Title
Recommendation to Authorize the City Manager to Execute a Second Amendment to an Agreement with Verde Design to Add $69,975, for a Total Amount of $279,420 for Design and Construction Administration Services for Estuary Park. (Recreation and Parks 91311)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Execute a Second Amendment to an Agreement with Verde Design to Add $69,975, for a Total Amount of $279,420 for Design and Construction Administration Services for Estuary Park
BACKGROUND
Estuary Park is over eight acres located on Mosely Avenue near Singleton Avenue. The Park’s baseball and soccer fields were previously used by the U.S. Navy, Coast Guard and later, the community.
Staff has been working closely with Verde Design on the re-design of Estuary Park since February 2014. Staff solicited and incorporated input on the conceptual design from youth athletic user groups. On September 2, 2014, the City Council received an informational report on the conceptual design and provided comments as well.
Estuary Park will be developed in two phases. The 4-acres on the west side will be dedicated to athletic fields including one baseball diamond prioritized for special needs youth plus one lighted rectangular field for soccer, lacrosse, rugby, and football. This will be the City’s first lighted, synthetic turf multi-use field. It will also be the first City-owned regulation-size football field. The synthetic turf baseball diamond, with a soccer field striped in the outfield, is designed to be fully ADA accessible with priority scheduling for youth and adults with mental and physical challenges. Alameda Little League has created a Challenger baseball league, which is an established national program for youth with mental and physical challenges, ages 4 - 18. The Alameda Recreation and Park Department will also partner with Special Olympics, Ala Costa Centers, and other non-profit organizations to make this field available for special needs youth and adults.
The eastern 4-acres will be designed as a community park space with playgrounds, small and large group picnic areas, basketball courts, open lawn, and a dog park for both small and large dogs. All of these park and recreation amenities are intended to serve the entire community, athletic field users, and the new residential housing anticipated at Alameda Landing and North Housing.
Estuary Park is being designed and planned as phased construction. The first phase will be the athletic fields. The second phase will be the community park, restrooms, and parking lot.
DISCUSSION
This additional service is for construction administration during phase one of the project. The scope of this work includes assisting City staff with the bid process, such as responding to bidder questions, and assisting with selection of a contractor. The work also includes assistance throughout the construction including responding to Requests for Information, reviewing submittals, attending site observation/construction meetings during construction, attending the final walk-through and generating a punch list, and reviewing the final as-built plans.
The original agreement with Verde Design included a 10% retainer on the final payment until construction is complete. It also includes a provision specifying that based upon Verde Design’s construction drawings, if the subsequent, lowest responsible construction bid comes in more than 10% over Verde Design’s Engineer’s Estimate, the firm will work with the City to value engineer the Project and provide revised construction drawings at no cost to the City.
FINANCIAL IMPACT
The original agreement with Verde Design was executed in January 2014 in the amount not to exceed $174,175. The first amendment to the agreement was executed in July 2015 in the amount not to exceed $35,300. This second amendment to the agreement is not to exceed $69,975. The total funds in the amount of $279,420 are available in the Capital Improvement Project Budget (Estuary Park - 91311) for Fiscal Year 2015-17.
The estimated total cost to construct Estuary Park, including Phase 1 and Phase 2, is $6,600,000. A total of $4,200,000 of construction funds is currently budgeted from revenue generated from Measure WW, grants, and private donations. The remaining Phase 2 construction is anticipated to be funded from Development Impact Fees (DIF) and grants. The ongoing park maintenance, once fully built, is anticipated to be cost recovered by field and picnic rental fees.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
The proposed project includes the rehabilitation and improvement of an existing park, the proposal is consistent with the zoning and general plan designation for the property, and the improvements will be subject to the existing design requirements of the Alameda Municipal Code ensuring compatibility with adjacent land uses. For these reasons, the proposed project will not result in any significant environmental impacts and is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15301 (existing facilities), 15302 (replacement or reconstruction), and 15303 (new construction or conversion of small structures).
RECOMMENDATION
Recommendation to authorize the City Manager to execute a second amendment to an agreement with Verde Design to add $69,975, for a total amount of $279,420 for design and construction administration services for Estuary Park.
Respectfully submitted,
Amy Wooldridge, Recreation and Parks Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Second Amendment
2. Original Agreement & First Amendment