City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 6, 2024 FROM: PARKS, RECREATION AND COMMUNITY WARD: 2
SERVICES DEPARTMENT
SUBJECT: THIRD AMENDMENT TO PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH ALTA PLANNING + DESIGN, INC. TO EXTEND TERM UNTIL DECEMBER 31, 2026 ISSUE:
Approve the third amendment to Professional Consultant Services Agreement with Alta Planning + Design, Inc. to extend term until December 31, 2026.
RECOMMENDATIONS:
That the City Council:
Approve the third amendment to the Professional Consultant Services Agreement with Alta Planning + Design, Inc., of Portland, Oregon to extend term until December 31, 2026; and Authorize the City Manager, or designee, to execute the amendment to the Professional Consultant Services Agreement, including making minor and non-substantive changes as necessary.
BACKGROUND:
The Gage Canal runs through the City in a City-owned water utility corridor. The City proposes to construct Phase I of the Gage Canal Trail project within an approximately two-mile stretch of the corridor starting from Palmyrita Avenue, running southwest along the edge of the Box Springs Mountain Reserve, and then south across Spruce Street ending at the University of California, Riverside Campus at Blaine Street. The project will include a paved asphalt bikeway with a parallel decomposed granite surface trail, along with landscaping, irrigation, lighting, and trail support amenities.
On October 1, 2019, the City Council adopted a resolution authorizing the submission of a grant application for the California Natural Resources Agency Urban Greening Grant Program in the amount of $3,708,509 for the design and implementation of the Gage Canal Multi-Purpose Recreational Trail Phase I.
On April 1, 2020, the City of Riverside entered into a grant agreement with the State of California Natural Resources Agency for the Gage Canal Multi-Purpose Recreational Trail Phase I in the amount of $3,708,509.
On December 3, 2020, Alta Planning + Design, Inc. was awarded a contract based off of the competitive formal procurement Request For Proposals (RFP) 2032, which closed on August 11, 2020.
On December 3, 2020, the City of Riverside entered into a consultant agreement with Alta Planning + Design for the planning and design of the Gage Canal Multi-Purpose Recreational Trail Phase I Improvements in the amount of $532,431.65, that would remain in effect until March 31, 2022.
On December 21, 2021, the City of Riverside and consultant agreed to extend the term of the Agreement to December 31, 2022 for the planning and design of the Gage Canal Multi-Purpose Recreational Trail Phase I Improvements.
On November 17, 2022, the Purchasing Division posted Bid No. 7914 on the City’s website for the construction of improvements on the Gage Canal Multi-Purpose Recreational Trail Phase I.
On January 31, 2023, the City of Riverside Parks, Recreation and Community Services Department (PRCSD) was notified by the California Department of Parks and Recreation that they were being awarded $1,400,000.00 in supplemental grant funding for the Gage Canal Multi-Purpose Recreational Trail Improvements project.
On March 14, 2023, the City Council authorized the rejection of all bids for Bid No. 7914 for the Gage Canal Multi-Purpose Recreational Trail Improvements project, and authorized staff to rebid the project with revised bid specifications once the additional $1,400,000.00 supplemental grant funding was available from the California Department of Parks and Recreation.
On August 2, 2023, the City of Riverside and consultant agreed to extend the term of the Agreement to December 31, 2023 for the planning and design of the Gage Canal Multi-Purpose Recreational Trail Phase I Improvements.
On February 6, 2024, the City Council authorized an increase in change order authority to 20% to have Alta Planning and Design, Inc. complete additional environmental studies as requested by the California Department of Parks and Recreation prior to the execution of the $1,400,000.00 supplemental grant funding.
DISCUSSION:
The agreement extension is requested to provide adequate time for the consultants to complete the additional environmental studies needed for the City to obtain supplemental funding from the Regional Trails Program (RTP) grant. Once RTP grant agreement is executed, PRCSD staff will go back out to bid for the construction of the improvements, which is anticipated to take 9 months. During the construction activities, the consultant’s scope will include construction administration, inspections, and coordination assistance for City staff.
Purchasing Resolution 24101 Section 1104 (d) states that modifying contract completion time or the term of a Contract “which extends the term of the agreement beyond one year of the original expiration date” will require Awarding Entity Approval.
The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution No. 24101.
STRATEGIC PLAN ALIGNMENT:
The work contributes to the Strategic Priority 1 - Arts, Culture and Recreation, priority of the Envision Riverside 2025 Strategic Plan, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages.
The work contributes to goals 1.3, to improve parks, recreational amenities, open space, and trail development, and fulfill critical lifecycle and facility maintenance needs, and goal 1.4, to prioritize safety at parks, trails, arts, cultural and recreational facilities.
Community Trust – This project is in alignment with the Parks, Recreation and Community Services Comprehensive Master Plan and Trails Master Plan which were developed with extensive community input and support. Additionally, community outreach specific to this project took place during the design planning process by means of meetings and online surveys to better understand existing usage, concerns, and amenity preferences by the community.
Equity – This project was established primarily to provide a new active transportation and recreational green space trail to provide residents with public recreational opportunities, connections to the Box Springs Reserve, and a continuous off-street connection from Palmyrita Avenue to Blaine Street. This project serves a disadvantaged community per the Urban Greening Grant program criteria.
Fiscal Responsibility – The purchasing of all services for this project is in accordance with Purchasing Resolution No. 23914. Also, the Urban Greening Grant can be utilized by the California Department of Parks and Recreation Grant funding the for this project which will require no “match” to be contributed by the City.
Innovation – The PRCSD hired an experienced and well-regarded professional design consultant to design the project, and local Riverside residents were consulted to determine a design and layout that best suits the community.
Sustainability & Resiliency – By providing new access to healthy exercise and active transportation opportunities, this project improves the quality of life for all City of Riverside residents. The project is estimated to sequester 868 metric tons of CO2e from the installation of approximately 700 trees along the corridor, utilize advanced solar lighting to maintain security while saving energy by being 100% off-grid, and install water-efficient low-flow drip irrigation controlled by smart solar controllers to significantly reduce water usage.
FISCAL IMPACT:
There is no fiscal impact of this action. The agreement amendment is only for an extension of contracted time with no changes to the contract compensation.
Prepared by: Jordan Maus, Parks Project Manager
Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Third Amendment to Professional Consultant Services Agreement Gage Canal Multi-Purpose Trail – Third Amendment to Professional Consultant Agreement with Alta Planning + Design ● Page 3