City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
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File ID: 2023-00803 7/25/2023 Consent Item 18.
Supplemental Agreement No. 1 - Sutter’s Landing Park Building and Fund Transfer File ID: 2023-00803
Location: Location: District 4, Represented by Councilmember Kaite Valenzuela Recommendation: Adopt a Resolution: 1) Approving Supplemental Agreement No. 1 to Contract 2023-0279 (Landscape Architecture Design Services for Sutter’s Landing Park Building Project) to Callander Associates, Inc. in the amount of $226,440, 2) authorizing the City Manager or his designee to execute the supplemental agreement, 3) approving transfer of $153,900 to Sutter’s Landing Park-(HSRI) project (L19911700)(Fund 1001), from the American River Parkway Enhancements (ARPE) at Sutter’s Landing Project (L19167200).
Contact: Tin-Wah Wong, Associate Landscape Architect, (916) 808-5540, [email protected]; Jason Wiesemann, Senior Landscape Architect, (916) 808-7634, [email protected], Department of Youth, Parks, & Community Enrichment (YPCE) Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement No. 1
3-Resolution
Description/Analysis
Issue Detail: Sutter’s Landing Park is a 163.18-acre regional park located at 20 28th Street in Community Planning Area 1, Council District 4.
The City was awarded a grant from the State of California General Fund Specified Grant Program for the development of the Sutter’s Landing Park Building and the Sutter’s Landing Park Site Plan Update. These projects are expected to be completed in December 2025.
Due to the specialized nature of the work funded by this grant for park site improvements on an existing landfill, Youth Parks & Community Enrichment (YPCE) entered into a professional services
File ID: 2023-00803 7/25/2023 Consent Item 18.
existing landfill, Youth Parks & Community Enrichment (YPCE) entered into a professional services agreement with Callander Associates to provide design development, agency processing, construction documents, geotechnical engineering, civil engineering, and electrical engineering for the Sutter’s Landing Park Building Project (Contract 2023-0279).
YPCE recommends approving Supplemental Agreement No. 1 to Callander Associates, Inc. in the amount of $226,440 for the Sutter’sLanding Park Building Project. This Supplemental Agreement No. 1 is for Callander Associates to provide additional design and permitting services tasks, landfill development studies, construction administration assistance services, civil engineer tasks, electrical engineering tasks and geotechnical engineering tasks.
YPCE staff recommends the transfer of $153,900 of General Funds (billboard revenue from Sutter’s Landing Park) to Sutter’s Landing Park-HSRA project (L19911700) from the ARPE at Sutter’s Landing Project (L19167200). The additional funds will supplement grant funding received to prepare site amenities plan to include the newly acquired parcels. Funds are intended to cover consultant fees and staff time for outreach, preparation of feasibility studies, site amenities plan, and Sutter’s Landing Park guidebook for future development.
Policy Considerations: Providing parks and recreation facilities is consistent with the City’s strategic plan to achieve sustainability and livability and to expand economic development throughout the City.
The adoption of a park site plan is consistent with the park development process set forth in the Park and Recreation Site Plan.
Economic Impacts: None.
Environmental Considerations: This report concerns fiscal activities that do not constitute a "project" as defined by the California Environmental Quality Act (CEQA) Guidelines Section 15378(b) (4). This report concerns fiscal activities that do not constitute a "project" as defined by the CEQA Guidelines Section 15378(b)(4) and is not subject to CEQA [CEQA Guidelines Section 15060(c)(3)].
Appropriate review in compliance with CEQA will occur prior to final project approval.
Sustainability: The Sutter’s Landing Park Building Project has been reviewed for consistency with the goals, policies, and targets of the City’s Climate Action Plan for Internal Operations 2016 Update, the 2035 General Plan, the 2018 YPCE Strategic Plan, and the Parks and Recreation Plan 2005- 2010. The park project will advance the goals, policies, and targets of these plans by reducing greenhouse gas emissions and air pollution through the addition of trees, including native and drought-tolerant plantings, and improving the health of all residents through access to a diverse mix of wellness activities. Individual products have not been chosen at this level of development, but the design will include products from recycled materials, if available, and tree and shade covering for minimal heat gain to reduce urban heat islands. The building will include sustainable design and maintenance guidelines, including the City’s Model Water Efficient Landscape Ordinance (MWELO),
File ID: 2023-00803 7/25/2023 Consent Item 18.
low impact development (LID) strategies to infiltrate stormwater and reduce run-off, and River Friendly landscaping program practices by using water efficient irrigation upgrades controlled by the centralized irrigation system, and water/energy efficient appliances.
Commission/Committee Action: None.
Rationale for Recommendation: Callander Associates was selected as the consultant for the Sutter’s Landing Park Building project based on the specifics of their proposal, as well as their qualifications and previous experience with the following City landfill projects including the Sutter’s Landing Park Phase 2 project, Sutter’sLanding Park Restroom project, and the Sutter’sLanding Park Feasibility study report dated February 23, 2005. They are conversant with the design and agency approvals and permits process for this project, and the City’srequired methods to accomplish the work. Given that they are the prime consultant for the project, assigning the additional design and permitting services tasks, landfill development studies, construction administration assistance services, civil engineer tasks, electrical engineering tasks and geotechnical engineering tasks to Callander Associates is the best choice for moving the project forward to meet grant requirements and schedule.
YPCE plans to expedite these park projects for scheduling consideration related to funding, design, and project delivery. The goal of this recommendation is to allow the Department to deliver these projects by the grant deadline of December 2025.
Financial Considerations: There are sufficient funds in the Sutter’s Landing Park Building Project for the recommended Supplemental Agreement No. 1 to Contract 2023-0279.
Additional funding of $153,900 is necessary to complete the Sutter’s Landing Park Site Plan Update Project (L19911700) including consultant’s fee and staff time. Staff recommends City Council approve the fund transfer as listed in table below:
Project Name Funding Source Fund Amount
Sutter’s Landing Park-
HSRI project
(L19911700)
ARPE at Sutter’s Landing
Project (L19167200)
General Funds (Fund
1001)
$153,900
Local Business Enterprise (LBE): Not Applicable.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature)(Signature)(Signature)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ (Signature)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)(Signature) C2023-02790112/31/2025$446,928.80 $226,440.00Callander Associates, Inc.Sutter's Landing Park BuildingL19911702Q19014541006YESYouth, Parks & Community ServicesTin-Wah WongRachel [email protected]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Sutter’s Landing Park Building L19-9117-02 Purchase Order #: 90932 Date: -23 Supplemental Contract No.: 1 The City of Sacramento ("City") and Callander Associates, Inc .("Contractor"), as parties to that certain Professional Services Agreement designated as Contract Number C2023-0279 , including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: 1. The Scope of Services specified in Exhibit A of the Contract is amended as follows:See attached proposed supplemental scope of services.2. In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceedamount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased by$226,440, and the Contract’s maximum not-to-exceed amount is amended as follows:Agreement's original not-to-exceed amount: $220,488.80Net change by previous supplemental contracts: 0.00Not-to-exceed amount prior to this supplemental contract: $220,488.80 Increase by this supplemental contract: _________$226,440.00 New not-to exceed amount including all supplemental contracts: _________$446,928.80 3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above,shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fullycompensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection withsuch additional and/or revised services, including costs associated with any changes and/or delays in schedules or in thedelivery of other services by Contractor.4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf ofContractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to theterms hereof.5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, andContractor shall perform all of the services, duties, obligations, and conditions required under the Contract, assupplemented and modified by this supplemental contract.[SIGNATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Attest: ____________________________________ Contractor City Clerk Approved By: Authorized Signatory, City of Sacramento Sutters Landing Park BuildingPage 1 of 4April 11th, 2023 I. ADDITIONAL SERVICES SCOPE OF SERVICES FOR SUTTERS LANDING PARK BUILDING A. GENERAL Amendment to the project scope continuation of tasks 10 thru 17. B. – D. TASKS COMPLETED UNDER THE ORIGINAL CONTRACTTask 1 – Task 9 E. 100% Complete Construction Documents Task 10 Prepare and Submit 100% Complete Construction Document Package General: Based on the comment and direction received in the 75% Complete Review Meeting, the CPT will prepare a 100% complete set of construction documents for review by the City. The set shall be prepared in AutoCAD and Microsoft Word and shall include but not be limited to the following: All plans listed in Task 7 above Electrical plans submitted to electrical company for service coordination Contract Specifications 100% complete A 100% complete level estimate of probable construction cost. Deliverables: 4 full size sets of prints (24”x36”) and 4 sets of 8-1/2”x11” documents. Electronic file of the 100% complete construction documents. Electrical service application to the electrical utility company Task 11 100% Construction Documents Complete Review Meeting General: The CPT will attend a 100% construction documents complete review meeting with the City at Sacramento City Hall. The City will provide comment and direction based on the submittals. Upon receipt of the deliverables for this task the City will send an email authorizing the CPT to proceed to the next task. Deliverables: Within one week the CPT will deliver the following to the CPM: 100% Construction Documents Complete Review meeting notes describing major discussions decisions and action items.
City of Sacramento – Amendment No.1
Sutters Landing Park BuildingPage 2 of 4April 11th, 2023 Updated Project Schedule in Microsoft Project format. Task 12 Final Landfill Development Studies General:After meeting with the various landfill regulatory agencies, the client and the project team, proceed to preparing the necessary documents to support the design and construction of the new building and associated site improvements. CIH to review and approve the Final Health and Safety Plan. Blackburn will coordinate with the CLAPM to develop specific language and post closure tasks. Documents to be included in the project bid set. Deliverables:Soil Management Plan (SMP) Site Specific Health and Safety Plan (HASP) Post Closure Land Use Plan (PLUP) Amendment Task 13 100% Corrections and Building Permit Submittal Sets General:The Consultant will make corrections to the 100% Construction Documents and 100% complete estimate of probable construction cost as directed by the City. The City will process the building permit and pay all necessary fees. CPT will provide the CPM with corrected sheets as required by the Building Department. Once all corrections are achieved, CPT will provide the CPM with one complete set of stamped and signed originals for use in bidding the project. Deliverables:Provide one set of stamped and signed originals. Each sheet will contain a note provided by the City identifying the plans as “For Building Permit Review Only” Original mylars stamped and signed by the appropriate Consultant design professionals. F. Bidding and Contract Award (All) Task 14 Assistance with Bidding and Contract Award General: The Consultant shall allow for limited CPT time to assist the City in answering bid questions, reviewing the bids, and attending one meeting at City Hall to determine award of additive alternates, if any. Deliverables:
City of Sacramento – Amendment No.1
Sutters Landing Park BuildingPage 3 of 4April 11th, 2023 Written memos as needed to address bid questions and addendums Plan revisions as needed to address bid questions and addendums G. Construction Administration Task 15 Assistance with Construction Administration General: The Consultant shall allow for limited CPT time to assist the City during construction. Tasks include weekly meetings on site, coordination of paperwork between engineers and City inspector, quarterly meetings with LEA to inspect site, and assistance with RFI’s and submittal reviews. Landscape Architect, Civil and Electrical tasks many include but not limited to: Pre-Job Conference Bi-Weekly Meetings (onsite or conference call) Site Meeting with Kinder Morgan Site Meeting with LEA and other Agencies Construction Staking Review Utility Review Site Grading Review Hardscape/Amenity Layout Irrigation mainline pressure test Substantial completion review Final acceptance Geotechnical tasks include but not limited to: Participation in periodic construction meetings. Review contractor submittals and Requests for Information (RFI’s). As-needed consultation during construction.Observation and testing during ground improvement operations (if performed).Observation and testing during earthwork and grading, trench backfill, and building pad preparation.Geotechnical laboratory tasting including:oLaboratory Compaction (ASTM D1557)oAtterberg Limits (ASTM D4318) oMoisture Content (ASTM D2216)oParticle Size Analysis (ASTM D6913)Daily field reports and test results.Interim status reports.Final summary report upon completion.Deliverables:Prepare weekly construction reports to the LEA (CLA) City of Sacramento – Amendment No.1
Sutters Landing Park BuildingPage 4 of 4April 11th, 2023 Field ReportsResponse to RFI’s and Submittal reviews Task 16 Landfill Cap Observation, Testing and Documentation General:Prepare Technical Memorandum describing the oversight activities for the construction-related tasks such as the HASP and the SMP. Deliverables: Methane Monitoring Soil Management and Testing Weekly Reporting Technical Memorandum H. Expansion of Existing Tasks Task 17 City Directed Expansion of Existing Tasks Upon request by the City, the Consultant shall provide a scope and proposed fee for expansion of tasks encompassed in the existing scope work. If the City finds the proposal and fee acceptable, the City will provide the CLA with a letter authorizing the CLA to proceed with the expanded task. The fee will be charged against the budget of $20,585 set aside for Task 17 work. II. FEE PROPOSAL The CLA shall provide a fee proposal to perform the work for this project in a separate sealed envelope as described in Appendix D. The fee proposal shall be in the following format: Fee Matrix Provide a task fee matrix showing the staff designation, hourly rate, and proposed staff hours for each task in the scope. In addition, provide a lump sum line item under each task for deliverables production costs and each sub-consultant. Additional Services The CLA shall include a fee schedule that will remain in effect for the entire length of the project. If additional services are required, upon request from the City, the CLA will provide a scope and cost breakdown in a format acceptable to the City. The CLA shall not commence work on additional services without written authorization to proceed from the City.
RESOLUTION NO. 2023-
Adopted by the Sacramento City Council
APPROVING FUND TRANSFER FOR THE SUTTER’S LANDING PARK SITE PLAN UPDATE PROJECT (L19911700)
BACKGROUND
A. Sutter’s Landing Park is a 163.18-acre regional park located at 20 28th Street in Community Planning Area 1, Council District 4. The City was awarded a grant from the State of California General Fund Specified Grant Program for the development of the Sutter’s Landing Park Site Plan Update.
B. Additional funding is necessary to cover the consultant fees and staff costs for the project.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. Approving Supplemental Agreement No. 1 to Contract 2023-0279 (Landscape Architecture Design Services for Sutter’s Landing Park Building Project) to Callander Associates, Inc. in the amount of $226,440;
Section 2. Authorizing the City Manager or his designee to execute the supplemental agreement 2023-0279-1;
Section 3. Transfer funding in the amount of $153,900 from ARPE at Sutter’s Landing Project (L19167200) to Sutter’s Landing Park-HSRI project (L19911700) in General Funds (Fund 1001) is hereby approved.