SR-03-25-2014-3CCity Council Meeting: March 25, 2014
Agenda Item: 3--C-
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Third Professional Services Agreement Modification for the Buffer Park
Project
Recommended Action
Staff recommends that the City Council:
1. to Professional Services Agreement No. 9639 (CCS) in the amount of $24,566
(includes a 10% contingency) with Mia Lehrer and Associates, a California -based
company, to provide playground design consulting services, cost estimating
services and additional reimbursable expenses for the Buffer Park Project. This
would result in a two -year amended agreement total not to exceed $310,455.
2. Appropriate the budget increases as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
On November 23, 2010, Council directed staff to work with the community to create a
buffer area facing the residential neighborhood along Exposition Boulevard, adjacent to
and south of the new Expo Maintenance Facility. Several community workshops were
held that allowed the community to develop priorities for use of the site. On January 24,
2012, Council approved staff's recommendation to support the community's preferred
use of the buffer site as open space /park and directed staff to issue a Request for
Proposals for design services. On September 11 2012, Council approved a
professional services agreement with Mia Lehrer and Associates to provide design
services for a 2.35 -acre linear park. Additional design - related services in the amount of
$24,566 are necessary for accessible play feature design, inspector services and
reimbursable expenses.
Background
On November 23, 2010, Council directed staff to work with the community to create a
buffer area facing the residential neighborhood along Exposition Boulevard at Stewart
Street, adjacent to the Expo Maintenance Facility. On April 28, 2011 staff and the Pico
Neighborhood Association hosted the first community workshop to solicit feedback on
potential uses for the buffer zone. The community outlined several goals for the buffer
including: a high quality design, noise mitigation, neighborhood integration,
environmental sustainability and local control. On November 29, 2011, staff and the
Pico Neighborhood Association hosted the second community workshop on the buffer
zone. Discussion groups defined desired characteristics of open space /park, including:
• Passive, active or mixed uses
• Site connectivity to the neighborhood
• Trees and landscaping
• Amenities
Staff worked with the community to curate and prioritize the desired amenities. There
was a strong and consistent desire for vegetation and tree -based screens from the
maintenance facility with all groups requesting a community garden. Participants
affirmed a willingness to accept trees relocated from other locations. Additionally,
community members requested several activity- specific amenities including: a
jogging /walking path, a bike and /or rollerblading lane, a BBQ /picnic area, exercise
stations and a children's play area.
On January 24, 2012, Council approved staff's recommendation to support the
community's preferred use of the buffer site as open space /park and directed staff to
issue a Request for Proposals for design services. On September 11 2012, Council
awarded a professional services agreement to Mia Lehrer and Associates to provide
design services for a 2.35 -acre linear park. Mia Lehrer and Associates representatives
met with the community three times during schematic design and also met with the
Recreation and Parks Commission. The firm will present the design development
package to the Architectural Review Board in early April and the final design
development package to Council on April 22, 2014.
V
Discussion
Community interest and engagement in the buffer park design process has been high at
the three community outreach events. The designer's original scope included two
community outreach events over the course of design and construction. Staff arranged
for the additional outreach event in order to ensure the constructed park meets the
needs of the community. The increased community involvement is reflective not only of
healthy civic engagement, but also the sensitivity of the local community to the potential
impact of the incoming Expo line.
Because of community input and comments from the Recreation and Parks
Commission on November 21, 2013, the original conceptual design of simple play
features evolved into a fully functional children's playground, requiring the additional
services of a play safety inspector which had not been required with the original scope.
Inspection services ensure all proposed play elements meet current codes for safety
and accessibility. Independent, professional cost estimation services are important at
this stage of design given the limited construction budget and expanded scope of
services. This modification would fund the additional playground review by a play safety
inspector and the third party cost estimating services.
Next Steps
Upon Council approval of this modification, the design consultant and staff will begin
cost estimating of the design development package. The play safety consultant will
review the proposal and make suggestions to create a 100% universally accessible and
play area suitable for children.
3
Financial Impacts & Budget Actions
The agreement modification to be awarded to Mia Lehrer and Associates is $24,566, for
an amended agreement total not to exceed $310,455. Award of the amended
agreement requires an additional appropriation of $24,566 to account 0200397.589090
from available Proposition A Rail Reserve funds. The agreement will be charged to
account 0200397.589090.
Prepared by: Jean Bellman, Architect, Public Works
Approved:
"Uzb —
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
IIn
Reference:
Modified Contract No. 9639
(CCS)