CITY COUNCIL STAFF REPORT
Meeting: July 7, 2022
Subject
Consider authorization to execute a Design Professional Services Agreement between the City of Cupertino and David L. Gates and Associates (Gates) for the Memorial Park Specific Plan project.
Recommended Action
Authorize the City Manager to execute a Design Professional Services Agreement between the City and David L. Gates and Associates to provide design services for the Memorial Park Specific Plan in the amount of $409,589.00;
Authorize the Director of Public Works to execute any necessary services or change orders, up to a contingency amount of $82,000.00 (approximately 20% of base services,) for a total appropriation of $491,589.00; and Adopt Resolution No. 22-XXX to approve budget modification 2223-218 transferring the existing project budget of $500,000 in appropriations from Park Dedication Fund (280-99-255) to Capital Improvement Fund (420-99-255) and increasing these appropriations in the Capital Improvement Fund (420-99-255) by $150,000 for design services and additional work by other consultants, for a total of $650,000 for the Memorial Park Specific Plan project.
Background
Memorial Park is a popular 28-acre park that includes acres of lawn, walking paths, a gazebo, two playgrounds, an amphitheater, a lighted softball field and six lighted tennis courts. It is centrally located within the City with onsite parking and is adjacent to the Cupertino Senior Center, Quinlan Community Center, and Cupertino Sports Center. Memorial Park also houses Cupertino Veterans Memorial which honors local veterans. This Park serves the entire community and hosts a variety of large community and civic focused events.
The Park is one of the largest, and most well-used parks in the Cupertino Park system. The City Parks and Recreation System Master Plan’s (Master Plan) vision for Memorial Park highlights expansion of civic event spaces and community hub experiences by providing a unifying focus to the surrounding existing City facilities, and by enhancing natural site features. The Memorial Park Specific Plan will provide a plan and recommendations that enhance Memorial Park’s unique identity, create a sense of place, and grow a unique expression of the park to achieve a balance between the built and natural environments.
Discussion
The purpose of the Memorial Park Specific Plan is to determine how to best meet the future recreation, community gathering, event, and open space needs of residents through enhancement of the site, following the findings and recommendations of the Master Plan. The Consultant will drive the project from research, design, and community input/outreach to gaining approvals and phasing for future projects derived from this Plan.
The City advertised for qualifications on February 4. The submittals were opened on March 4. A total of two submissions were received, and both firms were interviewed. Based upon the review of the submittals and the interviews, followed by reference checks, Gates was deemed the most qualified submittal. Contract and fee negotiations proceeded, and a mutual agreement was reached.
Staff anticipates significant efforts in Community Engagement as this design project develops over the next 12-18 months. The resulting Specific Plan will allow for phased project implementation. Projects that are identified through the Specific Plan will require additional design and documentation services prior to bidding and construction.
Sustainability Impact
The development of the Specific Plan will consider the City’s existing sustainability policies and objectives including those contained in the General Plan, the Sustainability Element, and the Climate Action Plan.
Fiscal Impact
The Fiscal Year (FY) 2021-2022 Capital Improvement Project (CIP) budget for the Memorial Park Specific Plan was included in budget unit 280-99-255. The City requests to transfer these funds to the Capital Improvement Fund (420-99-255) for better project funding alignment. An additional appropriation of funds is requested in the amount of $150,000. The additional costs will be funded by the Capital Reserve fund (420-99-001). If approved the estimated year-end fund balance of the Capital Reserve is estimated at $9.3 million. If all recommended budget adjustments are approved, the total project budget will be $650,000. _____________________________________
Prepared by: Ayano Hattori, Project Manager
Reviewed by: Matt Morley, Director of Public Works
Reviewed and Approved for Submission by: Dianne Thompson, Acting City Manager Attachments:
A – Draft Contract
B – Draft Resolution