June 01, 2023 Proposal # 2023-023
Damien O’Bid, City Manager
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
VIA EMAIL: [email protected]
RE: Landscape Architecture & Construction Management Services for Helen Putnam Park Enhancement & Bridge Project, Cotati, California Dear Mr. O’Bid,
Thank you for the opportunity to present you with this proposal for Landscape Architectural and Construction Management Services for the Helen Putnam Park Enhancement & Bridge Project in Cotati, California. This letter establishes the scope of services and budget for collaborating with you.
Based upon the City of Cotati’s 2019 Parks Capital Plan and discussions to date, INTEGRA Planning + Landscape Architecture (INTEGRA+) is proposing to provide landscape architectural and construction management services as outlined below and required by the City of Cotati for this project.
As we understand it, the scope of work will consist of designing the addition of a fenced dog park for large and small dogs, perimeter walking paths including benches, trash receptacles and drinking fountains, prefabricated restroom/concessions facility and bridge connection to the Santa Rosa de Laguna trail. Services anticipated include Topographic Survey, Geotechnical Exploration, Civil and Structural Engineering, and lighting services. The plans will consist of Conceptual Plans, Community Workshop, PSE’s, Bidding assistance and Construction Management services. We look forward to providing you with exceptional design and customer service assistance through the design process and construction process, while having your project approved and constructed as envisioned.
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 collaborating with you on this project.
Cordially,
Ric J. Hendricks, PLA #5094
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Principal Landscape Architect
Approach and Scope of Work
Project Approach:
INTEGRA+ understands the request is to provide Professional Landscape Architectural Design Services for Helen Putnam Park to add fenced dog runs to include facilities for small and large dogs, perimeter walking paths including benches, trash receptacles and drinking fountains, prefabricated restroom/concessions facility and pedestrian bridge connection to the Santa Rosa de Laguna trail. In addition, confirming 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, conceptual design options, up to 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 city and 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. We have also assembled an experienced team of local subconsultants for various phases of the project. They include Cinquini & Passarino for topographic survey, RGH Consultants for geotechnical exploration for the bridge & restroom/concessions facility, BKF Engineering for civil and ADA compliance issues, ZFA Structural Engineers for bridge foundation/abutments, and Brokaw Design for bridge & restroom/concessions lighting.
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 Helen Putnam Park Enhancement Project are to:
Provide aesthetically pleasing, fun and safe play for humans and dogs that enhances the area and user experience.
Provide walkable paths and 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.
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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 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
6. Assist City of Cotati with negative declarations
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 cover approximately 9.2 acres and include above referenced parcel, 60’ wide strip of land for the proposed bridge crossing at the northeast corner of the park and extend to the centerline of Myrtle Avenue along the southerly park frontage.
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 four (4) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design.
3. Topographic survey will be provided on North American Vertical Datum of 1988 as established by GNSS observations.
4. Topographic map to horizontally relate to California Coordinate System of 1983, Epoch 2017.50.
5. A BOUNDARY SURVEY IS NOT A PART OF THIS SCOPE OF WORK.
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TASK 3 – Geotechnical Exploration (RGH Consultants):
RGH will review selected published geologic data available for the park area and our geotechnical reports in the general area of the park. Our engineer or geologist will conduct a surficial reconnaissance of the park and mark planned exploration locations with painted white stakes. We will contact Underground Service Alert (USA or 811) so that their members can mark their facilities within the area of our planned exploration.
Once cleared for utilities, we will explore the subsurface conditions at the bridge location by drilling one boring on each side of the creek on the order of 15 feet deep using a Bobcat-mounted auger rig.
We will explore for the new restroom building by drilling one boring on the order of 15 feet deep using the same drill rig. Our engineer or geologist will locate and log the borings and obtain bulk and relatively undisturbed samples for visual examination, classification, and laboratory testing. Selected samples representative of the material types encountered will be laboratory tested to determine certain characteristics pertinent to our analysis. These may include moisture content, dry density, shear strength, expansion potential (Expansion Index), and classification (Atterberg Limits and percent of silt and clay).
Based on the geologic literature review and analysis of the field and laboratory work, we will develop the following geotechnical information:
1. A brief description of soil and groundwater conditions observed during our study;
2. A discussion of seismic hazards that may affect the proposed improvements;
3. Seismic design criteria per guidelines in the 2022 California Building Code; and
4. Specific conclusions and recommendations concerning:
a. Primary geotechnical engineering concerns and mitigating measures, as applicable; b. Site preparation and grading including treatment of weak, porous, compressible and/or expansive surface soils;
c. Alternative foundation types, design criteria and settlement behavior; d. Geotechnical engineering drainage improvements; and
e. Supplemental geotechnical engineering services.
We will consult with INTEGRA+ and your design team during the course of our work to transmit preliminary design data as needed. Upon completion, we will present the results of our study in a written report including summaries of the field and laboratory work.
After submittal of the report, we will provide on-call consultation during design regarding the geotechnical aspects of the project. In addition, we will review the project plans for conformance with our recommendations. Our comments, if any, will be provided to INTEGRA+. Once the comments are addressed, we will provide a final letter for submittal.
TASK 4 – 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. Three (3) alternative site plan concepts to include alternate dog runs and perimeter path configurations.
2. Image boards to help explain design concepts.
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3. Plant palette for screen adjacent properties.
Task 5 – Community Workshop (Up to Two (2) Workshops)
1. Present the three (3) concepts to the public for community input on preferable concept.
2. One (1) Final site plan Concept based on community input.
3. Preliminary State of Probably Construction Cost.
4. Assist City with on-line survey.
5. Excludes advertising and proving physical location for workshop.
Task 6 – 50% Design Development Submittal
The 50% 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:
Demolition Plan – INTEGRA+ will prepare a preliminary demolition plan showing items to be removed and preserved.
Utility Plan – INTEGRA+ and BKF will prepare a utility plan showing waterline connection for drinking fountains. It is anticipated that we will tap into an existing drinking fountain line. The plan will include a material schedule, notes, details, and specifications.
Site Plan – INTEGRA+ will prepare a refined landscape site plan showing the approved site amenities with appropriate callouts. The plan will include a material schedule, notes, details, and specifications. This includes bridge abutment design and calculations from ZFA.
Grading Plan – INTERA + BKF will prepare a grading plan showing spot elevations and contours.
This will include an accessible route of travel for the new improvements only. BKF will provide bridge grading plans as their scope of work including 100-year flood mark. The plans will include a legend, notes, and specifications.
Layout Plan – INTEGRA+ will prepare a layout plan showing horizontal dimensioning control.
The plan will include a legend, notes, and specifications.
Irrigation Plan – INTEGRA+ will prepare a landscape irrigation plan to include initial connection to existing system, mainline routing, valves and hydrozone locations. The plan will include water use calculations (MWELO), a material legend, notes, and details.
Planting Plan – INTEGRA+ will prepare a planting plan showing 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 and details.
Lighting Plan -Brokaw Design will prepare lighting plans for updated electrical services to the new restroom and the bridge to include bridge exterior lighting, lighting controls, title 24 documentation and lighting loads. The plan will include a legend, notes, and specifications.
Statement of Probable Construction Costs – we will prepare a statement of probably construction cost for review and approval from the City of Cotati.
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Task 7 – 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 8 – 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. We will assist in putting the bid package together and posting it on appropriate distribution sites.
Task 9 – Assistance During Bidding
Integra + Team shall be available during the bidding phase to provide responses to RFI’s and will assist the city in the evaluation of the bids.
Task 10 – 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.
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PROPOSED FEES:
Fee__________
Task 1 – Project Administration $ 12,800
Task 2 – Topographic Survey (Cinquini & Passarino) $ 18,500 Task 3 – Geotechnical Exploration & Report (RGH) $ 15,500 Task 4 – Conceptual Plans $ 8,100
Task 5 – Community Workshop $ 4,350
Task 6 – 50% Design Development Submittal $ 33,800
Task 7 – 100% Construction Document Submittal (PS&E) $ 55,500 Task 8 – Final Bid Set $ 5,200
_______________________________ _______________________ DESIGN SUB-TOTAL FEE $ 153,750
Time & Material Tasks:
Task 9 – Assistance During Bidding $ 5,000
Task 10 – Construction Management & Close-out $ 32,000
_______________________________ _______________________ T&M SUB-TOTAL FEE $ 37,000
Reimbursable Expenses (per Rate Schedules) $ 1,500
_________________________________________________________________ GRAND TOTAL FEE $ 192,250
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. Arborist Report, if needed.
3. 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.
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.
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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/SWPPP requirements (Not anticipated to trigger threshold).
8. Mechanical, electrical, and plumbing, not included above, by others.
9. Environmental Documents (Biotic studies, Negative Declarations, etc.).
10. The determination or evaluation of the presence or absence of hazardous materials, toxic mold or the corrosion potential of the site soils/rock or providing provisions for controlling moisture vapor migration through slabs.
11. Illustrative color renderings.
12. Additional services from sub-consultants: artists, sculptor, arborist, 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