Title
Recommendation to Authorize the Acting City Manager to Execute a Second Amendment to an Agreement with Placeworks to Add the Amount of $40,773 for a Total Agreement Amount of $804,730 for the Design of the Jean Sweeney Open Space Park. (Recreation and Parks 280)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Acting City Manager
Re: Recommendation to Authorize the Acting City Manager to Execute a Second Amendment to an Agreement with Placeworks to Add the Amount of $40,773 for a Total Agreement Amount of $804,730 for the Design of the Jean Sweeney Open Space Park
BACKGROUND
The Jean Sweeney Open Space Park (Sweeney Park) is a 27-acre park bounded by Constitution Way, Atlantic Avenue, and Sherman Street. The site is the former Alameda Beltline Railroad property that was secured by the City of Alameda at its original purchase price due the advocacy efforts of long-time resident Jean Sweeney.
On March 1, 2016, the City Council approved a contract with Placeworks Landscape Architects to provide design services for Sweeney Park. Since then, staff has been working with Placeworks to develop the design and construction documents as well as administer and manage the current construction.
On July 5, 2016, the City Council approved the design development of Sweeney Park, which included detailed design, strategies and prominent features.
On July 18, 2017, the City Council approved a first amendment to the Placeworks agreement for additional work for drawing revisions due to Union Pacific parcels plus value engineering changes to address high construction costs and keep the project viable.
DISCUSSION
The construction of Sweeney Park, Phase A is on track and moving forward, however since this site has many challenging aspects as a former rail yard, there have been several issues encountered in the field that require additional services from the design team. These include grading issues as well as utility connections. While the original agreement includes an allowance for construction administration services, the construction of Phase A has required a higher number of site visits and design adjustments than originally anticipated. This second amendment allocates additional time and expense that will be required to complete the project.
The services for the construction management consultant were terminated for this project since it was determined that Public Works and Parks staff have the experience and knowledge required to manage the project. This generated a cost savings of $190,000 and therefore funds are available for this second amendment.
This second amendment provides for more site visits so that the design team can participate onsite in the construction meetings twice per month for the remainder of the project. It also increases the scope of work for the design team to address Requests for Information, Submittals and other construction documents required with the contractor since the existing budget for these items is nearly exhausted.
All services are invoiced on a time and materials basis and City staff closely manages the work performed to ensure maximum efficiency with the consultant’s time.
FINANCIAL IMPACT
Budget for the contract is included in the Capital Improvement Program - Recreation and Parks (Project No.91309). The project is funded with monies allocated from a grant from the Land and Water Conservation Fund, funds from the Developer’s Agreement with Tim Lewis Communities, Development Impact Fees, Open Space Fund and community donations. The City Council previously approved the original contract and the contract amendments as presented below:
|
Contract |
Approval Date |
Authorized Amount |
Expended to [Date] |
|
Original Contract |
03/01/2016 |
$665,828 |
$609,437, |
|
1st Amendment |
07/18/2017 |
$98,129 |
$98,129 |
|
2nd Amendment |
pending |
$40,773 |
$0 |
|
Total |
|
$804,730 |
$707,566 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
The proposed agreement implements the Jean Sweeney Open Space Park Master Plan evaluated in the Mitigated Negative Declaration for the Jean Sweeney Open Space Park Master Plan in accordance with the California Environmental Quality Act and approved by the City Council on July 15, 2014. The subject project will be required to implement the appropriate mitigation measures from the Mitigated Negative Declaration. No further environmental review is required.
RECOMMENDATION
Authorize the Acting City Manager to execute a second amendment to an agreement with Placeworks to add the amount of $40,773 for a total agreement amount of $804,730 for the design of the Jean Sweeney Open Space Park
Respectfully submitted,
Amy Wooldridge, Recreation and Parks Director
Financial Impact section reviewed,
Edwin Gato, Acting Finance Director
Exhibits:
1. Second Amendment
2. Original Agreement and First Amendment