REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize the City Manager to Execute Amendment No. 2 With Dillingham & Associates in the Amount of $84,343 for Construction Support and Contingency for the Raymond G. Gamma Dog Park Improvements and Related Budget Amendment [Council Pillar: Enhance Community Sports, Recreation, and Arts Assets]
Report
BACKGROUND
On August 27, 2018, Dillingham & Associates (Dillingham) was contracted in the amount of $60,200 by the City to complete community outreach, schematic design, and construction plans, specifications, and cost estimate for a re-design of the Raymond G. Gamma Dog Park (Attachment 1). On June 4, 2019, City Council approved the Raymond G. Gamma Dog Park (Dog Park) schematic design allowing for the development of the design and construction documents. Council separately authorized the City Manager (at its July 16, 2019 City Council meeting) to negotiate and execute change orders with O.C. Jones and Sons, Inc. (O.C. Jones), the contractor for the Reed & Grant Street Sports Park Project, for the Dog Park improvements.
On September 5, 2019, the City amended the agreement with Dillingham in the amount of $39,600 to include additional scope for subsurface investigation and design related to the synthetic turf, sanitary and storm water calculations, structural engineering, electrical, lighting and irrigation design changes, and extended the date of the agreement through December 31, 2020 (Attachment 2).
Due to the County Health Department COVID19 Shelter In Place Order, non-essential business and construction was stopped in March 2020, and businesses including Dillingham & Associates moved to remote coordination with subconsultants resulting in delays in completion of the Dog Park design. Dillingham has resumed its efforts and the latest County Health Order allows construction projects that adhere to the County construction safety protocols to resume.
DISCUSSION
The original scope of work for the Dog Park was a paved parking lot and restroom facility designed by a separate architect (LPA, Inc.) and constructed as part of the adjacent Reed & Grant Street Sports Park Project. However, there was significant community interest and Council support for exploring and accommodating additional improvements. The City requested and received two design bids for the Dog Park enhancement. Dillingham was selected since they had completed the original Dog Park Design and had the requisite expertise. Their initial scope of work included completion of community input and design options for Parks & Recreation Commission (PRC) and Council consideration, and if approved, design plans and specifications for operation and maintenance improvements focused on: (a) turf improvements in the large and small dog areas to reduce existing berms and replace with natural turf or design a lower maintenance synthetic turf replacement; (b) entry pathways and year round access improvements inside of each dog enclosure to provide DG, concrete or other surface improvements at entries and seating areas; and (c) community input on the incorporation of an additional area next to the small dog area and railroad tracks to provide additional dog friendly improvements that would incorporate efficient and effective solutions to achieve lower construction, maintenance and operating costs and integration into the existing construction plans for the Sports Park under construction.
As a result of community input and changes to the original Dog Park design to incorporate synthetic turf, additional subsurface investigation and engineering was required; this added scope was included in the first amendment. However, due to site constraints and coordination with the timing of work completed at the adjacent Sports Park, this scope of work has proven to be more difficult and has required additional sub consultants with associated project plan submittals and City reviews. Additional design submittals and clarifications include civil design and engineering services needed to coordinate design between the Sports Park and Dog Park, code update compliance review, a design for shade structure replacement (these are no longer serviceable), light pole footing changes, a review of construction phase contractor submittals, as well as a project contingency for potential post-construction activities for any as-built changes to the plans that may be required. The proposed scope and fee include supplemental design services in the amount of $35,215, an estimated allowance of 221 hours for construction support in the amount of $40,228, and a contingency of $8,900 for a total Amendment of $84,343 (Attachment 3). The City negotiated with the architect and has reviewed recent similar construction support services such as those provided by the architect on the adjacent Reed & Grant Sports Park Project; and, the pricing on this amendment is competitive and comparable (approximately 6% lower). If approved, the total not to exceed agreement as amended amount will be $184,143 which is approximately 9-10% of project amount and within the normal range of cost for projects of this type and size. The City anticipates completion of these design items and expeditious issuance of the building permit.
O.C. Jones has resumed construction of the Reed & Grant Street Sports Park Project in conformance with the April 29, 2020 County Health Department Order and work is anticipated to conclude with the next few months. Upon successful completion of negotiations, the Dog Park improvements are anticipated to start upon completion of the Sports Park construction. It is recommended that the City Manager be authorized to execute the Amendment No. 2 to the Dillingham agreement in the amount not to exceed $84,343 to provide the needed design consultant support for the construction and post-construction phases of work.
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
A budget amendment transferring $84,343 from the Unallocated Quimby Act Fees account to the Reed & Grant Streets Sports Park Project is recommended. Funds from the Quimby Act are collected from new housing development for the acquisition and development of neighborhood and community parkland and may be used for rehabilitation of existing parks. The Dog Park serves the entire Santa Clara Community, will include additional park space, and the construction of the improvements (rehabilitation) will provide for additional park use to serve the residents of the projects from which funds were collected.
Budget Amendment
FY 2019/20
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Parks and Recreation Capital Fund |
|
|
|
|
|
|
|
|
|
Ending Fund Balance/Reserves |
|
|
|
|
Unallocated-Quimby Act Fees |
$1,514,142 |
($84,343) |
$1,429,799 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Youth Soccer Fields & Athletic Facilities - Reed & Grant Street* |
$19,443,978 |
$84,343 |
$19,528,321 |
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|
|
|
|
|
* With the recommended amendment, the portion of the project budget associated with Raymond Gamma G. Dog Park totals $2,549,653. |
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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 <mailto:clerk@santaclaraca.gov.
RECOMMENDATION
Recommendation
1. Approve the FY 2019/20 budget amendment in the Parks and Recreation Capital Fund to decrease the Ending Fund Balance - Unallocated Quimby Act Fees and increase the Youth Soccer Fields & Athletic Facilities - Reed & Grant Street capital project appropriation in the amount of $84,343; and
2. Authorize the City Manager execute Amendment No. 2 with Dillingham & Associates in the amount of $84,343 for construction support and contingency related to the Raymond G. Gamma Dog Park improvements design.
Staff
Reviewed by: James Teixeira, Director of Parks & Recreation
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement
2. Amendment No. 1
3. Amendment No. 2