REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with Gates and Associates Landscape Architecture, Inc. for Design Professional Services for the Westwood Oaks 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 July 6, 2021, City Council approved a design professional services agreement with Gates and Associates Landscape Architecture, Inc. (Gates and Associates) for the first phase of the Westwood Oaks 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 (SD) incorporated feedback from both the Parks and Recreation Commission and the community; the SD will be presented to City Council on April 19, 2022 (RTC 22-179). The second phase of the Project includes preparing the necessary documents and providing support for the design and construction of the playground improvements.
DISCUSSION
In February 2021, the City issued a Request for Proposals (RFP) to solicit proposals for both phases of the Project. A total of four proposals were received and a proposal review panel consisting of staff from the Department of Public Works and Parks & Recreation Department evaluated each proposal against the criteria set forth in the RFP. As indicated in the beginning of this report, the City Council approved an agreement with Gates and Associates Landscape Architecture, Inc. (Gates & Associates) in July 2021 for the first phase of the project (RTC 21-234).The proposed Amendment No. 1 (Attachment 1) amends the scope of services to include services needed for the second phase of the project. The added scope of services generally includes: project management and coordination, preparation of detailed design and construction documents (plans, specifications, and engineer’s estimate) for public works bidding, assistance with obtaining building permit, and engineering support services during bid, award, and construction stages.
Staff recommends approval of Amendment No. 1 to the Agreement with Gates and Associates Landscape Architecture, Inc. to complete design services needed for the Westwood Oaks 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 2023 and construction of the Project is anticipated to be completed by summer 2024. The agreement includes a section covering prevailing wage requirements.
ENVIRONMENTAL REVIEW
Council action on this item does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") because it is an administrative activity that will not result in direct or indirect physical changes in the environment as set forth in section 15378(b)(5) of the CEQA Guidelines.
FISCAL IMPACT
The not-to-exceed amount under the current Agreement is $92,817. The proposed Amendment No. 1 increases the total not-to-exceed amount to $275,472. This amount includes $250,068 for basic services and $25,404 for additional services. Staff is requesting a 15 percent contingency, which is included in the not-to-exceed amount, for the second phase of design due to the age of the park and potential unforeseen conditions that may require additional efforts. There is sufficient funding available in the Westwood Oaks Park Playground Rehabilitation Project (CIP 3136).
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 Office of the City Manager or designee to execute Amendment No. 1 to the Agreement for Design Professional Services with Gates and Associates Landscape Architecture, Inc. for the Westwood Oaks Playground Rehabilitation Project in the amount not-to-exceed $275,472; and
2. Authorize the Office of the City Manager or designee to make minor modifications to the agreement if needed.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Office of the City Manager
ATTACHMENTS
1. Amendment No. 1
2. Original Agreement