Loading...
2010120604 - Project 10-15 Los Gatos Creekside Sports Park - Calleander Associates�pW N 06 DATE TO: FROM: MEETING DATE: 12/06/10 COUNCIL AGENDA REPORT NOVEMBER 19, 2010 MAYOR AND TOWN COUNCIL GREG LARSON, TOWN MANAGER ITEM NO: SUBJECT: PPW JOB NO. 10 -15 — LOS GATOS_CR SPORTS PARK 411 -831- 4402 AUTHORIZE THE TOWN MANAGER TO EXECUTE A PROFESSIONAL DESIGN SERVICES AGREEMENT WITH CALLANDER ASSOCIATES IN AN AMOUNT NOT TO EXCEED $62,489. RECOMMENDATION Authorize the Town Manager to execute a professional design services agreement with Callander Associates in an amount not to exceed $62,489. BACKGROUND In 2008, the County of Santa Clara purchased 13 acres of land from the Town of Los Gatos for $6 million. The land previously owned by the Town is completely surrounded by Vasona Lake County Park and was considered unusable for active recreational purposes. The $6 million proceeds from the land sale plus all accrued interest were placed in a reserve fund specifically for community and youth sports facilities. In 2009, just over $3 million from this fund was used to purchase a site located at 930 University Avenue. This site, the former home of a Verizon Corporation Yard, located immediately north of Vasona Lake County Park and adjacent to Los Gatos Creek, has been identified by the Town as the site of a future youth and community sports and recreation facility. In June of 2010, Council adopted a set of guiding principles to be used in the Master Planning for this new facility. The adopted FY 2010/11 - 201415 Capital Improvement Program budget designates funding in the amount of $300,000 for this project, which includes engineering and design services. PREPARED BY : TODD CAPURSO Director of Parks and Public Works Reviewed by: �)l Assistant Town Manager Town Attorney Clerk Administrator , Finance Community Development N:\ PPW\ MANAGEMENT \COUNCIL \COUNCIL REPORTS\2010 Reports\December 6 \10- 15.Creekside SpoitsparkFINAL.docx PAGE 2 NOVEMBER 19, 2010 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10 -15 —LOS GATOS CREEKSIDE SPORTS PARK 411 -831- 4402 DISCUSSION The development of the Creekside Sports complex represents the first active park development for the Town since Belgatos Park was opened in 1978. The Master Planning process will involve several community meetings and workshops to collect ideas and help shape the new facility. A design consultant will assist in developing the conceptual drawings for the community meetings and Master Plan, as well as the plans and specifications that will be used for the construction bid process. To select the design consultant, staff prepared a scope of work for the project and prepared a request for qualifications and proposals. The following consulting firms responded to the Town's request: • Callander Associates • Carducci and Associates • Verde Design Staff reviewed all three consultants qualification statements and proposals, and ranked each consultant accordingly. The proposal from Callander Associates ranked the highest of the three. Callander's proposal completely covers the project scope for the design. Callander Associates has provided landscape architectural planning, design, and construction administration services on numerous athletic facililities throughout northern California. Their experience in implementing projects with many of the same components found at the 930 University site make them uniquely qualified for this project. Recent projects designed and managed by this firm include sports fields for the Campbell Union High School District, Hawes Park field in Redwood City, Lower Highlands Field in San Carlos, and the Bayside Sports and Enviornmental Park. They have also completed the design work for Stojanovich Family Park in Campbell and Singleton Sports Park in San Jose. It is anticipated that project design will be completed by Spring 2011 and construction will begin in Fall 2011. CONCLUSION Staff recommends that the Town Council authorize the Town Manager to execute a professional engineering design services contract with Callander Associates in an amount not to exceed $62,489. ENVIRONMENTAL ASSESSMENT This is a project as defined under CEQA but is Categorically Exempt (Section 15301c).. A Notice of Exemption will not be filed. PAGE 3 NOVEMBER 19, 2010 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10 -15 —LOS GATOS CREEKSIDE SPORTS PARK 411 -831 4402 FISCAL IMPACT There are sufficient funds available for this project as demonstrated in the table. Consultation Services ; $ 7,000 Design Services 62,489 TOTAL 7,000 $ 62 Attachments: 1. Proposal from Callander Associates dated November 12, 2010 THIS PAGE INTENTIONALLY LEFT BLANK ATTACHMENT 1 Mr. Todd Capurso, Director Town of Los Gatos, Parks and Public W 41 Miles Avenue Los Gatos, CA 95030 RE: CREEKSIDE SPORTS Dear Todd: for services Getting the Creekside Sp9rts 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 revie // s and obtaining Parks, Planning and Council endorsements. The attached scope of services is written wii�h the intent of shepherding the project through this critical initial phase. Among the tasks ir)6luded in the scope are: • a detailed J' vestigation of the site • formulalbn of a steering group (technical advisory committee) • initial concept development • evaluati /on of alternatives, including phasing options • development of cost estimates and establishing project budgets • public Feviews • oreseratations to the Parks Commission and Town Council Defining the roject in a separate initial phase will yield additional benefits: the scope for the subsequent construction ocument preparation phase can be tailored to a precisely defined project, and appropriate to the task. A preci e scope for subsequent phase of services will be provided before completion of the initial tasks to avoid any interruption in project delivery. We welcomel the opportunity to assist you in this effort. Please call with any questions or comments related to any of the attached documents. Sincerely, 4 � A. Mark Slicht4, ASLA, Principal Attachments: 5 ope of Services, dated November 12, 2010, five pages T sk Matrix, dated November 12, 2010, two pages P T110CoverLetterRevis d11 15 - 10.doc 311 Seventh Avenue 11180 Sun Center Drive, Suite 104 Landscape Architecture San Mateo, CA 94401 -4259 Rancho Cordova, CA 95670 -6167 Urban Design T 650 375 1313 T 916 631 1312 Land Planning F 650 344 3290 F 916 635 9153 Park and Recreation Planning www.callanderassociates.com www.callanderassociates.com 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 Creekside Sports Complex November 12, 2010 . Pagel of 5 Scope of Services Keys to the success of the Creekside 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 subsequent planning efforts. All tasks are as previously identified in the RFQ, with refinements or additions to the scope based on our experience. Deliverables are noted in boldface italics. 1.0 PROTECT START -UP & SITE INVESTIGATION 1.01 Staff. Meeting #1: Attend a project kick -off meeting with 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 summary 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 compile images 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 communities 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 PJ110LosGatosScopeo fServicesl1- 12- 10.doc Creeksde Sports Complex November 12, 2010 Page 2 of 5 concern to new field owners including: a discussion of turf types and manufacturers, procurement options, common environmental concerns, maintenance practices and replacement costs. 1.08 Pedestrian Bridge Implementation Considerations: Prepare a bridge implementation assessment including a summary of probable permitting requirements and costs, an implementation schedule, a brief comparison of 2 -3 alternative structure types and estimates of probable construction costs. Callander Associates would be assisted in these efforts by a trained field biologist and a structural engineer. Provide a recommendation for implementation as either part of the initial site improvements or as a subsequent phase of construction. 1.09 Task Administration: Project Administration as required to coordinate 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' and color rendered with all major features clearly labeled. One full size and 6 reduced copies of the preliminary alternative conceptual designs to be provided at the meeting. Prepare estimates of probable construction costs for each concept. Estimates to be based on recent bid results for projects with equivalent improvements. 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. Meeting 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 preparation for presentation to the public. PJ11OLosGa tosScopeofServicesll- 12- 10.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. Slide show (Powerpoint) to include images of existing site, site analysis plan, conceptual plans, and photos of other parks featuring improvements that could be accommodated at the site. Powerpoint presentation to be previewed with Town staff. and revised prior to public presentation. For the meeting, make a presentation and solicit input from the community. Document public comments on a flip chart. Collaborate with the community in identifying opportunities and constraints and recognizing community 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 one meeting 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 concepts in preparation for presentation to the public. 2.11 Public Meeting #2: Present the preferred design concept at one Public 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. Document public comments on a flip chart. Collaborate with the community in identifying refinements to the plan. Prepare a meeting summary and forward to Town 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 will 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. PJ110LosGatosScopeofServicesl1- 12- 10.doc Creekside Sports Complex November 12, 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, with brief slide presentation and large formatgraphics available to facilitate dialogue 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 Meeting #4: Hold an internal design workshop to identify refinements 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 large 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 Callander Associates and will be forwarded upon request. PJ110LosGatos5copeofSen�icesl1- 12- 10.doc Creekside Sports Complex November 12, 2010 Page 5 of 5 COMPENSATION SUMMARY Callander Associates Structural Environmental Totals 1.0 Project Start -up and Site Investigation (lump sum), ........................ $18, 073..,.,..,..... $1,500............... $500.... $20,073 2.0 Analysis and Design (lump sum) ............ $38,816 ....................... ............................... $38,816 3.0 Reimbursable Expenses ( allowance) ............................... ......................... $3,600 Total Compensation ....................................................... ............................... $62,489 PJ110LosGatosScopeofServicesl 1- 12- 10.doc L � l� O N � N a� V Q d V w N �, EA H N E33 W U G G � �U N N W U — �o a o 0 y � N .Q .G u �! 01 Ca o 0, N U 'o rn N .G y N Q R�r x� o x U 2 d bs• o r C: p� C) C) a 0 o 0 g 0 0 CD CD 0 0 O o I : C q � 0 q { .Ot o I0� 0 o� ° o N 0 0 M t, t, . o0 fV OD ! 0 { c 00. t 0 0 o rn a ° r+ .tti o to �t i EA I. , I Efl I 'A EA to 'A EA to Eo (A (A EA fA I "I �tn �A tawwkf� E � bs,fA Ln 'AI.I EA to (A to EA EA N3 to 'EA EA to 1 EA' V I iA O O - C) O O O CD O O O O. '0 O O O 0 O O O O 0 S CD 0. O 0 M O M ' N C\ 0\ .--t m N EA _Efl EA trA to (Al (A to EA U11 i vs EA Eq to CD ° o , o 0 0 ' o 0 0 0 O o 0 0, 0 O ° o O (3% N t, Op oo N M O 0 00 � n N COO 'r•i N M �.. tri , r,. M �D N TAM EA EA to EA EA Ea. t A EA EA EA O O- 0 0 O� O O O O O Q EA to EA EA to tAi W V-�j ,-d H EV,-+ I � N` N 0 D 0 O 0 O I 0 O O O 1 oto to ; 00 o to . p O O4 (O oo© 00 .00 M if M M : IN y r•t I{ � M [ ! N M EA u4i -0 EA (p, [ A's tA 14, to v, o r, to 'A, EA EA to - 4 (AI tR to "to iEA tfi to tP, I 10 O\ cq 0\1 o �. EIj m 0 O 0 O N O O 0 -O 0 0 O 0• O o O ti, r 1111 I i en M tA . -EA EA� to 4 l. tA7 tnI EAl � . to ' EA to O IN. N W N W eN �! " 0 <ry ••+ [ N FN 0I.I tiI C 1 I 1 to M (Al OI O I O O I O O O O O O O I N I M W 'd \O r, l ttY o r•I o0, N O N W 00 tD T t OI. O[' N 00 Cp efl �0{ nl.[. EA EA EA 0 0 0 0 al O" C D 0 0 0 O 0! I o ;o o� o. 0, OF o! of N W.� N1 0 W iM lll tll ER o EA o tfi a �� to O I EA I - , EA FO Io I EA t U) o ! tAi to o ' EA 0 � I EA - EA 00 tri C) , Oil I !!o iO I 0 o o I o r+ OI Ln olF 12, Cl CN 00 LO M [ I N ei m y EA EA to [ I (I A � N � I II I •� ti; N R N I u II III I) ors vly'vllily I �0) G o m v 'd w �� � w u >' ct 0. "(H 1 I�I0.if.0. OU. I I I.�I ® F-,J�' IN O I ' i - 1 ; O If T 0V tV, Nj E`iI N[ cV tVt fVl :EV.I IN[ NI LN! 0 yl N v N v. "O 'O � O: OI'O O x� o x U 2 d bs• o r C: p� 0 0 0 0 0 0 0 o 0 g 0 0 0 O 0 o 0 0 O o I : C q � 0 q { .Ot o I0� 0 N 00 W M t, t, . o0 fV r•,. t\ CO N to) Et y. 0t CL EA — — H3 EA to EA to 'EA EA to Eo (A (A EA fA I "I �tn �A tawwkf� W�, bs,fA 'AI.I EA to (A to EA EA N3 to 'EA EA to 1 EA' V I iA O O - C) O O O CD O O O O. '0 O O O 0 O O O O 0 S 0. O 0. O M O M ' N C\ 0\ .--t m N EA _Efl EA trA to EA EA 0 EA tf to to to H3 O�j O � DD M N '00 N N COO m N tb �.. tri 0 CD 0 a 00 C. G\ V III to EA FA Efl EA Q EA to EA EA to tAi W V-�j ,-d H EV,-+ I � N` C ; N —; 0 0 O 0 O ' 0 O 0, 0. 1111 1 0 0) o to . p O O4 M M if M M : IN y r•t M to � M lNt, ! N M N ,•-, -t ,•-,. to 'A, EA EA to - 4 (AI tR to "to iEA tfi to tP, 0 O 0 O 0 O 0 O O O O O 0 -O 0 0 O 0• O o O 'n O 0 O {o I I O M M M c b... M ,N i i'N, N W N W eN ,-+ �O 0 <ry ••+ �0 " \0 to EA to to (Al EAi tR to EA EA us Ffl! tn EA` O t OI. O[' N Cp efl �0{ nl.[. O 0 o 0 0 0 0 0 al O" C D 0 0 0 O 0! I o ;o o� o. 0, OF o! of ER o EA o tfi a .� o to O I EA I - , EA FO Io I EA t U) o ! tAi to o ' EA 0 � I EA - EA 00 tri N , t i I ! to N ti tri M i r+ •'-` i m [ I (I A N N � U •� ti; G R N I u II III ors vly'vllily G (vl v w u >' 0. "(H 1 I�I0.if.0. ® F-,J�' IN O I ' i - 1 ; O If T 0V tV, Nj E`iI N[ cV tVt fVl :EV.I IN[ NI LN! x� o x U 2 d bs• o r C: p� � � N to N C/1 H �z U i N 9 rl 4 X � � � 9 � 3 c; o N O N m a O .O O' O O O O W 1I� CT N CT 11 {ice. O1 �.�0 Q1 �D O O N OD M E 2 H t A l ! o N I . U � N d3 1 N O 00 y N Hf Ni cV cMCI U _ v3 vas sfii Ni! tA' sfl cA _Mf .G 'N~ M O pp O po O O O I W g I N 1f? t 69 to '(A � VI cA N f N 1 li1 � O S i i � w � Hl' fA; ffiI 111 Ef3 bb - :[fl fA 1 1 00 o0 0o C > c 88 c � N eNi A rt W W ,� � kA EHf EA Ef?� fH tfl cR N O OI CD w \O N '6 tri N toll G M -+. 4 tW f tn to -0 O l 4 I In I I d 4 O U ! . pppp m '� N I I. I I r cl w NI N'i N(INF cVIIN i N 9 rl 4 X � � � 9 � 3 c; o N O N m a