 TAC Meeting #2; Attend onemeeting with Town Staff .and TAC members to present and discuss preliminary design concepts,. Meeting agenda. and summary will be, provided.. Receive feedback from staff and. TAC members on the, concepts, 2,.10 Plan Refinements: Based on input received In the TAC meeting, proceed to refine the conceptsin preparation for presentation to the public. 2,11 Public Meeting #2: Present the preferred designconcept at. one Pixbli,c Community Meeting,. Assemble and review presentation materials with Town staff prior to meeting. Presentation.materials to include large format plan graphics; a slide show with elements added• including, a listing of community priorities added and the draft preferred. plan. For the meeting, make a presentation and solicit.. input from the community. D'oatment public comments on a flip chart. Collaborate with the eorrununity in identifying refinements to the plan. Prepare a meeting summary and forward to 'Tema for review and distribution. 2.12 Staff Meeting #3: Attend one meeting with the Town to review and finalize comments that may have been raised during previous meetings. Meeting agenda and summary wilt be provided, 2.13 Final Preferred Plan: Finalize Conceptual Design Plan. Incorporating comments from the community and staff meetings, prepare a final preferred plan. 2.14 Perspective Rendering Develop one three dimensional color rendering. Prepare a digital model of the preferred plan for purposes of generating perspectives in Sketchup. Generate 2» 3 perspective views of the park and forward to. Town staff for review and discussion. Generate 2-3 large format color rendered' perspectives for use in presentation to Parks Commission, P7110LosGatosScopeofServices11-12-10.doc Creeksicde Sports Complex November 1Z 2010 Page 4 of 5 2.15 Estimate of Probable Construction Costs: Develop an estimate of probable construction costs for project improvements. Costs to be sorted by phases as warranted to respond to available budget. 2.16 Phasing Plan: Develop phased implementation plan as needed in order to prioritize improvements based on the available budget. phased implementation plan .to be superimposed on the preferred plan, with phase limits added as warranted, 2.17 Parks .Commission Meeting: Attend one Parks Commission meeting .to present preliminary schematic design plans, Make•a presentation Similar in format to the public meetings, withbrief Ode presenta iori and latge, orniat graphics available to.facilitate.dlalogue with. CommiSsioners.after presentation. All previously unpresented materials to be provided to Town staff for previewing and comment before incorporating.into presentation. - 2.18 Staff Fleeting #4; Hold an internal design workshop to.identifyrefinements to the preferred plan. 2.19 Planning Commission: Provide electronic and hard copies of plans, estimates and other deliverables as requested by Town staff for their use in presenting the project to the Planning Commission. 2.20 City Council: Attend one City Council meeting to present schematic design • plans. Presentation to be similar in format to the Parks Commission meeting, with brief :slide presentation and lame format graphics, All previously unpresented materials to be provided to Town staff for previewing -and .comment before incorporating into presentation. 3.0 REIMBURSABLE EXPENSES 3.01 All costs for printing, reproductions, special delivery, and all other costs directly related to the project would be billed as a reimbursable expense per the attached Standard Schedule of Compensation. The actual total amount for reimbursable expenses incurred would be billed monthly against the allowance. Receipts for all expenditures will be retained by Callender Associates and will be forwarded upon request, .P)11OLosGatosScopeofSe v1ces1.1-12-10.doc COMPENSATION SUMMARY Creekside Sports Complex November 12, 2010 • Page.S of 5 Callander Associates Structural Environmental Totals 1,0 Project Start-up and Site InvesUigatlon (lump sum) 0:8 073$1,500 $500.„.$20,073 2,0 Analysis and Desigi (lump sum) ,..,,,,.•r,r. $38,816 ..................... $38,816 3,0 •Reitxtbursabie Expenses (allowance) $3,600 Total Compensation $62,489 PJ110LosGatoaScopeofServlcesil-12-10;doc 1J Ch. IR 8 r1 to a 0 a .r1 .0 .Q .0 ' • r1 0 ; 8..8. ad: .r1 K1 j 0. ' 0 i `4 .0. 0'0tt� r1 to to . I I 1 1 1 ^1•: •1•" I •o 0',d3 ,ffl .0 Ea � t!a• tfi' is Ea 60 i. Co M tH , to .64 , to to ' to dY O .:1 • 'O Pi O O O$ .C.. o A ENO 't DO 01 Ea ' t/3 tq • EaC�1j 0 rEC�a�y.. e 0 ,rQ iEa • pp M ttt rl H ; . tF5 . 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Town and Consultant entered into an agreement for design consultant services in December, 2010 ("Agreement"), a copy of which is attached hereto and incorporated herein by reference. Consultant will provide additional design services which were not included in the original contract, in connection with Project 10-15 — Los Gatos Creekside Sports Park Project. AMENDMENT 1. The Agreement is hereby amended to provide additional design services for this project in accordance with this Amendment as shown on the letter from Callander Associates dated April 11, 2011 (Exhibit A) attached hereto and incorporated herein by this reference at a cost not to exceed $156,700. 2. Time of Performance; the service period of the consultant agreement shall be extended to June 30, 2012. 3. All other terms and conditions of the Agreement dated December, 2010 remain in full force and effect. IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment to the Agreement for Consultant Services as of the date indicated on page one. Town of Los Gatos by: Callander Associates by: Greg Larson, Town Manager Department Approval: Todd Capurso Director of Parks and Public Works Approved as to Form: Judith J. Propp, Town Attorney EXHIBIT B Callander Associates Landscape Architecture, Inc. Via Email Only April 11, 2011 (408) 399-5770 Fax (408) 354-8529 tcapurso@losgatosca.gov Mr. Todd Capurso, Director Town of Los Gatos Parks & Public Works D - • artment 41 Miles Avenue Los Gatos, CA 95030 RE: CREEKSID PARK / proposal for landscape architectural services Dear Todd: It's exciting to s e the Creekside Park project moving ahead with full support from the community. W/ en complete, Los Gatos will have a first-class athletic facility they can be proud to call their own. Before getting to the "ribbon cutting ceremony" for the park, there are a few steps remain g. The first step is obtaining Development Review Committee (DRC), Planning Commission, and Council approval for the park and pedestrian bridge, which includes the preparation p f a CEQA document by Geier & Geier. Once approved, it is anticipated that preparationf construction documents would commence. This proposal addresses post-CEQA and Town Council approval and is based on the following assumptions: • The own will furnish the design and working drawings for the pedestrian bridge for inco poration into a single bid package. • Tow to furnish soils report as required for park improvements. Town to furnish struchiral details into single bid package. • Envi onmental services provided by others. • The own will provide supplemental topo survey work for the park based on Callander Asso iates' mark-up dated December 27r', 2010. • Build > g demolition will be completed prior to the start of park construction. Town will address any h zardous materials abatement related to the building demolition. The topographic survey will b updated, post demolition to show the condition of the site as it will be received by the contra or for the park improvements. • Sanitar sewer connection will utilize existing facilities, with new lateral. Pumping waste to Universi y Avenue is not included in this proposal. • Arborist ervices will be provided by the Town. • A risk-lev- 1 SWPPP is included in the scope. 325 South First Street, Suite 300 Landscape Architecture PeterE. Callander, ASLA, Principal San Jose, CA 95113 Urban Design A. Mark Slichter, ASLA, Principal f 408 275 0565 San Mateo Land Planning Brian G. Fletcher, ASLA, Principal F 408 275 8047 Rancho Cordova Park and Recreation Planning Erik Smith, ASLA, Principal Marie Mai, Associate www.callanderassociates.com Environmental Planning Benjamin W. Woodside, ASLA, Principal Mr. Todd Capurso, Director RE: CREEKSIDE PARK / proposal for landscape architectural services April 11, 2011 Page 2 We have prepared the following scope of services to help guide you through t�h r-ent aung steps. This proposal is focused on providing expedient project delivery:.whiile allowing the Town ample opportunity for project review at key milestones. We --Gould propose to complete the following tasks in chronological order. The items show nrin-bold face italics are documents that we would prepare as part of our tasks. 1.0 PROJECT START-UP & SITE INV&STIGATION (under separate contract) 2.0 ANALYSIS AND DESIGN 2.21 Staff Meeting #1: Attend sj:1, gle meeting with Town to identify all required exhibits needed for the Town's er,y ironmental consultant. Discuss schedule for completion. Meeting agenda and summary will be provided. 2.22 Development Rev %w Committee (DRC) Package: Per our discussion with Fletcher Parsons on Marc 31st, we will prepare the DRC package to include the following elements: • Site plan including preliminary dimensions, turning radii, layout, hardscape delineation, parking)/Note: pedestrian bridge will be shown on site plan as furnished to Callander Associ fes by the Town. • Lands ape plan (species palette, plant locations) • Grad' g plan and site cross section (plan anticipated to show flow arrows, key spots, approximate earthwork quantity) • Utility plan • Submit PDF version of DRC package for Town review. 2.23 Inco p orate Comments: Based on comments received, refine DRC package. Submit final RC package in PDF format for Town's use in obtaining approval. 3.0 DESIGN DEVELOPMENT & CONSTRUCTION DOCUMENTS 3.01 Sta f Meeting #1 (combined with Task 2.21): Attend a construction document kick-off me ting with the Town. An anticipated project schedule, large scale aerial photo of the site nd the Council -approved preferred park plan will be brought to the meeting to facil'tate discussion. Discuss anticipated improvements, required Town standards, sco e, budget, and timetable. Meeting agenda and summary will be provided. 3.02 Back roundData: Review all data pertinent to the project as provided by the Town, inclu ing as -built drawings and/or site plans of adjacent improvements, and current topog`aphic survey of the site. 3.03 Administrative Tasks: Project start-up administrative tasks will include the following: a. Estab ish files and administrative procedures. b. Final' c1 prepare and adopt sub -consultant contracts as necessary. c. Prepar Master Schedule and submit to the Town for approval. 10059CDsScope_11.0411 O copyrighted 2011 Callander Associatgs Landscape Architecture, Inc. \\\\ Mr. Todd Capurso, Director RE: CREEKSIDE PARK / proposal for landscape architectural services April 11, 2011 Page 3 3.04 Site Reconnaissance: Re -visit the project site to complete a visual invento y o current site conditions once the adjacent storage facility project is compl to and existing buildings are demolished. Photo document existing cond��'ti ns and compile images in a site photos binder for studio use and to facilitate team meetings. 3.05 35% Design Development Submittal: Base on input provided by the Town, proceed with 35% Design Development. Plans tollow Town's standard format for construction drawings and will be prepared at 1"--70' using AutoCAD 2008. Sheet sizes to be 24"x36". The 35%0 package is anticipated to include: 1. Cover Sheet (1 sheet) 2. Existing Conditions Plan sheet) 3. Erosion Control Plan 2/sheets) 4. Demolition Plan (2 s Bets) 5. Drainage &Utility/ Ian (2 sheets) 6. Grading Plan (2)sheets) 7. Layout Plan (2eets) 8. Material Plan/(2 sheets) 9. Enlargeme7Plans (1 sheet) 10. Irrigation Plan (2 sheets) 11. Planting,i5lan (2 sheets) 12. Restroo jh Plan (1 sheet) 13. Draft Cf7onstruction Details (approx 6-8 sheets) 14. Electr cal Plan (4 sheets) 15. Outle of Technical Specification Sections 16. Uplated Estimate of Probable Construction Costs 17. Pedestrian Bridge Plans (furnished by others) 18. Pedestrian Bridge Specs (furnished by others) 3.06 Materials Packet: Compile material cut sheets, photos, and schematic details of ele -nts proposed for the project. Packet will include synthetic turf options, pavement sect' •ns, restroom plan and elevation, irrigation equipment, light fixtures, plant mat rials, goal netting, site furnishings and other project elements. 3.07 Sta tf Meeting #2: Meet with the Town to present, review and receive comments on the des'gn development plans (three sets will be provided). Meeting agenda and summary will be provided. 3.08 90% Submittal: Develop drawings and details to a 90% level of completion. Additional item to be included with the 90% submittal includes a draft SWPPP. 3.09 90% : stimate: Update quantities, items of work and prepare an updated estimate of proba i le construction costs. Prepare a bid form to include descriptions of work items, units o measure and cost extension for ease of bid comparison. Prepare an Engineer's Estima - in bid form format to facilitate comparison of estimate with bids. 10059CDsScope_11.0411 © copyrighted 2011 Callender Associa -s Landscape Architecture, Inc. Mr. Todd Capurso, Director RE: CREEKSIDE PARK / proposal for landscape architectural services April 11, 2011 Page 4 3.10 90% Project Specifications: Prepare technical Specifications (Division 1 hr g 16 in CSI format) in MS Word. 'Front end' specifications to be preed and provided by the Town. Front end specifications to include all Town standard contracting provisions. 3.11 Plan Check and Backcheck #1: Conduct in-house plan checking. Staff to incorporate comments into contract documents. Submi c6py of plan checking form with submittal. zto re 3.12 Staff Meeting #3: Meet with the Tow, present, sent, review and receive comments on the 90% plans (three sets will be provided). Meeting agenda and summary will be provided. 3.13 Final Permitting Submittal ackage: Review 90% submittal comments and coordinate for permit issuance and cp struction. Incorporate revisions to drawings, specifications and cost estimate to adelress Town comments. 3.14 Plan Check and Ba/kcheck #2: Perform final in-house plan check. Staff to incorporate comments into cod 'tract documents. Submit copy of plan checking form with final submittal. 3.15 Submittal A sembly: Prepare final submittal. Provide one stamped and signed set of plans and specifications. Final reproducible plans to be furnished on vellum. In addition, e1 ectronic copies of the final stamped signed plans will be provided on CD for the Town's use and record. 3.16 Task Administration: Project Administration as required to coordinate the work with the To n and Design team. 4.0 BIDIDING & CONSTRUCTION ADMINISTRATION During the bidding and constructionperiod we would like to be available to assist your full time p oject construction administrator. These services would be provided on an hourly bass as requested. Suggested services include: responses to bidder inquiries, preparatio of addenda, submittal reviews, and up to five (5) site visits during the course of a onstruction. 4.01 Pre - id Conference: Attend one (1) pre -bid conference to answer bidder questions. 4.02 Add nda Prep: Prepare addenda and provide responses to bid period questions. 4.03 Pre -Construction Meeting: Attend one (1) pre -construction meeting to answer design questions. 4.04: . Site Vi . its: Attend five (5) on -site meetings and field reviews followed by field reports. 4.05 Respons • to RFI's: Provide responses to contractor RFIs during construction period. 10059CDsScope_11,0411 © copyrighted 2011 Callender Associa s Landscape Architecture, Inc. Mr. Todd Capurso, Director RE: CREEKSIDE PARK / proposal for landscape architectural services April11, 2011 Page 5 4.06 Submittal Review: Review contractor submittals for conformance to contract documents. 4.07 punchlist. Substantial Completion Checklist: Attend substant'al ompletion walk and prepare 4.08 Final Walk-Thru: Attend final walk-thjo'ugh with the contractor to verify punchlist items have been addressed. 4.09 Record Document Preparation: Revise construction documents to incorporate Record Information as prow' ed by the contractor for the City's as -built records. Provide one set of record rawings to the City. 5.0 ADDITIONAL SERVICES 5.01 All tasks not sp cifically noted above could be performed as additional services. These tasks w uld include, but not be limited to, preparation of plans and specifications for mitigation planting and irrigation_all revisions or additional submittalssequired by the Town or any other agency's review, other meetings, additions design studies, or other tasks not specifically ndted in the foregoing. These se vices would be billed hourly or on a lump sum fee basis to be docume ted in a written amendment to this agreement. 6.0 REIM URSASLE EXPENSES 6.01 In ad/dition to the above fees, we would bill for all printing and reproduction, deli ery, horticultural soils samples, the communication and insurance sur arge, and other reimbursable expenses as noted in the attached Standard Schedule of Compensation. You should establish a tentative budget for these expenses (see 7.0 Summary below). These costs will be itemized on our invoice ancompared monthly with the total allowances to assist you in monitoring the e costs. 10059CDsScope_11.0411 © copyrighted 2011 Callander Associa s Landscape Architecture, Inc. Mr. Todd Capurso, Director RE: CREEKSIDE PARK / proposal for landscape architectural services April 11, 2011 Page 6 7.0 COMPENSATION SUMMARY 2.0 Analysis & Design (lump sum) $2,373 2.26 DRC package (hourly with $5,200 $ $ suggested budget of) 3.0 D.D. & C.D.'s (lump sum) $76 V $32,061 $11,200 $120,187 4.0 Bidding & Construction $..3,490 $0 $3,000 $21,490 Admin. (hourly as requested) 6.0 Reimbursable Expenses (allowar}ere) $5,150 $1,600 $700 $7,450 CA Noll to /�ZE 0 Subtotal $2,373 $5,200 Subtotal $108,139 $33,661 $14,900 Total Compensatigfi $156,700 Abbreviations CA: Callander A §ociates, prime consultant, landscape architects Nolte: Nolte Ve tical 5, civil engineer ZE: Zeiger En meers, electrical engineer If you have any urther thoughts or questions, please call. Should this proposal be acceptable to y u, please attach it to the Town's standard agreement and return for my signature to serve as our agreement for these services. Sincerely, 4LA., A. Mark S ichter, ASLA Callander ssociates Landscap€ Architecture, Inc. Attachments Standard Schedule of Compensation 2011 SJ Notice: Lai1idscape architects are licensed by the State of California. Ter s and conditions are subject to change after ninety days. 10059CDsScope_11.0411 © copyrighted 2011 Callander Associa s Landscape Architecture, Inc. Callander Associates Landscape Architecture, Inc. Standard Schedule of Compensation 2011 SJ (San Jose) General The following list of fees and reimb usable expense items shall be used in providing service in the agreement. These amounts sl be adjusted in January, upon issuance of an updated Standard Schedule of Compens tion: Hourly Rates Senior Principal Principal Associate 1 Associate 2 Associate 3 Project Manag-r 1 Project Mana -er 2 Project Man er 3 Project M ger 4 Project M ager 5 $201/hour $155/hour $150/hour $139/hour $125/hour $139/hour $125/hour $120/hour $113/hour $108/hour Construction Manager $123/hour Assistant 1 $113/hour Assistant 2 Assistant 3 Assistant 4 Assistant 5 Assistant 6 Word Processor Accounting $108/hour $96/hour $89/hour $78/hour. $71/hour $90/hour $105/hour Reimbursable Expenses All costs for photography, printing and plotting, special delivery, insurance certificate charges, charges for Waivers of subrogation, local business licenses, sales taxes, assessments, fees, mileage, all tIi_ ADD and visual simulation ancillary costs, such as data transfers, tapes and outside services, and all other costs directly related to the project will be billed as a reimbursablI expense at our cost plus a fifteen percent (15%) administration charge. The cost of professional long distanc surcharge o Payments. Payments ar past due subj upon signing liability insurance and all costs associated with cell phones, electronic mail, faxes, phone charges and related telecommunications shall be charged as a combined 2.5% on the total fees. FeeSchedule2011SJ © copyrighted 2011 Callan Landscape Architecture, 325 South First Street, Suite 300 San Jose, CA 95113 T 408 275 0565 F 408 275 8047 Marie Mai, Associate due within ten days after monthly billing with amounts more than thirty days ct to a 1.5% per month interest charge. Retainer amounts, if indicated, are due he agreement and shall be applied to the final invoice for the project. er Associates c. San Mateo Rancho Cordova www.callanderassociates.com Landscape Architecture Urban Design Land Planning Park and Recreation Planning Environmental Planning Peter E. Callander, ASLA, Principal A. Mark Slichter, ASLA, Principal Brian G. Fletcher, ASLA, Principal Erik Smith, ASLA, Principal Benjamin W. Woodside, ASLA, Principal THIS PAGE INTENTIONALLY LEFT BLANK