1980-1002_LANG/WOOD_Letter AgreementSeptember 16, 1980
Ms. Pam Hallan
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, California
Dear Ms. Hallan:
HECEIVFD
SEP 1C) 1 2� PM %
Thank you for contacting us regarding participating in the restoration
of the Montanez Adobe. This unusual opportunity to be involved in the
preservation of an historical resource and to recreate an environmental
setting compatible and contemporary with the structure is an
intriguing prospect for us.
We see the project being accomplished in the following phases:
1. Evaluation and documentation of existing plantings and
pertinent site conditions - plot existing plantings on a
reproducible copy of existing survey, and note the condition
and recommended maintenance for them.
2. Research the plant palette available in the early years of
the adobe's history, and propose those plants which would be
appropriate for this site.
3. Develop a preliminary plan which would incorporate the
information documented on the existing conditions and plantings,
the research on historical plant palette and design approaches;
and which would produce recommendations for providing overall
design continuity and resolution of functional considerations
for the proposed educational use.
4. Upon approval of the preliminary plan, we will produce
construction documents which would include:
a. Plant removal, refurbishment and pruning.
b. Construction plans for the walk systems and other related
constructed items which may be recommended in the
preliminary phase.
c. Irrigation plan: Since the use of runnels in gravity fed
irrigation system have a long cultural basis in Spanish
garden design as well as in mission agriculture, we will
explore the option of using these techniques as well as
the modern drip systems for irrigation of the plantings.
d. Planting Plan - Provide for plantings in keeping with the era
of the early days of the adobe.
e. Specifications for performance of the above work.
0 0
5. Bidding and Selection of the Contractor (s)
Provide assistance in obtaining competitive bids from qualified
contractors.
6. Supervision of Construction:
We propose to perform the services outlined above in items 1 - 5
for a fixed fee of $1,800.
Supervision will be performed as requested at the following
hourly rates:
A.
Principals (Fred Lang and Ken Wood)
$45,00
per
hour
B.
Senior Registered Landscape Architect
30,00
per
hour
C.
Reaistered Landscape Architect
25.00
per
hour
D.
Staff
20,00
per
hour
E.
Clerical
15,00
per
hour
7. Reimbursable Expenses:
When incurred, the following project expenses will be billed at
cost:
: All reproduction, printing, photography and graphics
Site measurement, survey or grade checking,
Permits, plan check and inspection fees.
Attendance at public hearings and plan processing,
Long distance telephone
Public transportation,
Vehicle milage at $.20
and special shipping.
charter or rental,
per mile.
When in the interest of the project, it becomes necessary to retain
special consultants such as surveyors, geologists, civil engineers,
architects, electrical engineers, or soils testing laboratories,
these costs will be considered reimbursable plus 10% administration,
Payments
A. Payments will be due and payable on a monthly basis following the
completion of any substantial phase of work, Carrying charges for
overdue accounts beyond 30 days of billing date are charged at lq
of the amount due, compounded monthly,
If the above constitutes an agreement, you may initiate our services by
signing one copy of this letter and returning it to our office,
Thank you for the opportunity to work with you on this interesting and long
awaited project.
Sincerely yours,
LANG & WOOD
Larld-5cape Architec
rl
KENNETH W. WOOD
APPROVED:
by city
counci
10/1/80
MARY ANN
ANOVER,
City
Clerk
Date: October 2, 1980
4
`` 'q _ MONTANEZ P -DOBE
1,ANOSCApE ?LAN
CE OF PROPOSAL Secretary
-� ACCEYTAN m Pamela Ballah
ions: fro that three
Written C°mm tob�� 1990.1ssion, advisia9landscap
e
✓ (62) ReP°�turalT cel ed f°r pre a Adobe, pursuant to cil
of Coun
to for the Montan
ez
Proposals were August 6th.
maintenance Plan
authorization of seconded by Councilman
P of pro osal* Schwartze, sect the prop°sal
tanc- accep in the amount.
It was moved by Counci-manrried tO Laguna,
WOO )oof South bids. Staff was authorized
Suchheim. and Lat�__d'e�r
othersubmittedbyfor the workof $1,800'an to'Prepare a Purchase41 /ISO
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9 0
AGENDA ITEM October 1, 1980
TO: James S. Mocalis, City Manager
FROM: Pamela Hallan, Secretary, Cultural Heritage Commission
SUBJECT: Acceptance of Proposal -- Montanez Adobe Landscape Plan
SITUATION:
At the meeting of August 6, 1980, Council authorized staff to receive
proposals for the preparation of a landscape maintenance plan for the
Montanez Adobe. Three proposals were submitted:
Eriksson, Peters, Thoms & Associates $2,250
John J. Greenwood & Associates $3,200
Lang and Wood $1,800
FINANCIAL CONSIDERATIONS:
Funds are available in the Montanez Adobe account in the amount of
$91,000 from Systems Development, County Revenue Sharing, and HCDA
Block Grants. A construction bid in the amount of $85,619 has been
awarded, leaving a balance of $5,381.
ALTERNATE ACTIONS:
1. Accept the bid of Lang and Wood in the amount of $1,800 for
preparation of the Montanez Adobe landscape plan.
2. Accept another bid.
3. Request further information.
RECOMMENDATION:
By motion, accept the bid of Lang and Wood in the amount of $1,800
for preparation of the Montanez Adobe landscape plan.
Respectfully submitted,
Pamela Hallan
PMH:ch FOR CITY COUNCIL AGENDA ... ....
J
C,
CULTURAL HERITAGE COMMISSION
1. AUTHORIZATION TO PREPARE LANDSCAPE PLAN FOR MONTANEZ ADOBE
(23) Written Communications:
Report dated August 6, 1980, from Pamela Hallan, Secretary
to the Cultural Heritage Commission, forwarding the Commission's
request for authorization to retain a landscape architect for
preparation of a landscape plan for the Montanez Adobe.
It was moved by Councilman Friess, seconded by Councilman
Buchheim and unanimously carried to approve an expenditure
not to exceed $2,500 for the preparation of a landscape plan
for the Montanez Adobe, contingent upon the award of a
construction bid not exceeding $85,000.
0
2. APPROVAL OF PLANS AND SPECIFICATIONS AND CALL FOR BIDS
MONTANEZ ADOBE
x(23) Written Communications:
(38) Report dated August 6, 1980, from Pamela Hallan, Secretary
to the Cultural Heritage Commission, requesting approval
of the plans and specifications for the Montanez Adobe and
advising that the City has budgeted $56,000 for the project;
the County has budgeted $20,000 in revenue sharing funds
and $15,000 in HCDA funds, for a total of $91,000. Councilman
Buchheim noted his preference for retention of the wood
additions.
Approval of Plans and Call for Bids:
It was moved by Councilman Friess, seconded by Councilman
Thorpe and unanimously carried to approve the plans and
specifications for the Montanez Adobe and to authorize
staff to call for bids.
-Z/'/$o
11 L
AGENDA ITEM
0
August 6, 1980
TO: James S. Mocalis, City Manager
FROM: Pamela Hallan, Secretary, Cultural Heritage Commission
SUBJECT: Authorization to Prepare Landscape Plans for
Montanez Adobe
SITUATION:
At their meeting of July 15, 1980, the Cultural Heritage
Commission voted to request authorization from Council to
hire a landscape architect to prepare a landscape plan for
the Montanez Adobe. The plan shall incorporate existing
plants and trees, identify areas for walkways, and recommend
suitable fencing for the property. The Commission proposes
to use funds budgeted for the Montanez Adobe construction
for this purpose. While staff agrees with the Commission's
concern that a suitable landscape plan be developed, experi-
ence with the Parra Adobe, Harrison House and Dance Hall has
taught that there are many unknowns in rehabilitating older
structures. Because of these unknowns, it is staff's recom-
mendation to wait until after a bid has been awarded and a
contract amount has been set before hiring a landscape
architect for the grounds.
FINANCIAL CONSIDERATIONS:
There is $56,000 budgeted for this project. In addition,
there are revenue sharing and HCDA grants from the County
in the amount of $35,000. This brings the total to $91,000.
The project estimate is $88,000. This leaves only $3,000
for contingencies.
ALTERNATE ACTIONS:
1. Approve an expenditure not to exceed $2,500 for the
preparation of a landscape plan for the Montanez Adobe
contingent on the award of a construction bid at least
$6,000 less than the $91,000 available.
2. Approve an expenditure not to exceed $2,500 for the
preparation of a landscape plan for the Montanez Adobe.
3. Deny the request at this time.
FOR CITY COUNCIL AGENDA ..0& -Ir
0 •
Agenda Item - Montanez Adobe -2- August 6, 1980
------------------------------------------------------------
------------------------------------------------------------
RECOMMENDATION:
By motion, approve an expenditure not to exceed $2,500 for
the preparation of a landscape plan for the Montanez Adobe,
contingent on the award of a construction bid at least
$6,000 less than the $91,000 available.
Respectfully submitted,
Pamela Hallan
PMH. ch
KYR o'/: �/(l/ �((ll✓( (. %</j(/(1/%l(l(I/
+ ,72400 PASEO ADELANTO
SAN JUAN CAPISTRANO. CALIFORNIA 92675
'PHONE499•Ii71
1
1
October 3, 1980
Kenneth W. Wood
LANG & WOOD
Landscape Architects
P. O. Box 227
South Laguna, California 92677
Re: Montanez Adobe Landscape Plan
Dear Mr. Wood:
At their meeting of October 1, 1980, the City Council
accepted your proposal for preparation of a landscape maintenance
plan for the Montanez Adobe in the amount of $1,800. Enclosed
for your files is an executed copy of your letter agreement.
Staff was authorized to prepare a purchase order for thA work.
Thank you for your cooperation. If you have any
questions, please do not hesitate to call.
Very truly yours,
(MRS) MARY ANN HANOVER, CMC
City Clerk
MAH/cj
Enclosure
cc: Pam Hallan