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HomeMy WebLinkAboutContract 1443c-1443 . OR ,F=1 L January 21, 2010 i 1 Mr. William O. Bayne, P.E. i City Engineer City of Cathedral City 68700 Avenida Lalo Guerrero Cathedral City, CA 92234 I SUBJECT: LANDSCAPE ARCHITECTURAL SERVICES FOR THE DEVELOPMENT OF A NEIGHBORHOOD PARK IN CONJUNCTION WITH THE PROPOSITION 84 SUSTAINABILITY GRANT FUNDING (Revised) Dear Bill: s 1 On behalf of David Evans and Associates, Inc. (DEA), we are pleased to respond to your request to provide landscape architectural services on the above noted project. I have had the opportunity to speak with the city team as well as to review some e-mail data highlighting the project site, and both have helped clarify the project goals i and desired DEA tasks. coo It is our understanding that the proposed project area is located between Ocotillo Road and Ortega Road, with Moreno Road adjacent to the west property line and Via De Anza Road located along a portion of the east property line — an area of approximately 5 acres. In order to move forward with the grant application, the city must develop a concept plan utilizing the results of 5 Community meetings. Although the program elements will be determined from the outcome of these meetings, the city anticipates an interest in Pony League baseball fields, basketball courts, a restroom, parking, landscaping, infrastructure and site furnishings. i We understand that your budget for design and workshop facilitation is approximately $10,000. Upon your review of our initial proposal, we realize that our fee would have exceeded your budget and therefore we have modified our tasks to provide the services most needed from our team. These efforts will now include meeting I and coordination time with the city, the preparation of a preliminary and final plan, and minor assistance with cost estimating. We have eliminated attendance or involvement in the Community Workshops as those efforts will 1 now be addressed by the City team. r For the purposes of documentation, we understand that the community workshops will be held on the following days: February 2nd, 4th (afternoon and evening sessions), 8th, and 13 (Saturday on -site meeting). 1 i Given our discussion with you we have modified our scope of services to exclude our involvement in the g community workshop process while concentrating on the development of a creative, viable, and sustainable park plan. Based on our experience with similar work, and on our review of the project information, we propose the 1 following scope of services and fees: Task 1— Project Meetings and Coordination with City Representative - $2,150 DEA will meet with the city representative at DEA's Ontario office to review the outcome of each community meeting. These meetings will likely occur after February 4 such that the first preliminary plan can be prepared before February 13 At the conclusion of the February 13 on site meeting, the city representative will again I° meet with DEA Landscape Architects to relay data based on input received. This task includes two meetings and i g t l x l 1 a January 21, 2010 Mr. William O. Bayne, P.E., City Engineer City of Cathedral City c e Proposition 84 — Proposed Park Project Page 2 telephone coordination with the project team. Site plans and templates of proposed amenities will be provided to the City for use in the community workshops such that teams can place these `puzzle pieces' on the plan to determine the spatial requirements needed to achieve their goals. Task 2 — Preliminary Concept Plan - $3,500 The DEA team will prepare a conceptual design consisting of a preliminary master plan for the project area based upon input and direction received from the first three community meetings. This plan will be prepared at an appropriate scale to fully delineate the design intent. Park amenities may include some or all of the following: baseball / softball fields, basketball courts, playgrounds, security lighting, drinking fountains, picnic shelters, picnic tables, a monument sign, walkways, fencing, benches, bleachers, a restroom facility (location only — no floor plan development) and sustainable amenities such as permeable paving and bioswales, if determined feasible. The plans developed during this task will be black and white graphic representations of the proposed park improvements. Due to the timing of community meetings, it is anticipated that DEA will prepare the preliminary plan based on feedback received on February 2n and the two meetings scheduled on February 4"'. Task 3 — Final Illustrative Concept Plan - $3,940 DEA landscape architects will prepare a final illustrative conceptual plan based on the comments received during the fourth and fifth community workshops. This plan will be a colored graphic representation of the proposed park site to be utilized for the grant application. This plan will be completed on or before February 22, 2010. Task 4 — Preliminary Cost Estimate - $400 DEA landscape architects will provide the City with assistance in preparing a preliminary cost estimate for the proposed park features. Lump sum and / or square footage costs for items such as basketball courts, ballfields, site furnishings, landscaping and irrigation will be provided. DEA proposes to complete the above noted tasks for the fees indicated. Invoices will be due and payable within 30 days and will be sent monthly based upon the percentage of work completed. Government fees, mileage, delivery costs such as Federal Express charges and plotting / reproduction services are considered reimbursable fees and shall be billed to you at cost plus 15 %. Any service requested which does not fall within the scope of services listed, or any duplication of work due to changes desired by the owner or modified by the engineer, will be performed on an "Extra Services" basis and negotiated accordingly. DEA would be pleased to assist the City of Cathedral City on this project and thank you once again for your consideration of our qualifications. We look forward to discussing this proposal with you. Sincerely, DAVID EVANS AND ASSOCIATES, INC. Approved By: 0: 0_ Ag ils. Kim S. Rhodes, L.A. 3867 William O. Bay , P.E. Date Vice President City Engineer O: 1MarketinglProposalstCCathedral CitylProposition 84 Park SitelRevised Cathedral City Prop 84 Park Plan.doc (0?