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sr-121410-3c~;tYOf City Council Report Sang Monica" City Council Meeting: December 14, 2010 Agenda Item:.3 C To: Mayor and City Council From: Susan Cline, Acting Director of Public Works Subject: Contract Modification with Acon Development Inc. for Reed Park Open Space Improvements Project Recommended Action Staff recommends that the City Council: 1) Authorize the City Manager to negotiate and execute a first modification to Contract No. 9229 CCS with Acon Development Inc., a California-based company, in an amount not to exceed $56,713, including a 10% contingency, for a total contract amount $871,713, which includes an additional 30 days to the contract term to provide alternate scope of work for the Reed Park Open Space Improvements Project. 2) Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary On June 22, 2010, Council approved a construction contract (Contract No. 9229 CCS) with. Acon Development, Inc. (Acon) in the amount of $815,000 for the base bid scope of services of the Reed Park Open Space Improvements Project. Acon also provided an alternate bid, as requested by the City, for additional scope of services to be considered if funding was available. The project is approximately 30% into construction and some project savings have been identified. As result, staff recommends leveraging the savings to fund the alternate bid items, which includes reconfiguring the tennis seating area with accessible ramps, and extending the planting area adjacent to the tennis courts on 7th Street. A contract modification with Acon in the amount of $56,713, including a 30-day contract time extension, is necessary to complete the additional scope of services. Background On January 23 2007, Council authorized the negotiation of a professional Services Agreement with Katherine Spitz Associates (Contract No. 8674 CCS) for the design of Reed Park open spaces. In May and June of 2007, community workshops were held to 1 get input from the community. On February 12, 2008, Council directed staff study additional street lighting needs in Reed Park along with the planned park improvements; however, this additional lighting work was financially unfeasible with the current budget. On September 23, 2008, Council .authorized contract and scope modifications with Katherine Spitz Associates for design improvements to Reed Park, as well as the final project design. On June 22, 2010, Council approved a construction contract (Contract No. 9229 CCS) for the construction of Reed Park Improvements with Acon Development, Inc. Discussion Reed Park occupies a city block and covers 5.3 acres. It is a widely-used Santa Monica park, with Miles Playhouse, the CREST Office, six lighted community tennis courts, community meeting rooms which host the senior nutrition program among other activities, two heavily used basketball courts, and a children's play area. A complete renovation of the park was completed in 1995 and Miles Playhouse was reopened to the public after extensive rehabilitation in 1998.. Reed Park has seen a considerable increase in undesired activity in the open space areas of the park. The Reed Park Improvements are designed to improve the quality of experience for all visitors to this park. There are three areas of proposed improvements to Reed Park that were included in the base bid: 1. Remove existing roque court, shuffleboard, and horseshoe area to expand the intensively used children's playground area; install new playground fence. 2. Replace the existing planting along the entire Wilshire Boulevard park edge with a new planting scheme, including the southeast and southwest corners of the park. The new planting will be sustainable, drought-tolerant, and comprised of species that discourage ingression. The planting will "wraparound" to 7~h Street and Lincoln Boulevard. 3. New planting scheme and improved lighting will be implemented between Miles Playhouse and the tennis courts. 2 In the original bid, the playground fence cost was higher than anticipated. The project designer was able to select an alternate fence material that reduced the base bid amount comparable to the cost proposal for the alternative bid items. With savings from the use of alternate fence product, the alternate bid items can now be included to the project scope of work: 1. Reconfigure the existing tennis waiting area and add an accessibility ramp for improved function. 2. Extend the sustainable landscape along 7`h Street to the entrance between Joslyn HaII and the CREST offices. Financial Impacts & Budget Actions The contract modification to be awarded to Acon Development Inc. is $56,713. Funds are included in the FY2010-2011 budget at account 0010598.589000, Reed Park Facility Improvements. Prepared by: Shawna Schlageter, Architectural Associate Approved: I: Susan C n Acting Director of Public Works Forwarded to Council: Rod ou City Manager 3 Reference Amended Contract No. 9117 (CCS).