REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with David L. Gates & Associates, Inc. for Design Professional Services for the Henry Schmidt Park Playground Rehabilitation Project
Report
COUNCIL PILLAR
1. Deliver and Enhance High Quality Efficient Services and Infrastructure
2. Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
On February 7, 2023, City Council approved a design professional services agreement with David L. Gates & Associates, Inc. (Gates and Associates) for the first phase of the Henry Schmidt Park Playground Rehabilitation Project (Project). The first phase of the Project includes preparation of concepts for the park and a schematic design for the playground rehabilitation, community outreach, presentation of the schematic design to the Parks and Recreation Commission, and action from the City Council. The proposed schematic design incorporated feedback from both the Parks and Recreation Commission and the community and was approved by Council on April 9, 2024 (RTC 24-1519). The second phase of the Project includes various professional design services related to design and construction of the Project.
DISCUSSION
The proposed Amendment No. 1 (Attachment 1) includes a negotiated scope of services and schedule of fees that incorporates the professional design services necessary to complete the second phase of the Project, per the approved schematic design. The scope of services generally includes preparing bid documents (plans, specifications, and engineer’s estimate) for public works bidding, providing assistance to coordinate and secure various permits, and providing services during project advertisement and construction.
Staff recommends approval of Amendment No. 1 to the Agreement with David L. Gates & Associates, Inc. to complete the design services needed for the Henry Schmidt Park Playground Rehabilitation Project. Approval of this amendment will provide the design professional services necessary to complete the design of the Project and proceed to construction in a timely manner. Design of the Project is anticipated to be completed by spring 2025 and construction of the Project is anticipated to begin summer of 2025. The agreement includes a section covering prevailing wage requirements.
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services and is not a project which has the potential for causing a significant effect on the environment under the California Environmental Quality Act ("CEQA") Guidelines section 15061(b)(3). The Project will be reviewed for all CEQA documentation as part of the design process.
FISCAL IMPACT
The not-to-exceed amount under the current Agreement is $109,566. The proposed Amendment No. 1 increases the total not-to-exceed amount to $507,546 ($461,405 for basic services and $46,141 for additional services). The budget action required to fund the amended agreement was approved by the City Council per RTC 24-1519 on April 9, 2024, and is available in the Henry Schmidt Park Playground Rehabilitation Project (CIP 3195).
COORDINATION
This report has been coordinated with the Parks & Recreation Department, Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement for Design Professional Services with David L. Gates & Associates, Inc. for the Henry Schmidt Park Playground Rehabilitation Project in the amount not-to-exceed $507,546, in a final form approved by the City Attorney; and
2. Authorize the City Manager to make minor modifications to the Agreement, including time extensions, if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Amendment No. 1
2. Original Agreement