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Home My WebLink AboutPW Pickelweed Park Enhancement Project____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: February 20, 2024 Disposition: Authorized the City Manager to execute a first amendment to the professional services agreement with Gates + Associates for additional landscape architectural and engineering design services associated with the Pickleweed Park Enhancement Project, in the amount not to exceed $47,600, for a total not-to-exceed contract amount of $546,344; And, authorized a supplemental budget appropriation of $47,600 from available General Fund balance set aside for priority capital projects Agenda Item No: 4.g Meeting Date: February 20, 2024 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works April Miller, Public Works Director Prepared by: Theo Sanchez, Associate Civil Engineer City Manager Approval: __________ TOPIC: PICKLEWEED PARK ENHANCEMENT PROJECT SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE FIRST AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT WITH GATES + ASSOCIATES FOR ADDITIONAL LANDSCAPE ARCHITECTURAL AND ENGINEERING DESIGN SERVICES ASSOCIATED WITH THE PICKLEWEED PARK ENHANCEMENT PROJECT, IN THE AMOUNT NOT TO EXCEED $47,600, AND APPROPRIATE FUNDING FOR THE AMENDMENT, FOR A TOTAL NOT TO EXCEED CONTRACT AMOUNT OF $546,344 RECOMMENDATION: Staff recommends that the City Council: 1)Authorize the City Manager to execute a first amendment to the professional services agreement with Gates + Associates for additional landscape architectural and engineering design services associated with the Pickleweed Park Enhancement Project, in the amount not to exceed $47,600, for a total not-to-exceed contract amount of $546,344, and 2)Authorize a supplemental budget appropriation of $47,600 from available General Fund balance set aside for priority capital projects. BACKGROUND: The Pickleweed Park Enhancement Project proposes to add several park amenities, including a synthetic turf field, basketball/sport court, playground structure for children under five, fitness equipment for adults, shaded seating, and a gazebo. To facilitate the design of this project, the City Council awarded a SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 professional services agreement to Gates + Associates for landscape architectural and engineering design services in the amount not to exceed $498,734 on November 7, 2022. ANALYSIS: City staff have been working on coordinating the Pickleweed Park Enhancement Project and the Tiscornia Marsh Restoration Project, which is currently being designed under the direction of the Marin Audubon Society (MAS). The two proposed projects are located adjacent to each other and are anticipated to have overlapping construction windows. The Tiscornia Marsh Restoration Project will take place over several years, while the Pickleweed Park Enhancement Project is estimated to last six months. Although these project duration estimates are dependent on the presence of protected nesting birds, the City’s park enhancement project should be completed before the marsh restoration project. A design is needed for this interim condition when the City’s park project is nearing completion and needs to tie into the partially completed marsh restoration project. City staff have requested a proposal from Gates + Associates to design this interim condition and help coordinate with MAS’ design consultant. FISCAL IMPACT: The proposal from Gates + Associates to provide additional landscape architectural and engineering design services totals $47,600. This would increase their total contract amount to $546,344. A supplemental budget appropriation in the amount of $47,600 is required to cover this contract amendments, as described. Funding to support this budget augmentation is available through General Fund resources (fund balance) set-aside for high priority capital projects. OPTIONS: The City Council has the following options to consider on this matter: 1.Authorize the City Manager to enter into the agreement and supplemental budget appropriations as recommended. 2.Do not authorize the City Manager to enter into the agreement nor supplemental budget appropriations and provide further direction to staff. RECOMMENDED ACTION: Staff recommends that the City Council: 1)Authorize the City Manager to execute a first amendment to the professional services agreement with Gates + Associates for additional landscape architectural and engineering design services associated with the Pickleweed Park Enhancement Project, in the amount not-to-exceed $47,600, for a total not-to-exceed contract amount of $546,344, and 2)Authorize a supplemental budget appropriation of $47,600 from available General Fund balance set aside for priority capital projects. ATTACHMENTS: 1.First Amendment to the Professional Services Agreement with David L. Gates & Associates, Inc. for Landscape Architectural and Engineering Design Services FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH DAVID L. GATES & ASSOCIATES, INC. FOR LANDSCAPE ARCHITECTURAL AND ENGINEERING DESIGN SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DAVID L. GATES & ASSOCIATES, INC. (hereinafter "CONSULTANT"), is made and entered into as of 04/23/2024 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated December 1, 2022, to perform professional services in connection with CITY'S Landscape Architectural and Engineering Design Services, for an amount not to exceed $498,734 (the "Agreement"); and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article I of the Agreement, entitled "SERVICES TO BE PROVIDED" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated September 5, 2023, attached to this Amendment as Exhibit A and incorporated herein by reference. 2. Article II of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this Amendment, on a fixed fee basis in accordance with the Exhibit A, in a not -to -exceed amount of $47,600, and to change the total not - to -exceed amount under the Agreement to $546,334. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the date first above written. CITY OF SAN RAFAEL Cristine AfilovkWMprB,202415:2.4PDT) CRISTINE ALILOVICH, City Manager ATTEST: 61-onna Numi (for) Brenna Nurmi (For) (Apr 23, 202415:24 PDT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: GENEVIEVE COYLE, Assistant City Attorney 2 CONSULTANT By:Casey Case Apr19.202412:48PDT) Name: Casey Case Title:President [If Contractor is a corporation, add signature of second corporate officer] M. Name: Title: GATES ASSOCIATES Project Number: Date: Project Title To: Company SCOPE OF WORK: Exhibit A LANDSCAPE ARCHITECTURE - LAND PLANNING URBAN DESIGN ADDITIONAL WORK AUTHORIZATION #01 P6114 September 5, 2023 Pickleweed Park Enhancements Joanna Kwok City of San Rafael Senior Civil Engineer Department of Public Works Coordination with Tiscornia Marsh Project team: BKF: $8,250 • Pickleweed Complex/Field Team and ESA Coordination meetings, phone calls, and correspondence. • Conceptually regraded site at conforms located at the north and east to accommodate ultimate levee build out, including new self -retaining drainage swale and prepared Tiscornia Marsh coordination exhibits. This included a total of four (4) exhibits used to assist field team/City coordinate with ESA. Prepare 65%-100% PS&E for Interim and Final conditions (final drawings shall show all interim items as existing where appropriate): BKF: $20,750 • Additional Sheets will be added to 65% plan package to accommodate new phasing for Interim and final grading conditions. • File/drawing update to accommodate interim and final conditions. • Interim grading and drainage design. The work required includes modifications to the original sports field design based on new grading limits and site constraints. Revised detailed grading for the final condition to accommodate new confirms with levee, including new surface drainage features at the northwest corner of the field, and extending the accessible path and parking conforms to the final levee improvements. • Revise estimate to accommodate phasing. • Revisions to stormwater control plan and H&H. Atium: $7,500 • Prepare interim and final electrical, lighting, and low voltage plans • Revise site plan, lighting calculations, panel schedules, light fixture schedule, and other items as required to show both interim and final conditions • Provide estimates for both interim and final conditions RMA: $2,400 1655 N. MAIN STREET STE 365 1 WALNUT CREEK, CALIFORNIA 94596 1 T 925.736.8176 1 WWW. DGATES.COM GATES AS OCIATES LANDSCAPE ARCHITECTURE LAND PLANNING - URBAN DESIGN • Revise the irrigation drawings to include interim and final conditions, including separate designs for each as required within the interim project area • Provide estimates for both interim and final conditions GATES: $8,700 • Additional Sheets added to 65% plan package to accommodate new phasing for Interim and final conditions. • Revise estimate to include interim and final conditions. • Project management and coordination with sub -consultants and City staff. FEES FOR WORK: FixedRate: ......................... .................................................................................................... .... $47,600 Please return one signed copy of this work authorization to Gates + Associates as soon as possible. If you have questions or comments regarding this matter, please contact us at your earliest convenience. ISSUE*R-- AUTHORIZATION CONFIRMED: BY:....... DATE: 2023;09-05. BY: .................................................. DATE:..................... MASSOCIATEPRINCIPAL 1655 N. MAIN STREET STE 365 1 WALNUT CREEK, CALIFORNIA 94596 1 T 925.736.8176 1 WWW. DGATES.COM