CITY COUNCIL ACTION REQUEST
Department(s):
Public Works
CEQA:
Not a Project, File No. PP17-
003, Agreements/ Contracts
(New or Amended) resulting
in no physical changes to the
environment.
Coordination:
Risk Management and
CAO
Dept. Approval:
Matt Cano
Council District(s):
Citywide
CMO Approval:
10/14/22
SUBJECT: AMENDMENT TO THE MASTER AGREEMENT WITH RRM DESIGN GROUP FOR
LANDSCAPE ARCHITECTURAL SERVICES FOR VARIOUS CITY FACILITY
PROJECTS
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to negotiate and execute a First Amendment to the Master Agreement for consultant services with RRM Design Group (CPMS Contract No. 9192) increasing the maximum total compensation by $500,000 from $750,000 to $1,250,000; extending the term from December 31, 2022, to June 30, 2026; and adopting a new Schedule of Rates and Charges for the sole purpose of completing the Columbus Park Soccer Facility Project.
BASIS FOR RECOMMENDATION:
On November 19, 2019 (Item 2.9), City Council approved the Master Agreement with RRM Design Group (RRM) for landscape architectural services in the amount not to exceed $750,000 with a term end date of December 31, 2022. The Master Agreement was procured through a Request for Qualifications (RFQ) process.
On July 29, 2021, the Director of Public Works approved Service Order No.1 with RRM in the amount of $745,535 allows the City to utilize RRM to work on the Columbus Park Soccer Facility Project. At the time of approval, the California Environmental Quality Act (CEQA) documentation was not included in its scope of work. During the master planning process, the City decided to add additional scope to the Service Order No.1 to conduct the CEQA documentation and adopt a Mitigated Negative Declaration. Subsequently, in summer 2022, RRM updated its fee rates and requested an additional $500,000 to complete the additional scope based on the 2022 rates. To ensure the completion of the project in a timely manner, it is imperative that RRM remain on the project to provide support during the design, bid, award and construction phases of the project, expected to finish in 2025.
The 42-month term extension to this Agreement and increase in compensation in the amount of $500,000 would allow sufficient time and resources to complete the remaining CEQA scope or work, produce the design plans and specifications, provide bidding and construction support services, and respond to unforeseen issues while maintaining project delivery consistency.
CLIMATE SMART SAN JOSÉ: The recommendation in this memorandum does not have any negative impact on Climate Smart San José energy, water, or mobility goals.
COMMISSION RECOMMENDATION/INPUT: No commission recommendation or input is needed for this action.
COST AND FUNDING SOURCE:
Columbus Park Soccer Facility Design (Appropriation Number 415E) in the Parks and Recreation Bond Projects Fund (471) has a budget of $579,047. There is sufficient funding in the budget to fund the First Amendment to the Master Agreement and Service Order with RRM.
FOR QUESTIONS CONTACT: Katherine Brown, Public Works Deputy Director, (408) 535-8300
COUNCIL AGENDA: 10/25/22
FILE: 22-1562
ITEM: 2.12