May 26, 2023 Proposal #2023-042
Damien O’Bid, City Manager
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
VIA EMAIL: [email protected]
RE: Proposal – Landscape Architecture Services for Cator/Civic Center Park Enhancement Project, Cotati, California
Dear Mr. O’Bid,
Thank you for the opportunity to present you with this proposal for Landscape Architectural Services for the Cator/Civic Center Park Enhancement Project in Cotati, California. This letter establishes a proposed scope of services, budget, and schedule for working with you.
Based upon the City of Cotati’s recent Parks Capital Plan and discussions to date, INTEGRA Planning + Landscape Architecture (INTEGRA+) is proposing to provide landscape architectural services as outlined below and required by the City of Cotati for this project.
Our landscape plans will satisfy the requirements for the City of Cotati, including Topographic Survey, Conceptual Plans, Community Workshop, PSE’s and Design Assistance during Bidding and Construction phases along with Construction Management services. We look forward to providing you with exceptional design and customer service assistance through the design and construction process, and having your project approved and constructed as envisioned.
Based on our current workload, we can begin work within 2 weeks of receiving a signed contract and the requested items below. If the enclosed proposal is agreeable to you, please contact our office to process a formerly contract agreement.
Thank you for considering INTEGRA+ for your landscape architectural services. If you have any questions or need further clarification, please call me at (805) 441-7537/ (707) 852-0500 or contact me by email at [email protected] .
We look forward to working with you on this project.
Cordially,
Ric J. Hendricks, PLA #5094
Principal Landscape Architect
CATOR/CIVIC CENTER PARK ENHANCEMENT 2
Approach and Scope of Work
Project Approach:
INTEGRA+ understands the request is to provide Professional Landscape Architectural Design Services for a portion of Cator/Civic Center Park to include a dog run for large and small dogs and professional sand volleyball courts. In addition, reviewing ADA accessibility and landscape screening from adjacent properties is to be provided.
We fully understand INTEGRA+ will be working in full coordination and cooperation with the City of Cotati. We have had many similar opportunities over the years to have such working relationships.
Project scope, as we understand it, is to provide landscape architectural design services to include project administration, topographic survey for selected areas, conceptual design options, two (2) community workshop, preliminary PS&E’s at 50%, 100% and final bid set with specifications and estimates for each submittal for City of Cotati review and approval. This includes meetings and conferences calls with project team members throughout the various phases and one (1) City Council meeting with the City of Cotati.
For project management, INTEGRA+ will be providing a dedicated project manager, Ric J.
Hendricks, or Michael Cook, who will be the main point of contact for the project and oversee the overall project which will include progress reports, issue resolution and internal and external coordination.
The initial phase of the project is the most critical for the success of the project. Gathering necessary information to begin the process is essential to developing a sound design that then dovetails into a complete and successful documentation package in concert with the design team members.
For quality control, we use a system of checks, balances, and peer review with insight from our team of licensed Landscape Architects. Our team of licensed professionals with 40 years of experience will each review the drawings for completion, regulatory compliance, and constructability.
Our primary objectives for the Cator/Civic Center Park Project are to:
Provide aesthetically pleasing, fun and safe play for humans and dogs that enhances the area and user experience.
Provide site amenities that are functional and complement the site. Drought tolerate plant materials and low precipitation rate and highly efficient irrigation system using the latest technology.
Design a project that satisfies the client and the community.
CATOR/CIVIC CENTER PARK ENHANCEMENT 3
SCOPE OF WORK:
Task 1 – Project Administration:
1. Kick-Off meeting
a. Establish roles and contacts to define effective lines for communication. b. Discuss approach, scope of work, limit of work, project specifics, scheduling and design criteria developing a general framework for the project. c. Identify problem areas and discuss potential conceptual ideas and solutions. d. Share ideas about the project.
2. Request / review available data including mapping, utility mapping and information, R.O.W. information, topographic mapping, geotechnical reports, as-built drawings, utility information, easements, setbacks, etc. that will assist in the development of the conceptual plans.
3. Field investigation to determine the functionality of the existing irrigation system.
4. On-going meetings and coordination with the City of Cotati.
INTEGRA + will review all available information on the project including client information to gain a general knowledge of the existing conditions.
As project manager, Ric J. Hendricks or Michael Cook will be the team’s main point of contact at INTEGRA + and will oversee the entire project from start to finish. His responsibilities will include:
1. Scheduling updates
2. Key issue resolution
3. Team coordination
4. Team meetings/Conference Calls
5. Document review and compliance
TASK 2 – Topographic Survey (Cinquini & Passarino):
The topographic survey will be at a drawing scale of 1 inch = 20 feet, unless otherwise requested, with a one-foot contour interval. The topographic survey will include the following:
1. Topographic survey coverage area will include selected area of the park once concepts have been approved.
2. Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway and doorway locations, sidewalks, trees six (6) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design. The existing playground equipment will be outlined.
3. Topographic survey will be provided on North American Vertical Datum of 1988 as established by GNSS observation.
4. Topographic map to horizontally relate to California Coordinated Systems of 1983, EPCOH 2017.50.
5. A BOUNDARY SURVEY IS NOT A PART OF THIS SCOPE OF WORK.
CATOR/CIVIC CENTER PARK ENHANCEMENT 4
TASK 3 – Conceptual Designs:
Based upon the outcome of the kick-off meeting and discussions with the client, INTEGRA+ will begin the Conceptual Phase of the project. They will include the following:
1. Two (2) alternative site plan concepts to include alternate play equipment and configurations.
2. Image boards to include dog run enclosures, volleyball courts and site amenities.
3. Plant palette for screen adjacent properties.
4. Preliminary State of Probable Construction Cost for each concept.
Task 4 – Community Workshop (Up to Two (2) Workshops)
1. Present the two (2) concepts to the public for community input on preferable concept.
2. One (1) Final site plan Concept based on community input.
3. Final Preliminary State of Probably Construction Cost.
4. Assist City of Cotati with on-line survey.
5. Excludes advertising and proving physical location for workshop.
Task 5 – 50% Design Development Submittal
The 50% Landscape Design Development Plans will take the preferred concept plan and refine the design based on comments and site changes received from the concept review process.
The following will be included in the Design Development package at an appropriate scale:
Demolition Plan - we will prepare a preliminary demolition plan showing items to be removed and preserved.
Site/Layout Plan - we will prepare a refined landscape site plan showing the approved dog runs, volleyball courts, and site amenities with appropriate callouts. The plan will include a standard material schedule, notes and specifications.
Grading Plan - we will prepare a rough grading plan showing spot elevations and accessible route. The plan will include a standard material schedule, notes and specifications.
Irrigation Plan - we will prepare a landscape irrigation plan to include initial connection to existing system, mainline routing, valves and hydrozone locations. The plan will include preliminary water use calculations (MWELO) if needed, standard material legend and notes.
Planting Plan - we will prepare a refined landscape planting plan to show the approved plant palette trees, shrubs, and groundcover locations. The plan will include a refined plant palette legend of appropriate plant species for the site with botanical and common name, water use, container size and spacing requirements and standard notes.
Preliminary Statement of Probable Construction Costs – we will prepare a preliminary statement of probably construction cost for the landscape items including site amenities, irrigation, and planting.
CATOR/CIVIC CENTER PARK ENHANCEMENT 5
Task 6 – 100% Construction Document Submittal
The 100% Construction Documents, Specifications and Estimate will be prepared based on comments from the 50% submittal. 100% PS&E’s will be submitted to the City of Cotati for review and approval.
Task 7 – Final Bid Set
The Final Bid Set of Landscape Construction Documents, Specifications and estimate will be prepared with signatures and provided in both digital AutoCAD and PDF formats. INTEGRA+ will assist the City of Cotati in preparing the bid package for solicitation to including coalition of front end and technical specifications and posting to bid site.
Task 8 – Bidding Assistance
Integra+ shall be available during the bidding to review and provide responses to RFI’s. We will provide any addendums as necessary during this phase.
Task 9 – Construction Management and Close-out
Integra+ shall provide construction management services to include the following:
1. Weekly meetings with City of Cotati staff and general contractor during construction.
2. Agenda & Minutes.
3. Periodic site inspections to confirm installation is compliant with plans and specifications.
4. Submittal and RFI review and resolutions.
5. Change order review and recommendations.
6. General contractors invoicing review & coordination.
7. The City of Cotati pay application preparation.
8. Scheduling tracking & updates.
9. Key issue resolution.
10. Close-out and record drawings.
CATOR/CIVIC CENTER PARK ENHANCEMENT 6
PROPOSED FEES:
Fee__________
Task 1 – Project Administration $ 8,000
Task 2 – Topographic Survey (Cinquini & Passarino) $ 5,700 Task 3 – Conceptual Plans $ 5,400
Task 4 – Community Workshop $ 4,350
Task 5 – 50% Design Development Submittal $ 8,100
Task 6 – 100% Construction Document Submittal (PS&E) $ 10,800 Task 7 – Final Bid Set $ 1,620
_______________________________ _______________________ DESIGN SUB-TOTAL FEE $ 43,970
Time & Material Tasks:
Task 8 – Assistance During Bidding $ 2,200
Task 9 – Construction Management & Close-out $ 12,800
_______________________________ _______________________ T&M SUB-TOTAL FEE $ 15,000
Reimbursable Expenses (per Rate Schedules) $ 500
_________________________________________________________________ GRAND TOTAL FEE $ 59,470
Except where noted, this is a fixed fee proposal, not to exceed amounts above without prior written approval. Invoices will be billed on a monthly basis of the percentage of completed work (per our most current hourly rate and billing policy - updated annually) and are due upon receipt.
INTEGRA+ reserves the right to stop work on any project for which any invoice has not paid within 30 days of the date of the invoice. Additional and out of scope services will be billed at cost plus a 15% service charge.
ITEMS TO BE PROVIDED BY CLIENT:
The following items are requested by INTEGRA Planning + Landscape Architecture prior to us starting work on the project, if available:
1. Easements, underground contamination, and Environmental restrictions.
2. Civil Engineering, if needed.
3. Structural engineering, if needed.
4. Geotechnical Report, if needed.
5. Arborist Report, if needed.
6. Authorization to enter property.
EXCLUSIONS:
We exclude the following items from this proposal, as the work required to complete them cannot be determined at this time.
1. City, County, or State application, permit, or plan checking fees that may be required.
2. Any work, mapping, research, or meetings not listed above.
CATOR/CIVIC CENTER PARK ENHANCEMENT 7
3. Response to normal/minor plan check comments are included in our fee. Additional meetings, and response to plan check comments (that require outside the scope site plan changes) will require an approved change order based on our current billing rate schedule.
4. Iterations or changes to the site plan that are beyond our control.
5. Additional design review meetings or other planning meetings.
6. Offsite improvement that are not part of overall development plans.
7. Stormwater requirements.
8. SWPPP
9. Lighting and photometrics.
10. Mechanical, electrical, and plumbing by others.
11. Environmental Documents (Biotic studies, Negative Declarations, etc.).
12. LEED, SITE, ReScape or any other certification.
13. Illustrative color renderings.
14. Additional services from sub-consultants: artists, sculptor, arborist, Civil engineer, structural engineer, geotechnical engineer, etc. (costs + 15%).
Thank you again for considering INTEGRA Planning + Landscape Architecture for your landscape architecture services. If you have any questions or need further clarification, please feel free to call me at (805) 441-7537 or contact me by email at [email protected].
We look forward to collaborating with you on this project.
Values:
Integrity/Honesty – Truthful, sincere, honest, objective, fair, appreciative, and authentic.
Innovative – Creative, imaginative, and excellent.
Dependable – Client focused, communication, responsive, reliable, accountable, and unfailing.
Sustainability – Environmental sensitive, local sources.
Collaborative – Helpful, reassuring and produced by two or more parties working together. “It takes less time to do a thing right than to explain why you did it wrong.” Henry Wadsworth Longfellow