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23-096 Service Order #1 dated 9-5-23 CALA for Creekside Park ADA Work - PO 2024-177 CITY OF CUPERTINO MASTER AGREEMENT CONSULTANT SERVICES SERVICE ORDER NO. MA Date:Master Agreement Contract #: Maximum Compensation: Consultant:Firm Name: Address: Contact: Ph: Project Name: Description: (simple project description if appropriate) Attachment A: Includes Description of Project, Scope of Service, Schedule of Performance and Compensation City Project Management Managing Department: Public Works Project Manager: Fiscal/Budget : SO Acc't #:PO #: Project #:Date: Approvals: Date: Date: Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above fund for the above contract as estimated and that fund are available as of this date of signature City Finance:Date: Encumbrance this Service Order: MA End Date: Consultant: Manager: Management Analyst Master Agreement Maximum Compensation: Master Agreement Unencumbered Balance: Total Previously Encumbered to Date: City of Cupertino Master Agreement Service Order 191002 2024-030 1 08/29/2023 120,000.00 07/31/2026 Callander and Associates 2025 Gateway Place, Ste 285, San Jose, CA, 95110 Marie Mai 408-202-1184 Evelyn Moran $ 120,000.00 $ 0.00 $ 15,810.00 $ 104,190.00 420-99-007 900-905 PVAR 010.02.02 TBD 09/01/2023 Playground Equipment Replacement Project Creekside Park: Items 4-6 Walk, 10-2 Drinking Fountain, and 43-1 Play Equipment Area n Marie Mai Sep 1, 2023 Sep 1, 2023 Sep 5, 2023 www.callanderassociates.com BURLINGAME GOLD RIVER SAN JOSE 1633 Bayshore Highway, Suite 133 12150 Tributary Point Drive, Suite 140 2025 Gateway Place, Suite 285 Burlingame, CA 94010 Gold River, CA 95670 San Jose, CA 95110 650.375.1313 916.985.4366 408.275.0565 Recreate Educate Live+Work Connect Sustain July 24, 2023 evelynm@cupertino.org TO: Ms. Evelyn Moran City of Cupertino, Public Works 10300 Torre Avenue Cupertino, CA 95014 (408)777-1313 RE: CREEKSIDE PARK / landscape architectural services Dear Evelyn, Our recent conversation has provided good context for the design services envisioned for Creekside Park. The City of Cupertino has engaged playground vendor Ross Recreation for renovation of the existing youth play area at Creekside Park, as shown in the Project Limits Diagram dated July 19, 2023. The playground vendor will demolish the existing equipment and furnish and install new playground equipment. A contractor separately retained by the City will demolish and construct site improvements for ADA-accessibility related work outside the play area boundaries including the paved pathways and for the curb ramp into the resilient surfacing within the play area. The Building Department is anticipated to require, at a minimum, reconstruction of the paths of travel to the play area, with the amount equal to approximately 20% of the construction cost of each of the play area improvements. These are noted as follows: Creekside Park: Items 4-6 Walk, 10-2 Drinking Fountain, and 43-1 Play Equipment Area. The ADA improvements outside of the play area boundary and path of travel improvements will be addressed by Callander Associates (CALA). Under contract to the City, CALA will prepare a Site Improvement Plan to address Building Department accessibility requirements and to supplement the play area plans being prepared by the playground vendor. To assist you in these efforts, we would propose to complete the following tasks in chronological order. The items shown in bold-face italics are documents that we would prepare as part of our tasks. 1.0 BUILDING PERMIT PROCESSING 1.01 Kick-off / Review Meeting #1: Review scope, schedule and cost for design, permitting and construction services with City staff. Review process and identify available and required documents. Meeting shall include a site walk to confirm approximate extents of path of travel improvements. Submit written meeting summary. 1.02 Document Review: Obtain and review background documents, including conceptual playground plans and cost estimates prepared by playground vendor, park record drawings, 2015 ADA Transition Plan, Accessibility Unreasonable Hardship Exemption Form, and other information from City. It is assumed that as-built layout plans of the playgrounds, paths of travel to the public sidewalk and parking lot, and parking lot will be available for use as a base plan. If unavailable, a design-build approach will be taken with the plans providing relative grades and dimensions utilizing existing site City of Cupertino RE: CREEKSIDE PARK/landscape architectural services July 24, 2023 Page 2 of 4 PJ530-01_SCO.doc © copyrighted 2023 Callander Associates  Landscape Architecture, Inc.  features in order to provide sufficient horizontal control for illustrating proposed improvements. 1.03 Site Reconnaissance: Conduct site reconnaissance with play area record drawings in hand. Utilizing a Smart Level, take periodic (every 10’+/-) cross slope and running slope measurements along existing primary path of travel from the primary path of travel to the play area entrance. The purpose of the measurements is to confirm the extent of improvements needed to the path of travel, and not to identify or confirm findings from the ADA Transition Plan. Submit memo summarizing findings and illustrating pathway locations and extents that do not comply with ADA. 1.04 Draft Site Improvement Plan: Based on findings from task 1.03, prepare a draft site improvement plan at 20’ scale illustrating proposed improvements. Plan shall show: the accessible path of travel, accessible entry points to the play area, layout of reconstructed pavement, proposed relative pavement elevations for path reconstruction, and proposed replacement pavement section. Prepare a preliminary construction cost estimate for site work located outside of the play areas. 1.05 Playground Design Review: Evaluate conceptual playground plan and cost estimate prepared by playground vendor to confirm proposed playground design addresses ADA Transition Plan and to confirm limits of work inside and outside the play area boundary are coordinated. Based on playground cost, determine whether scope of improvements should be adjusted (and be increased to meet ADA budget requirements) and provide cost adjustment memo for City review. 1.06 Update ADA Transition Plan Costs: Utilizing cost figures and quantities from the ADA Transition Plan, prepare a Transition Plan cost estimate reflecting adjustment of those costs to address inflation, demolition, mobilization, and site preparation. Prepare a project cost estimate representing the total cost of ADA improvements required by the Transition Plan. 1.07 Review Meeting #2: Review above information in a meeting with City staff; develop consensus for proceeding with any revisions. Provide written meeting summary. 1.08 Site Improvement Plan: Prepare a site disposition plan delineating site work limits and areas of pavement sawcut and removal, and revise site improvement plan and construction cost estimate to address City comments. Due to the limited extent of anticipated site work, preparation of other plans for erosion control, irrigation, and planting are assumed to not be required. 1.09 Accessibility Unreasonable Hardship Exemption Form: Prepare draft form for City review and final form incorporating City comments, utilizing cost estimates prepared by CALA in tasks 1.06 and 1.08 and as provided by the playground vendor. 1.10 Building Department Review: Submit plans and form prepared under tasks 1.08 and 1.09 to the Building Department. Review plan check comments, provide written responses, and prepare revised plan and form addressing plan check comments. 2.0 CONSTRUCTION SUPPORT: No Services 3.0 to 4.0: No Services City of Cupertino RE: CREEKSIDE PARK/landscape architectural services July 24, 2023 Page 3 of 4 PJ530-01_SCO.doc © copyrighted 2023 Callander Associates  Landscape Architecture, Inc.  5.0 ADDITIONAL SERVICES 5.01 All tasks not specifically noted above could be performed as additional services. These tasks would include, but not be limited to, all revisions or additional submittals required by the City or any other agency’s review, other meetings, additional design studies, topographic surveying, geotechnical pavement recommendations, planting and irrigation design, play area design, post-construction play audit, publicly bid plan and specifications preparation, or other tasks not specifically noted in the foregoing. These services would be billed hourly or on a lump sum fee basis to be documented in a written amendment to this agreement. 6.0 REIMBURSABLE EXPENSES 6.01 In addition to billing for the above services, we would bill for all printing and reproduction, delivery, the communication and insurance surcharge, 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 Compensation Summary below). These costs will be itemized on our invoice and compared monthly with the total allowances to assist you in monitoring these costs. 7.0 COMPENSATION SUMMARY 1.0 Creekside Building Permit Processing (lump sum) ................................ $14,910 6.0 Reimbursable Expenses (allowance) .......................................................... $900 Total Estimated Compensation ......................................................................... $15,810 If you have any further thoughts or questions, please call. Should this proposal be acceptable to you, please provide a copy of the City’s service order. Sincerely, 7/24/23 Marie Mai CPSI Principal | Landscape Architect CA #5369 Callander Associates Landscape Architecture, Inc. Attachments: Standard Schedule of Compensation dated 2023 San Jose & Burlingame Project Limits Diagram, July 24, 2023 Notice: Landscape architects are licensed by the State of California. Terms and conditions are subject to change after ninety days. www.callanderassociates.com BURLINGAME GOLD RIVER SAN JOSE 1633 Bayshore Highway, Suite 133 12150 Tributary Point Drive, Suite 140 2025 Gateway Place, Suite 285 Burlingame, CA 94010 Gold River, CA 95670 San Jose, CA 95110 T 650.375.1313 T 916.985.4366 T 408.275.0565 Recreate Educate Live+Work Connect Sustain Standard Schedule of Compensation 2023 San Jose & Burlingame GENERAL The following list of fees and reimbursable expense items shall be used in the provision of services described in the agreement. These amounts shall be adjusted in January, upon issuance of an updated Standard Schedule of Compensation: Hourly Rates Reimbursable Expenses Rates Expenses cost + 15% printing and reproductions, postage and delivery, mileage, travel expenses (hotel / food), testing and outside services, and other project related expenses Communications and Insurance Surcharge 2.5% of total fees Subconsultant Administration 10% of Subconsultant Costs PAYMENTS Payments are due within ten days after monthly billing. Callander Associates reserves the right to suspend services for non-payment if payment is not received within a period of 60 days after invoice date. Additionally invoices 60 days past due are subject to a 1.5% per month interest charge. Retainer amounts, if indicated, are due upon signing the agreement and shall be applied to the final invoice for the project. Principal $240 /hour Senior Associate $218 /hour Associate $208 /hour Arborist/Construction Manager $183 /hour Senior Project Manager $188 /hour Project Manager 1 $180 /hour Project Manager 2 $171 /hour Job Captain $158 /hour Designer 1 $148 /hour Designer 2 $135 /hour Assistant Designer $120 /hour Accounting $182 /hour Senior Project Administrator $138 /hour Project Administrator $123 /hour PROJECT LIMITS DIAGRAM  Creekside Park ADA Improvements  City of Cupertino  July 24, 2023  CREEKSIDE PARK   CALA SO 1 for Creekside Park ADA Work Final Audit Report 2023-09-05 Created:2023-09-01 By:Jindy Garfias (jindyg@cupertino.org) Status:Signed Transaction ID:CBJCHBCAABAAIFkAb6ZyY2VOzc3ir4S2RTLFr4NhThBc "CALA SO 1 for Creekside Park ADA Work" History Document created by Jindy Garfias (jindyg@cupertino.org) 2023-09-01 - 7:55:19 PM GMT Document emailed to mmai@callanderassociates.com for signature 2023-09-01 - 7:56:49 PM GMT Email viewed by mmai@callanderassociates.com 2023-09-01 - 8:06:48 PM GMT Signer mmai@callanderassociates.com entered name at signing as Marie Mai 2023-09-01 - 8:11:08 PM GMT Document e-signed by Marie Mai (mmai@callanderassociates.com) Signature Date: 2023-09-01 - 8:11:10 PM GMT - Time Source: server Document emailed to Susan Michael (susanm@cupertino.org) for signature 2023-09-01 - 8:11:11 PM GMT Email viewed by Susan Michael (susanm@cupertino.org) 2023-09-01 - 8:11:22 PM GMT Document e-signed by Susan Michael (susanm@cupertino.org) Signature Date: 2023-09-01 - 8:51:13 PM GMT - Time Source: server Document emailed to Julia Kinst (juliak@cupertino.org) for signature 2023-09-01 - 8:51:15 PM GMT Document e-signed by Julia Kinst (juliak@cupertino.org) Signature Date: 2023-09-05 - 4:00:07 PM GMT - Time Source: server Agreement completed. 2023-09-05 - 4:00:07 PM GMT