Title
Staff Report for a Resolution Approving Amendment No. 1 in the Amount of $21,669.15 to a Consulting Services Agreement with Harris Design for the Siempre Verde Park Rehabilitation Project, Project No. 2015.0270
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve Consulting Services Agreement Amendment No. 1 with Harris Design in the amount of $21,669.15, resulting in a total contract amount of $82,004.15, and authorize the City Manager to execute Amendment No. 1. The project budget has sufficient allocations to fund the increased costs that have already been expended.
BACKGROUND
Harris Design prepared the design and construction documents for this project under a separate contract. The subject contract with Harris Design is for support of construction assistance during the construction phase of the project. The scope of this contract includes site visits to confirm compliance with design intent, as well as review of shop drawings, submittals, and requests for information.
It is customary to engage the design firm in a contract for construction assistance as their thorough knowledge of the project provides for timely response to questions and resolution of issues. As a result of Harris Design’s assistance with the project construction delays were avoided.
Analysis
Additional design work was necessary during the construction phase due to new comments received on the site design and also due to unforeseen conditions. Harris Design assisted the City with design revisions of the following items:
• Replacement of the flagstone paving at the Tai Chi area with concrete paving
• Design of a custom concrete mounting for the 1959, 1992 and 2016 dedication plaques
• Layout of additional boulders added to the site
• Revised location of various park benches to facilitate the movement of maintenance vehicles
• Electrical design for reconnection of power to the lights on the Veterans Memorial
Harris Design also assisted the City with miscellaneous other services, such as preparing a colorized site plan for display, additional site visits for review of repeated concrete mock-ups, and coordination with StopWaste.org for Bay-Friendly landscaping requirements. This work has been completed, and staff is requesting authority to execute a contract change order to allow reimbursement of Harris Design for provided services.
Current Agency Policies
• 2013-15 City Council Goal: Maintain and enhance the City’s infrastructure
Previous Actions
• On January 4th, 2016, by Resolution 2016-002, the City Council appropriated $381,200.00 in grant funds for the construction of the subject project and returned the same amount of General Funds to the fund balance
• On September 8th, 2015, by Resolution 2015-161, the City Council awarded a construction contract for the subject project to Robert A. Bothman Construction and authorized the City Manager or his designee to negotiate and approve changes orders to complete the project
• On July 20, 2015, by Resolution 2015-136, the City Council approved a consulting services agreement with Harris Design to provide support during the construction phase of the subject project
• On March 2, 2015, by Resolution No. 2015-058, the City Council allocated funds for the design and construction of the Siempre Verde Park Rehabilitation Project and approved a Consulting Services Agreement with Harris Design for the development of construction-ready plans and specifications for the subject project
• On February 17, 2015, by Resolution No. 2015-026, the City Council authorized the City Manager to Submit an Application for Housing-Related Parks Program Grant Funds for up to $500,000 in Grant Funding to Rehabilitate Siempre Verde Park based on the Construction of the Marea Alta (formerly The Cornerstone) Family Apartments
• On December 1, 2014, by Resolution No. 2014-132, the City Council authorized the City Manager to Execute a State Standard Agreement with the California Department of Housing and Community Development for a Housing-Related Parks Program Grant in the Amount of $1,376,600
• On January 6, 2014, by Resolution No. 2014-004, the City Council authorized the City Manager to Submit an Application for Housing-Related Parks Program Grant Funds
Applicable General Plan Policies
Goal 21 - Rehabilitation of Existing Parks: Maintain and improve San Leandro’s existing parks and recreational facilities
Environmental Review
This project is categorically exempt from CEQA per Section 15268 of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder on December 16, 2010.
Fiscal Impacts
The total project cost was $3,063,201.89, which includes design, construction, and construction administration.
A summary of the construction assistance contract with Harris Design is below:
Original Contract $60,335.00
Amendment No. 1 $21,669.15
Total Contract Amount $82,004.15
Budget Authority
|
Account No |
Appropriation Date & Reso |
Amount |
|
150-62-116 |
April 27, 2015, Reso No. 2014-132 |
$876,600.00 |
|
150-62-116 |
January 21, 2016, Reso. No. 2016-002 |
$381,200.00 |
|
150-62-116 |
April 17, 2016, BJE 04-005 |
$75,000.00 |
|
122-62-116 |
March 5, 2015, Reso No. 2015-058 |
$1,538,000.00 |
|
210-62-116 |
March 5, 2015, Reso No. 2015-058 |
$1,145,594.00 |
|
210-62-116 |
January 21, 2016, Resolution 2016-002 |
($456,200.00) |
|
150-62-119 |
August 11, 2016, BJE 08-005 |
$14,323.98 |
|
|
Total Allocation |
$3,574,517.98 |
Attachment
• Harris Design CSA Amendment 1
PREPARED BY: Kyle K. Lei, Associate Engineer, Engineering and Transportation Department