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HomeMy WebLinkAbout19-165 Callander Associates Landscape Architecture_Service Order #2 dated 9-21-26 for Blesch Property ImprovementsContract/Purchasing Action Personnel Information Name Susan Michael Department Public Works  Division  Date 09.14.2026 Service Order Upload Quote Quote, Description of Project, Scope of Service, Schedule of Performance and Compensation PJ530-02_SCO_V2 260513.pdf,260909 ratings_Blesch Landscape Archts.pdf Service Order Amount $18,800.00 Master Agreement Number 2024-030 Contract Start Date 08/29/2023 Contract End Date 12/31/2031 Firm Name Callander Associates Landscape Architecture, Inc. Address 2025 Gateway Pl suite 285, San Jose, CA 95110, USA Phone (408) 770-4640 Consultant/Contractor Name Marie Mai Consultant/Contractor Email mmai@callanderassociates.com Project Name SO 2 Blesch Property Improvements Project Location 22050 Stevens Creek Boulevard Cupertino Project Manager Name Susan Michael Cupertino Project Manager Email susanm@cupertino.gov Master Agreement Maximum Compensation $120,000.00 Total Previously Encumbered to Date $15,810.00 Encumbrance this Service Order $18,800.00 Master Agreement Unencumbered Balance $85,390.00 SO GL #420-99-047 700-702 NWS Project Code BLESCHPR Signature       09/18/2026 PDT  Consultant/Contractor Signature Date       09/18/2026 PDT  Manager/Supervisor Signature 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.    09/21/2026 PDT  Email: mmai@callanderassociates.com Date: 09/18/2026 PDT Email: susanm@cupertino.gov Date: 09/18/2026 PDT    Management Analyst Signature Date Email: PWMA@cupertino.gov Date: 09/21/2026 PDT www.callanderassociates.com BURLINGAME GOLD RIVER RENO SAN JOSE 1633 Bayshore Highway, Suite 133 12150 Tributary Point Drive, Suite 140 275 Hill St, Suite 260 2025 Gateway Place, Suite 285 Burlingame, CA 94010 Gold River, CA 95670 Reno, NV 89501 San Jose, CA 95110 650.375.1313 916.985.4366 775.787.2828 408.275.0565 Recreate Educate Live+Work Connect Sustain May 13, 2026 Yulis Ayton City of Cupertino 10300 Torre Avenue Cupertino, CA 95014 YulisA@cupertino.gov RE: BLESCH PROPERTY STUDY/ landscape architectural services Dear Yulis, Our meeting in April was very helpful in clarifying the implementation of public park uses at the former Blesch property parcel, located at 22050 Stevens Creek Boulevard. The City Council would like to see the 0.64 acre parcel developed into a low impact, passive use public park with pathway and seating set among a California native garden. A conceptual plan will be prepared to illustrate these improvements and to begin identifying potential development restrictions and considerations related to its proximity to Stevens Creek. Under contract to the City of Cupertino (City), CALA will prepare conceptual plans and estimates delineating these improvements. 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 PRELIMINARY DESIGN 1.01 Kick-off Meeting: Kick-off the project with City staff to review project requirements and overall project goals. Prepare a meeting agenda and written meeting summary documenting decisions made in the meeting. Prepare a Gantt chart project schedule with key dates, design milestones, review meetings and critical path shown. 1.02 Background Documents Review: Obtain base data (topographic survey) from City records; reduce or enlarge to provide base sheet(s). Review available background documents as provided by the City, including Stevens Creek Trail Master Plan and IS/MND, Blackberry Farm Golf Course plans, FEMA flood maps, etc. 1.03 Conceptual Alternative Plans: Prepare and color render two conceptual plan alternatives at 1” = 20’. The plans will capture the roadway, trail, creek, golf course, and historical residence for context. Concept A will show improvements restricted to upland areas and designed to avoid triggering substantial regulatory review. Concept B will show improvements that more fully utilize the whole parcel but which would likely trigger more extensive regulatory review. These options will allow for a robust discussion by the City Council and a clear direction for implementation to staff. 1.04 Cost Estimate and Implementation Schedule: Prepare an estimate of probable construction costs and implementation schedule for concept A. Annotate the likely Yulis Ayton RE: BLESCH PROPERTY STUDY/landscape architectural services May 13, 2026 Page 2 of 6 PJ530-02_SCO.doc © copyrighted 2026 Callander Associates Landscape Architecture, Inc. additional cost (ballpark figure), additional tasks (technical studies, permits), and schedule delays (number of additional months) associated with implementation of concept B. 1.05 Implementation Memo: Prepare technical memo summarizing the potential regulatory approvals and permits and professional services required to implement the project, such as tree survey, Initial Study / Mitigated Negative Declaration, c.3 stormwater treatment, Model Water Landscape Ordinance, Valley Water permit, Streambed Alteration permit, pre-demolition asbestos / lead / PCB screening, etc. 1.06 Staff Meetings: Allow for up to two meetings to review the above materials and obtain comments from City. Prepare a written meeting summary documenting decisions made in the meeting. Make minor revisions to materials to address City comments. 1.07 Council Support: Prepare draft slideshow presentation to include project background, site considerations, implementation process, and next steps. 2.0 DESIGN DEVELOPMENT (no services) 3.0 CONSTRUCTION DOCUMENTS (no services) 4.0 BIDDING AND CONSTRUCTION REVIEW (no services) 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 Client or any other agency’s review, community outreach, engineering, visual simulations, preparation of preferred plan, attendance at Council meeting, detailed cost estimate for Concept B, other meetings, additional design studies, 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, horticultural soils samples, the communication and insurance surcharge, subconsultant administration 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 Preliminary Design (lump sum) ................................................... $18,100 6.0 Reimbursable Expenses (allowance) ............................................. $700 Total Compensation ............................................................................ $18,800 Yulis Ayton RE: BLESCH PROPERTY STUDY/landscape architectural services May 13, 2026 Page 3 of 6 PJ530-02_SCO.doc © copyrighted 2026 Callander Associates Landscape Architecture, Inc. Callander Associates Landscape Architecture, Inc. Marie Mai, ASLA Principal | Landscape Architect CA #5369 Callander Associates Landscape Architecture, Inc. Attachments: Standard Schedule of Compensation SJ/BG dated 2026 Task Matrix dated May 13, 2026 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 RENO SAN JOSE 1633 Bayshore Highway, Suite 133 12150 Tributary Point Drive, Suite 140 275 Hill St, Suite 260 2025 Gateway Place, Suite 285 Burlingame, CA 94010 Gold River, CA 95670 Reno, NV 89501 San Jose, CA 95110 650.375.1313 916.985.4366 775.787.2828 408.275.0565 Recreate Educate Live+Work Connect Sustain Standard Schedule of Compensation 2026 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 $265 /hour Senior Associate $241 /hour Associate $229 /hour Arborist/Construction Manager $202 /hour Senior Project Manager $208 /hour Project Manager 1 $199 /hour Project Manager 2 $189 /hour Job Captain $174 /hour Designer 1 $164 /hour Designer 2 $149 /hour Assistant Designer $133 /hour Accounting $201 /hour Senior Project Administrator $153 /hour Project Administrator $136 /hour Task Matrix Blesch Property Study 05/13/2026 @ $265 #@ $164 @ $136 Phase Description hrs $'s $'s hrs $'s hrs $'s hrs $'s 1.0 Preliminary Design (lump sum) 1.01 Kick-off Meeting 3.0 795.00$ 6.0 984.00$ 0.5 68.00$ 9.5 1,847.00$ 1.02 Background Documents Review 4.0 1,060.00$ 6.0 984.00$ - -$ 10.0 2,044.00$ 1.03 Conceptual Alternative Plans 7.0 1,855.00$ 20.0 3,280.00$ - -$ 27.0 5,135.00$ 1.04 Cost Estimates and Implementation Schedule 3.0 795.00$ 6.0 984.00$ 1.0 136.00$ 10.0 1,915.00$ 1.05 Implementation Memo 6.0 1,590.00$ - -$ 1.0 136.00$ 7.0 1,726.00$ 1.06 Staff Meetings 8.0 2,120.00$ 8.0 1,312.00$ 1.0 136.00$ 17.0 3,568.00$ 1.07 Council Support 1.0 265.00$ 10.0 1,640.00$ - -$ 11.0 1,905.00$ SUBTOTAL 1.0 32.0 8,480.00$ 56.0 9,184.00$ 3.5 476.00$ 91.5 18,140.00$ Administrator P Callander Associates' Personnel and Rates Designer 1 CA Fees Principal PJ530-02_FEE.xlsx © copyrighted 2026 Callander Associates Landscape Architecture, Inc. Page 1 of 1 TEXT FROM THE RFP: Task 1.0 Preliminary Design MIG GATES STUDIO VERDE CALLANDER 1.1 Kick-off Meeting: Kick-off the project with City staff to review project requirements and overall project goals. Prepare a meeting agenda and written meeting summary documenting decisions made in the meeting.  Prepare a project schedule with key dates, design milestones, review meetings and critical path shown. Kick off mtg, prepare agenda and minutes. Prepare project schedule. Site visit. Renamed Task as "Project Management". Will have kick-off mtg and two more meetings with staff to get background info. Discuss and adopt a baseline schedule. (text matches the RFP) 1.2 Background Documents Review: Obtain base data (topographic survey) from City records; reduce or enlarge to provide base sheet(s). Review available background documents as provided by the City. MIG wil develop a base sheet from the Topo survey. MIG will review other existing documents. Renamed Task as "Data Gathering & Site Evaluation". Using base data and other background info including available floodplain/floodway information. Site visit. Deliverable: Existing Conditions / Opportunities and Constraints Review Added that they'll prepare a CAD base plan. 1.3 Conceptual Alternative Plans: Prepare and color render two conceptual plan alternatives at 1” = 20’. The plans will capture the roadway, trail, creek, golf course, and historical residence for context. MIG will prepare 2 rendered conceptual plans, to scale, in PDF. Prepare and color render two conceptual plan alternatives (details given too) (text matches the RFP) 1.4 Cost Estimate and Implementation Schedule: Prepare an estimate of probable construction costs and implementation schedule for each concept. MIG will develop cost estimate for two conceptual plans. ROM cost estimate and prelim implementation schedule. The implementation schedule will identify logical next phases, anticipated design and permitting steps, procurement, and construction sequencing. (text matches the RFP) 1.5 Implementation Memo: Prepare technical memo summarizing the potential regulatory approvals and permits and professional services required to implement the project, such as tree survey, Initial Study / Mitigated Negative Declaration, C.3 stormwater treatment, Valley Water permit, etc. MIG will prepare a technical memo summarizing the potential regulatory approvals and permits and professional services required to implement the project, such as tree survey, Initial Study / Mitigated Negative Declaration, C.3 stormwater treatment, Valley Water permit, etc. Prepare a concise technical memorandum summarizing potential regulatory approvals, permits, technical studies, and professional services that may be required to implement the project. (They seem to get it.) Added detail on professional services that will be required and regulatory approvals required. 1.6 Staff Meetings: Allow for up to two meetings to review the above materials and obtain comments from City. Prepare a written meeting summary documenting decisions made in the meeting.  Make minor revisions to materials to address City comments. two virtual one-hour meetings, Following the meeting, we will make minor revisions to materials to address City comments. (see above) (text matches the RFP) 1.7 Council Support: Prepare draft slideshow presentation to include project background, site considerations, implementation process, and next steps. City Staff will present to Council. MIG will prepare a draft slideshow presentation to include project background, site considerations, implementation process, and next steps. City Staff will present to Council. provide City staff with concise presentation materials summarizing the conceptual planning effort and anticipated path to implementation (text matches the RFP) Review of the Callander text is not fair because they gave us a proposal and then I asked the other three firms for proposals. In order to get congruent proposals, I used Callander's text as the basis of the RFP. Fee $19,160.00 $19,910.00 $19,500.00 $18,100.00 Expenses $150.00 $200.00 included $700.00 total $19,310.00 $20,110.00 $19,500.00 $18,800.00 Topic MIG GATES STUDIO VERDE CALLANDER Notable additional or excluded services Contract Duration: MIG assumes design services will be completed within three (3) months. If the design phase is extended over 30 days beyond this limit, MIG will be entitled to additional compensation. The City will provide consolidated comments at each review milestone and a single point of contact for direction. One coordinated round of minor revisions to the conceptual materials is included. *They know the expenses has to go above the line and will remove that. They estimate 12 weeks of work without City review time included. Nothing notable. Notes about key personnel or project experience presented. In the spirit of the informal proposal, they did not include this information. Impressive. They are putting one of their most senior people on the project. Their work seems to be very relevant. In the spirit of the informal proposal, they did not include this information. In the spirit of the informal proposal, they did not include this information. Notes about City's experience with this firm, in this context MIG did the work on the Stevens Creek Corridor and are extremely knowledgable of this site and the surrounding areas. They know all the giverning agencies and what will be required. They did the Memorial Park Master Plan and are fully capable of this scope. We haven't really worked with them, at least recently. We reached out to Callander first because we thought they'd be well-suited for this project. Overall impression - Susan MIG can do this in their sleep. They know this property exquisitely, having the institutional knowledge with their current team members better than the City has. Gates is fully capable of doing this. Their design experience is well suited. Getting started will take more time than MIG or perhaps Callander. They don't have cost estimators on staff, so will we have confidence in the Memo and ROM costs? While it is an informal RFP, I think I'd like to know more about who they'd assign to the project, and their experience. All things being equal without that information, I'd go with the other firms. This would be a good opportunity to use CALA for something other than the playground work. They've already visited the site so start- up should be quick. Overall impression - Chad Similar to other proposals. Similar to other proposals. Similar to other proposals. Similar to other proposals. Since CALA is least expensive, they are my first choice. Overall impression - Saurabh They repeatedly mention additional compensation for work. No fee matrix. Detailed Proposal Similar to other proposals Similar to other porposals SO 2 Blesch Property Improvements - Service Request Created:09/15/2026 Status:Signed Transaction ID:73f9d7d6-5f1b-42cb-8fc6-9947a62de838 "SO 2 Blesch Property Improvements - Service Request" history Sundari Pilaka created the document 09/15/2026 4:31:03 PM PDT - IP address 64.165.34.3 Document was emailed to Marie Mai 09/15/2026 4:31:04 PM PDT Marie Mai opened the document 09/18/2026 7:05:13 AM PDT - IP address 174.244.106.133:4103 Marie Mai signed the document 09/18/2026 7:06:19 AM PDT - IP address 174.244.106.133:4103 Document was emailed to susanm@cupertino.gov 09/18/2026 7:06:20 AM PDT susanm@cupertino.gov opened the document 09/18/2026 8:35:09 AM PDT - IP address 67.180.20.220:52603 susanm@cupertino.gov signed the document 09/18/2026 8:35:29 AM PDT - IP address 67.180.20.220:49286 Document was emailed to Public Works Management Analyst 09/18/2026 8:35:30 AM PDT Public Works Management Analyst opened the document 09/21/2026 10:07:13 AM PDT - IP address 71.198.170.154:54663 Public Works Management Analyst signed the document 09/21/2026 10:07:32 AM PDT - IP address 71.198.170.154:54663 Document was successfully signed and filed 09/21/2026 10:07:32 AM PDT