REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize the City Manager to Execute Amendment No. 6 With LPA, Inc. in the Amount of $50,000 for Construction Support Services, Delegation of Authority for Record Drawing Documentation in the Amount of $45,000, and Related Budget Amendment in the total amount of $95,000 for the Reed & Grant Streets Sports Park [Council Pillar: Enhance Community Sports, Recreation, and Arts Assets]
Report
BACKGROUND
On February 10, 2015, City Council approved an agreement with LPA, Inc. for community outreach, site feasibility analysis, engineering plans, specifications and cost estimate for a new youth soccer and athletic facility. Since then, five (5) amendments to the agreement have addressed various changes and additions to the original contract scope as well as the evolution of the Reed & Grant Street Sports Park Project including the site selection, procurement of synthetic turf, changes to electrical plans, inclusion of Raymond G. Gamma Dog Park restroom and paved parking lot, the improvement of an additional parcel purchased by City, street frontage improvements, added pedestrian, signage and traffic improvements at Lafayette Boulevard and Reed Street, and safety and security improvements along the railroad side of the Project. The Project was moving toward substantial completion in early 2020, with additional Dog Park rehabilitation to closely follow. Unfortunately, due to the County Health Department COVID19 Shelter In Place Order, non-essential business and construction was stopped in March 2020 resulting in further delays in completion of the Project. The latest County Health Order issued on April 29, 2020 allows construction projects that adhere to the COVID19 Health protocols to resume.
DISCUSSION
O.C. Jones and Sons, Inc. (O.C. Jones), the contractor for the Sports Park Project, and its subcontractors have re-mobilized at the project site in conformance with the April 29, 2020 County Health Department Order, and construction has resumed to finish the Sports Park and soon initiate the remaining Dog Park improvements. However, the LPA agreement did not include funding for additional construction support services (such as review of contractor requests for information and final punch-list reviews of the construction work) over the extended timeframe now needed due to the COVID19 suspension of construction. In addition, the agreement did not include funding for development of record drawings to incorporate all construction changes into CADD drawings to produce a final as-built Sports Park plan set.
The Project budget amendment in the amount of $95,000 will provide funding for the LPA, Inc. Amendment No.6 construction support services ($50,000), and for final project record drawing documentation (CADD as-built drawings) ($45,000). The requested actions will provide the City Manager with authorization to execute Amendment No. 6 with LPA, Inc. in an amount of $50,000 for additional construction support services (which will bring the total agreement as amended amount to $2,045,000), and to negotiate and execute an agreement in the amount of up to $45,000 to complete the necessary record drawing documentation (with LPA Inc. or another professional firm to be determined).
For clarity, the more extensive Dog Park rehabilitation work has been designed under separate contract with Dillingham Associates and Council has delegated authority to the City Manager (at its July 16, 2019 City Council meeting) to negotiate and execute Project change orders with O.C. Jones to complete the Dog Park rehabilitation. Upon successful completion of negotiations, the Dog Park improvements are anticipated to start upon completion of the Sports Park construction and be completed by Winter 2020.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15301 “Existing Facilities”, 15302 “replacement or reconstruction”, and 15303 “new construction or conversion of small structures” as the activity consists of the operation, repair, maintenance, permitting or minor alteration of existing public facilities or topographical features involving negligible expansion of use beyond that existing at the time of the lead agencies determination.
FISCAL IMPACT
Staff recommends a budget amendment transferring $95,000 from the Unallocated Mitigation Fee Act (MFA) Fees account to the Reed & Grant Streets Sports Park Project in the Parks and Recreation Capital Fund. Funds from the MFA are collected from new housing development for the acquisition and development of parkland and facilities. The Reed & Grant Streets Sports Park will serve the entire Santa Clara Community and the residents of the projects from which funds were collected.
Budget Amendment
FY 2019/20
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|
Current |
Increase/ (Decrease) |
Revised |
|
Parks and Recreation Capital Fund |
|
|
|
|
|
|
|
|
|
Ending Fund Balance |
|
|
|
|
Unallocated Mitigation Fee Act |
$651,847 |
(95,000) |
$556,847 |
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|
|
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Expenditures |
|
|
|
|
Youth Soccer Fields & Athletic Facilities - Reed & Grant Street |
*$2,370,310 |
95,000 |
**$2,465,310 |
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* Final Budget **Revised Budget contingent on the approval of RTC 20-516. |
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COORDINATION
This report has been coordinated with the Finance Department, Parks & Recreation Department, Public Works 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
RECOMMENDATION
Recommendation
1. Approve the budget amendment in the Parks and Recreation Capital Fund to increase the Youth Soccer Fields & Athletic Facilities - Reed & Grant Street project by $95,000, funded by a reduction to the Ending Fund Balance - Unallocated Mitigation Fee Act (MFA) Fees;
2. Authorize the City Manager to execute Amendment No. 6 with LPA, Inc. in the amount of $50,000 for additional construction support services related to the Reed & Grant Street Sports Park Project; and
3. Delegate Authority to the City Manager to negotiate and execute an agreement in an amount not to exceed $45,000 for record drawing documentation for the Reed & Grant Street Sports Park Project.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Reviewed by: James Teixeira, Director of Parks & Recreation
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Amendment No. 6