____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 4.g
Meeting Date: February 20, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
April Miller, Public Works Director
Prepared by: Theo Sanchez, Associate Civil Engineer City Manager Approval: __________ TOPIC: PICKLEWEED PARK ENHANCEMENT PROJECT
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE FIRST AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT WITH GATES + ASSOCIATES FOR
ADDITIONAL LANDSCAPE ARCHITECTURAL AND ENGINEERING DESIGN
SERVICES ASSOCIATED WITH THE PICKLEWEED PARK ENHANCEMENT PROJECT, IN THE AMOUNT NOT TO EXCEED $47,600, AND APPROPRIATE
FUNDING FOR THE AMENDMENT, FOR A TOTAL NOT TO EXCEED CONTRACT AMOUNT OF $546,344
RECOMMENDATION:
Staff recommends that the City Council:
1) Authorize the City Manager to execute a first amendment to the professional services agreement with Gates + Associates for additional landscape architectural and engineering design services associated with the Pickleweed Park Enhancement Project, in the amount not to exceed $47,600, for a total not-to-exceed contract amount of $546,344, and 2) Authorize a supplemental budget appropriation of $47,600 from available General Fund balance set aside for priority capital projects.
BACKGROUND:
The Pickleweed Park Enhancement Project proposes to add several park amenities, including a synthetic turf field, basketball/sport court, playground structure for children under five, fitness equipment for adults, shaded seating, and a gazebo. To facilitate the design of this project, the City Council awarded a professional services agreement to Gates + Associates for landscape architectural and engineering design services in the amount not to exceed $498,734 on November 7, 2022.
ANALYSIS:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
City staff have been working on coordinating the Pickleweed Park Enhancement Project and the Tiscornia Marsh Restoration Project, which is currently being designed under the direction of the Marin Audubon Society (MAS).
The two proposed projects are located adjacent to each other and are anticipated to have overlapping construction windows. The Tiscornia Marsh Restoration Project will take place over several years, while the Pickleweed Park Enhancement Project is estimated to last six months. Although these project duration estimates are dependent on the presence of protected nesting birds, the City’s park enhancement project should be completed before the marsh restoration project. A design is needed for this interim condition when the City’s park project is nearing completion and needs to tie into the partially completed marsh restoration project. City staff have requested a proposal from Gates + Associates to design this interim condition and help coordinate with MAS’ design consultant.
FISCAL IMPACT:
The proposal from Gates + Associates to provide additional landscape architectural and engineering design services totals $47,600. This would increase their total contract amount to $546,344.
A supplemental budget appropriation in the amount of $47,600 is required to cover this contract amendments, as described. Funding to support this budget augmentation is available through General Fund resources (fund balance) set-aside for high priority capital projects.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Authorize the City Manager to enter into the agreement and supplemental budget appropriations as recommended.
2. Do not authorize the City Manager to enter into the agreement nor supplemental budget appropriations and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends that the City Council:
1) Authorize the City Manager to execute a first amendment to the professional services agreement with Gates + Associates for additional landscape architectural and engineering design services associated with the Pickleweed Park Enhancement Project, in the amount not-to-exceed $47,600, for a total not-to-exceed contract amount of $546,344, and 2) Authorize a supplemental budget appropriation of $47,600 from available General Fund balance set aside for priority capital projects.
ATTACHMENTS:
1. First Amendment to the Professional Services Agreement with David L. Gates & Associates, Inc. for Landscape Architectural and Engineering Design Services