SR 09-09-2014 3CCity Council Meeting: September 9, 2014
Agenda Item: 3c
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement Modification for the Buffer Park Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a fourth modification to
Professional Services Agreement No. 9639 (CCS) in the amount of $50,413
(includes a 10% contingency) with Mia Lehrer and Associates, a California -based
company, to provide additional design services for the Buffer Park Project. This
would result in a two -year amended agreement with a new total not to exceed
$360,868.
2. Authorize the Director of Public Works to issue any necessary modifications to
complete the work within contract authority.
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. On January 24, 2012, Council
approved the community's preferred use of the buffer site as open space /park. On
September 11 2012, Council authorized a professional services agreement with Mia
Lehrer and Associates in the amount of $297,978 to provide design services for a 2.35 -
acre linear park. The first and second modifications were issued within budget authority.
On March 25 2014, Council approved a third modification in the amount of $24,566 for
an amended total of $310,455. In July 2014, the City was awarded a state grant
sufficient to fund the inclusion of amenities eliminated due to budget constraints.
Revisions to the construction documents would require a fourth modification in the
amount of $50,413 with Mia Lehrer and Associates to provide additional design services
for the Buffer Park Project.
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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 envision and prioritize the desired amenities. There
was a strong and consistent desire for vegetation and tree -based screens from the
maintenance facility with all discussion 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,
adult exercise stations and a children's play area. Other amenities highly desired by the
neighborhood were beautiful pathways and vandal resistant lighting.
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 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
first and second agreement modifications were issued within budget authority.
ON,
On March 25, 2014, Council approved a third modification in the amount of $24,566 to
provide playground design consulting services, cost estimating services and additional
reimbursable expenses. On April 7 2014 Mia Lehrer and Associates presented the
design development package to the Architectural Review Board. On April 22, 2014
Council approved the final design development for the Buffer Park Project.
Discussion
Community interest and engagement in the buffer park design process has been high at
the three community outreach events with an average of 23 attendees signing in at
each session. Community input emphasized the desire for a park with durable
materials, large trees to help block noise from the maintenance facility, a variety of
exercise options and good lighting and paving that was "nicer than grey concrete." The
initial project budget was insufficient to meet all of these requested amenities and the
park design was scaled back.
In July 2014, the City was awarded a grant in the amount of $2,139,850 for the Buffer
Park project from the California Department of Housing and Community Development's
(HCD) Housing - Related Parks Program. As a result of this grant award it is possible to
include amenities such as additional exercise equipment, larger trees and shrubs,
higher quality paving, more durable light fixtures and aesthetically interesting fencing
around the children's play area and the Learning Garden, previously eliminated due to
funding constraints. Revisions to the construction documents would require additional
design services by the consultant and sub - consultants. Staff recommends a
modification in the amount of $50,413 with Mia Lehrer and Associates to provide
additional design services for the Buffer Park Project.
Next Steps
Upon Council approval of this modification, the design consultant and staff will begin a
revision of their construction document package with the goal of submitting the design
package to Building & Safety for plan check in early December 2014.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to Mia Lehrer and Associates is $50,413
(includes 10% contingency), for an amended agreement total not to exceed
$360,868.00. Funds are available in FY2014 -15 Capital Improvement Program budget
in account 0207060.589010.
Prepared by: Jean Bellman, Architect, Public Works
Approved: Forwarded to Council:
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Martin Pastucha Rod Gould
Director of Public Works City Manager
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Reference:
Modified Contract No. 9639
(CCS)