STAFF REPORT MEETING DATE: March 28, 2017 TO: FROM: City Council Petr Skala, Engineer II Christopher J. Blunk, Deputy Public Works Director/City Engineer 922 Machin Avenue Novato, CA 94945 415/ 899-8900 FAX 415/ 899-8213 www.novato.org SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT FOR HILL RECREATION AREA AND MARGARET TODD SENIOR CENTER, CIP PROJECT NO. 01-005 REQUEST Consider adopting a resolution authorizing the City Manager to execute amendments to Consultant Service Agreement #4617 with Carducci Associates - Landscape Architects, not to exceed the amount of $62,000.00, for the Master Planning & Design phase of the Hill Recreation Area and Margaret Todd Senior Center Project, CIP 01-005. DISCUSSION On March 20, 2015, Carducci Associates - Landscape Architects were contracted to provide master planning, construction design and construction management services for the Hill Recreation Area project, CIP 01-005. The project scope of the Master Planning & Design has changed primarily due to two additions: 1. The Community Services Director has negotiated an agreement with Novato Unified School District (NUSD) to add part of their property to the project to maximize parking and pedestrian flow. 2. Addition of four Pickleball courts in the southeast corner of the master site plan. These additions expanded the master plan portion of the scope of work and required Carducci Associates - Landscape Architects to come up with several alternatives for effective use of the site. NUSD meetings, cost estimating, topoqgraphic survey, utility survey and electrical engineering review are also required as a part these requests. The preparation of the revised master plan, Phase 1 drawings, cost estimates, two additional public meetings and workshop support in August 2016 through February 2017 were contributing factors for the cost increase. The master plan fee was exceeded, and authorization to proceed was granted by the then City Manager. Staff is bringing this amendment to Council now to memorialize the extended scope of work to get to this point in formulating the project, and working through the public outreach process. cc17_052 1 1
The additional scope of work for the Master Planning & Design Phase of the contract have resulted in an additional $62,000 in professional services. Once the final project phasing and master plan elements are approved by the Council staff will negotiate the final design phase contract with the consultant (or rebid the project s final design) to determine if the overall planning and design budget requires further modification. If the fees are in excess of the total amount previously authorized by the City Council, staff will return the item for Council approval. PUBLIC OUTREACH The Hill Master Plan has had significant public outreach and workshops. See Staff Report from the Community Service Director, Pam Shinault, submitted for the Master Plan presentation in the General Business session of tonight s Council meeting. FISCAL IMPACT This partially funded project is included in the City of Novato Adopted Capital Improvement Program Budget for 2016/2017 and there are sufficient funds in the project development account (410) to pay for the added services. Funding strategies to implement the master plan are being developed for the proposed 2017/2018 CIP Budget. RECOMMENDATION Adopt the resolution authorizing the City Manager to execute amendments to the Consultant Service Agreement #4617 with Carducci Associates - Landscape Architects, not to exceed the amount of $62,000.00, for the Master Planning & Design phase of the Hill Recreation Area and Margaret Todd Senior Center Project, CIP 01-005. ATTACHMENTS 1. Resolution 2. CIP Budget Excerpt 2 2
CITY COUNCIL OF THE CITY OF NOVATO RESOLUTION NO. RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENTS TO CONSULTANT SERVICE AGREEMENT #4617 WITH CARDUCCI ASSOCIATES LANDSCAPE ARCHITECTS NOT TO EXCEED $62,000 FOR THE MASTER PLANNING & DESIGN PHASE OF THE HILL RECREATION AREA AND MARGARET TODD SENIOR CENTER; CIP PROJECT NO.01-005 WHEREAS, the City Council of the City of Novato has adopted a final Capital Improvement Program (CIP) budget for fiscal Year 2016/2017; and WHEREAS, the project scope of the Master Planning & Design phase of the Hill Recreation Area and Margaret Todd Senior Center, CIP project 01-005 has changed due to an agreement negotiated with Novato Unified School District (NUSD) to add part of their property to the project to maximize parking and pedestrian flow; and WHEREAS, four Pickleball courts were added in the southeast corner of the master site plan in response to public request; and WHEREAS, the Consultant Service Agreement #4617 with Carducci Associates - Landscape Architects, for Master Planning & Design phase of the Hill Recreation Area and Margaret Todd Senior Center, CIP project 01-005 has insufficient approved funds to accommodate the costs of these additions; and WHEREAS, there are sufficient funds in the project development account (410) to pay for the added services; and WHEREAS, it is necessary to authorize the City Manager to execute an amendment to the Consultant Service Agreement #4617 with Carducci Associates - Landscape Architects, not to exceed amount of $62,000 for CIP project 01-005, Hill Recreational Area and Margaret Todd Senior Center. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato hereby authorize the City Manager to execute an amendment to the Consultant Service Agreement #4617 with Carducci and Associates, not to exceed amount of $62,000 for Master Planning & Design phase of the Hill Recreation Area and Margaret Todd Senior Center, CIP project 01-005. * * * * * * res5039 1 3
I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the 28 th day of March, 2017, by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: City Clerk of the City of Novato Approved as to form: City Attorney of the City of Novato res5039 2 4
Capital Improvement Program Hill Recreation Area Project No.: 01-005 Base Code: 452 Funded Project Objective: Perform a par king and site study (Master Plan) for Hill Recreation Area, and implement improvements. The study will evaluate whether fields meet current size and grading standards, improve playability of fields, reduce maintenance costs, beautify the park, and better meet the youth athletic field needs in Novato. Project Description and Background: The new parking and site study will analyze site options to improve field and facility conditions and layout, and address the existing parking problems at the site. A second phase to complete the design and construction of the recommended improvements is anticipated. Basis for Cost Estimate: A preliminary cost estimate has been prepared as par t of the Master Plan. A phased construction plan is proposed. The costs shown are exclusive of a first synthetic turf field, bocce courts and some of the par king improvements as those improvemenst are separately funded (CIP 14-009 and CIP 16-002 respectively.) Basis for Schedule: T he Master Plan should be completed in early 16/17, and pending approval of the funding plan, a first phase of construction could start in late 16/17. Revenue Considerat ions: A combination of Quimby, County Parks Measure A and Measure F, with a maximum permissible Development Impact Fee contribution (20.9%) is the identified funding source for this project. Project Sub Prior to Expenditure Object 16/17 16/17 17/18 18/19 19/20 20/21 Total Proj Develop 410 408,416 200,000 500,000 1,108,416 Construction 430 0 2,190,006 5,500,000 7,690,006 Construction Mgt 440 0 150,000 400,000 550,000 TOTAL 408,416 200,000 2,340,006 0 0 6,400,000 9,348,422 Funding Sub Prior to Source Object 16/17 16/17 17/18 18/19 19/20 20/21 Total Quimby (231) 410 226,516 129,741 356,257 Quimby (231) 430 0 412,400 412,400 DIF-Rec & Cultural (327) 410 56,900 70,259 127,159 DIF-Rec & Cultural (327) 430 0 489,061 489,061 DIF-Rec & Cultural (327) 440 0 0 Measure F 410 200,000 200,000 Measure A parks (310) 430 0 194,718 194,718 TOTAL 483,416 200,000 1,096,179 0 0 0 1,779,595 CARRYOVER Page 340 City of Novato Adopted Budget 2016/17 5