SR-303-011-01 (3)
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Council Meeting:September 12, 2000 Santa Monica, California
TO: Mayor and City Council
Chairperson and Redevelopment Agency
FROM: City Staff
SUBJECT: Recommendation that 1) the City Council Authorize the City Manager to
Modify a Professional Services Contract with Takata Associates for
additional Architectural and Engineering services for the Virginia Avenue
Park Expansion Project; and to Modify a Professional Services contract
with Katz, Okitsu & Associates for Pedestrian Crosswalk Enhancement
Development and Design; and 2) the City Council and the
Redevelopment Agency Authorize the City Manager and the Executive
Director (Respectively) to Execute a Reimbursement Agreement between
the City and the Redevelopment Agency for the Virginia Avenue
Expansion Project.
Introduction
This report recommends that the City Council authorize the City Manager to modify a
professional services contract with Takata Associates for additional architectural and
engineering services for the Virginia Avenue Park Expansion Project. The negotiated fee
for this contract shall not exceed $1,357,268. This report also recommends that the City
Council authorize the City Manager to modify a professional services contract with Katz,
Okitsu & Associates for crosswalk enhancement development and design adjacent to the
park. The negotiated fee for this contract shall not exceed $479,865. It is further
recommended that the City Council and the Redevelopment Agency authorize the City
Manager and the Executive Director (respectively) to execute a Reimbursement
Agreement between the City and Redevelopment Agency for the Virginia Avenue
Expansion Project.
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Background
Park Expansion
The Virginia Avenue Park expansion project encompasses the existing 5.82 acre park site
as well as the 2.9 acre parcel at thenorthwest corner of Pico and Cloverfield Boulevards
and the 0.8 acre parcel adjacent to the western edge of the existing Park. In November,
1997 the City Council awarded a contract to a team of design professionals headed by
Takata Associates for the project, which at the time included the existing park site and the
2.9 acre expansion site. Subsequent to finalizing an initial concept plan, the City Council
approved the purchase of the additional 0.8 acre site. Recognizing the need to integrate
the 0.8 acre site into the overall park expansion plan, the Recreation and Parks
Commission established the Virginia Avenue Park Expansion Working Group which was
asked to lead the community process for incorporating the 0.8 acre site into the project and
work with the design team to develop a final recommended concept plan. On January 26,
2000, the City Council approved the recommended Concept Design for the Virginia
Avenue Park Expansion Project and authorized preparation of an Environmental Impact
Report and a Supplemental Environmental Assessment. Council also authorized staff to
work with the design consultant team and the community to develop more detailed plans,
cost estimates and ultimately construction documents for bidding of the project.
Street Improvements
The Council approved a series of crosswalk enhancements for Pico Boulevard on January
26, 1999, which included a recommendation to eliminate the free right turn on the
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northwest corner of Pico and Cloverfield Boulevards to make it easier and safer for
pedestrians to cross the street. It was decided to defer the design and construction of this
corner as it is an integral part of the Virginia Avenue Park Expansion project. During
Council consideration of the concept design for the Virginia Avenue Park Expansion
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project, Council requested an additional crosswalk across Pico Boulevard at 22 Street,
the primary entrance to the park.
Discussion
Park Expansion
As approved by the City Council, the park expansion concept design includes
enhancement of the existing landscaped area along the Virginia Avenue Park frontage
(Virginia Avenue Green), development of a large green at the eastern end of the Park
(Green Oval), extension of the landscaping towards Pico Boulevard to the south of the
Terry Center (Pavilion Lawn) and creation of landscaped courtyards between the
community buildings proposed for the western end of the Park (Central Garden).
The Thelma Terry Center will be remodeled and the PAL Fitness Gym building will be
converted into a shaded open-air pavilion. Portions of each of the existing buildings on the
0.8 acre expansion site will be renovated resulting in a total of approximately 14,600
square feet for Park program activities including the new PAL fitness gym, a youth center
for older youth, community/meeting space, separate facilities for the employment and
youth and family program activities that currently share space in the Thelma Terry Center,
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park staff offices including area for the police substation and storage and maintenance
facilities . The Park will continue to accommodate the weekly Farmers Market on-site
utilizing the Pavilion and lawn area. On-site parking, both permanent (115 spaces) and
temporary (80 spaces), will be provided to support the proposed uses.
Exterior features will include basketball, handball and sand volleyball courts as well as two
children’s play areas - one for toddlers and an adjacent area for older children. An
interactive water play feature and a 1400 square foot permanent recreational pool from up
to 3 1/2 feet in depth for warm weather use are proposed. New outdoor restrooms and an
activity kiosk will be centrally located adjacent to the pool and basketball courts. An
outdoor environmental classroom area is incorporated into the plan. Public art integration
will emphasize landscape art forms at the park entrances including the Pico/Cloverfield
corner and “built” art forms such as murals, terrazzo and relief sculpture in and around the
buildings and parking lots.
The Takata Associates contract was originally approved by Council on November 11,
1997, for $310,000 for design and incorporation of the 2.9 acre expansion site into the
existing park design. It was increased by Council on November 24, 1998, by $130,000 for
the purpose of incorporating the 0.8 acre site into the concept plan. In order for the Takata
Associates team to carry the concept design through construction documents and provide
construction administration, an increase to the Takata Associates contract in the amount of
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$917,268 is required. This will bring the modified contract to a total of $1,357,268.
Street Improvements
The redesign of the northwest corner of Pico and Cloverfield Boulevards will square the
corner off and remove the island. A right turning lane will be maintained, however the new
configuration will require a vehicle to stop on a red light before turning. The reconstruction
will also require relocation of various utility, catch basin, fiber-optic, video and trunk line
connections. The westernmost crosswalk across Pico Boulevard that connects to the
northwest corner must be realigned and reconstructed to meet the new corner location.
The crosswalk scope of work will also include the design of an in-pavement flasher system
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for the new Pico Boulevard crosswalk at 22 Street.
The Katz, Okitsu & Associates contract was originally approved by Council on September
22, 1998, and was modified by Council on January 26, 1999, for Pico design work and on
June 29, 1999, to conduct the Phase II Crosswalk study. The total current contract amount
is $444,865. The crosswalk design can be carried out by increasing the Katz, Okitsu &
Associates crosswalk design contract for Pico Boulevard in the amount of $35,000. This
will bring the modified contract to a total of $479,865.
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Budget/Financial Impact
Park Expansion
FUNDS REQUIRED
Design Services $ 819,883.00
Contingency $ 97,385.00
$ 917,268.00
TOTAL
Funds are available in the following accounts:
C17018896.589000 $ 101,911.00
C19018800.589000 $ 721,369.51
C53018892.589000 $ 93,987.49
$ 917,268.00
Redevelopment Considerations
The Virginia Avenue Park Expansion Project is located within the Earthquake Recovery
Redevelopment Project Area. The $101,911 in account C17018896.589000 is provided
from the Earthquake Recovery Redevelopment Project Fund. The City will advance to the
Redevelopment Agency the $101,911 contribution. The Agency will reimburse the City
from the Agency’s available tax increment revenues. The execution of the Reimbursement
Agreement will formalize the loan between the City and Agency for this Project.
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Street Improvements
This proposed modification will increase the Katz, Okitsu & Associates contract by
$35,000, including a 10% contingency, not to exceed $479,865. Funding for this increase
is available from account C01046599.589000.
Recommendations
Staff recommends that the City Council:
1. Authorize the City Manager to modify the professional services contract with Takata
Associates by $917,268 for an amount not to exceed $1,357,268, including
contingencies, for the Virginia Avenue Park Expansion project;
2. Authorize the City Manager to modify the professional services contract with Katz,
Okitsu & Associates by $35,000 for an amount not to exceed $479,865, including
contingencies, to design crosswalk improvements adjacent to Virginia Avenue Park;
and
3. Authorize the City Manager to execute a Reimbursement Agreement between the
City and Redevelopment Agency for the Virginia Avenue Park Expansion Project.
Staff recommends that the Redevelopment Agency:
1. Authorize the Executive Director to execute a Reimbursement Agreement between
the City and Redevelopment Agency for the Virginia Avenue Park Expansion
Project.
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Prepared by: Craig Perkins, Director, Environmental & Public Works Management
Suzanne Frick, Director, Planning and Community Development
Barbara Stinchfield, Director, Community & Cultural Services
Jeff Mathieu, Director, Resource Management
Tony Antich, P.E., City Engineer
Ellen Gelbard, Deputy Director, Planning and Community Development
Karen Ginsberg, Assistant Director, Community & Cultural Service
Tina Rodriguez, Redevelopment Administrator
Lorrie Brown, Civil Engineering Associate
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