STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of January 23, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer Christopher Roke, Parks and Recreation Director
SUBJECT: Professional Services Agreement with Gates & Associates in the amount of $76,450 for the Refugio Valley Park Picnic Area and Shade Structure Improvement Project RECOMMENDED ACTION:
Adopt a Resolution approving a professional services agreement with Gates & Associates in the amount of $76,450 for the Refugio Valley Park Picnic Area and Shade Structure Improvement Project and authorizing the City Manager to execute the agreement on behalf of the City Council.
BACKGROUND:
Last summer approximately 40 eucalyptus trees were removed in Refugio Park due to public safety concerns from falling branches. The trees were concentrated in the highest-use areas, including the parking lot and adjacent picnic tables as well as the children’s play area. The removal work was performed in accordance with a certified arborist’s report.
The services of Gates & Associates, a landscape architecture firm on the City’s pre-qualified vendor list, was subsequently secured to assist with developing a succession plan for the trees that had been removed and the shade they provided.
The public was engaged through a survey at a pop-up event on Friday, September 15 during movie night. The survey then ran on a web-based application for the following 2 weeks. Over 350 people participated in the survey, which was a very strong turnout.
Using guidance from the Draft Parks Master Plan currently nearing completion and community input from the survey, 3 alternative conceptual plans were developed to address the trees that had been removed and shade they provided.
At the October 24, 2023 meeting, City Council selected Alternative 3 consisting of:
Replacing the 40 trees that were removed with 72 new trees, including new locations around the northeast side of the walking trail.
Providing attractive Hip Roof shade structures at each of the 2 picnic table locations.
Replacing the picnicking surfacing with Portland cement concrete (i.e. similar to sidewalks) and installing new picnic tables and barbeques.
New Hip Roof Shade Structure
Bids are currently being solicited to purchase and plant the new trees, which is anticipated to occur in the next several months, depending upon tree species and contractor availability. This work is estimated to cost approximately $70K.
Staff has also secured a scope of work from Gates & Associates for the design of the remaining items in Alternative 3 and is recommending entering into an agreement to complete this work.
ANALYSIS:
Under this agreement, Gates & Associates will complete the design on the remaining work identified in Alternative 3 and provide bid and construction administration support. The scope of work includes:
Design - Complete Construction Documents (i.e. 100% Plans, Specifications & Estimate or PS&E) Picnic Areas
Shade Structures
Site Furnishing (picnic tables, bbqs, waste receptacles) Site accessibility including 2 accessible parking stalls, path of travel, and picnic area grading Bid Support
Assist the City with responses to bidder’s inquiries through the City’s Project Manager.
Assist the City with addenda to the construction documents as needed to respond to bidder’s inquiries and clarify the intent of bid documents.
Assist the City in evaluating bids
Prepare and submit a conformed set of contract documents incorporating all addenda Construction Meetings
Attend 1 Pre-construction meeting.
Attend (2) walk-throughs of the Project site, review Contractor Punch List, and provide written response with status and action of items on the Punch List. Consultant shall attend final walk-through of the Project site with the City, verify Punch List completion, and provide written response with recommendation regarding Project acceptance and close-out.
Construction Administration
Assist the City in providing administration of the contract for construction.
Review technical submittals, shop drawings, product data, product samples, and product warranties from the contractor for conformance with the specifications and drawings in accordance with City’s timelines and requirements.
Respond to Contractor’s Request for Information (RFI) and Request for Substitution (RFS) in accordance with City timelines.
Prepare the Scope of Work, including sketches, for Field Instructions issued to the Contractor. Review Change Order (CO) pricing and provide written responses for the City’s review and finalizing said COs.
Construction Administration (Tree Replacement)
Assist the City in providing construction administration services related to tree replanting as presented in Option 3 of the 10-17-2023 Tree Succession and Shade Structure Plan City to manage procurement and installation of trees by City maintenance staff.
Gates to provide review of tree photos prior to delivery Gates to provide 1 field visit to inspect tree for health and proposed locations prior to installation.
Outline of Scope and Boundary of Work for Picnic Area Improvements FISCAL IMPACT:
The Adopted FY 23/24 Capital Improvement Program (CIP) includes a $200K appropriation for a park improvement project funded by General Fund/Capital Reserves. Authorization was provided at the Council meeting on October 24, 2023, to apply this funding towards the Refugio Valley Park Picnic Area and Shade Structure Improvement Project. This funding amount is sufficient to cover the cost of the tree replacement work and this Agreement.
ATTACHMENTS:
Attach 1- Resolution
Attach 2 – Agreement including Scope of Work. Bios, Company Profile