Agenda Item #13.2
For Council Meeting of May 7, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DONTE WATSON, DIRECTOR
RECREATION AND PARKS DEPARTMENT
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC. TO PROVIDE DESIGN AND GEOTECHNICAL ENGINEERING SERVICES FOR COURT RENOVATIONS AT HOWARTH MEMORIAL AND GALVIN COMMUNITY PARKS
AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Recreation and Parks Department that the Council, by resolution, approve the Professional Services Agreement between the City of Santa Rosa and Callander Associates Landscape Architecture, Inc., Gold River, California, to provide design and geotechnical engineering services to prepare design and construction documents for Howarth Memorial and Galvin Community Park court renovation projects in an amount not to exceed $314,304.
EXECUTIVE SUMMARY
The purpose of this Agreement with Callander Associates Landscape Architecture, Inc. is to provide design and geotechnical engineering services to prepare design and construction documents for court renovations at the Howarth Memorial and Galvin Community Park sites to address failing conditions due to damage below the courts surface.
BACKGROUND
The tennis courts at both Howarth Memorial and Galvin Community Parks are in need of significant repair and renovation. Courts three, four and five at Howarth have been impacted over the years due to their proximity to an earthquake fault and the damage has worsened since the last earthquake in the area. At Galvin Community Park, courts seven, eight, nine and ten in particular appear to have been impacted by subsurface soil and hydrological conditions leading to upheaval and widespread cracking. While minor repair and resurfacing has been completed over the years, it is anticipated that some courts are now in need of re-building while others can likely be updated through repair and resurfacing according to current industry standards and specific site conditions.
The consultant services under this contract will include an overall assessment of the court facilities at each of the two park sites to determine specific needs relative to court surfacing, repair and modification of fencing and gates, repair and construction of new ball walls, evaluation and recommendations for upgrading court lighting, as well as installation of new net posts, benches, and shade structures to enhance the comfort and better meet the needs of the increased volume of players utilizing the courts. The project will upgrade pathway connections as needed and include minor landscaping and irrigation improvements adjacent to the courts. In addition to improvements of existing court facilities, the consultant contract also includes the design and engineering of two new tennis courts at Galvin Park in the area immediately to the west of courts seven and eight.
The Recreation and Parks Department engaged the tennis and pickleball communities in the Fall of 2023, hosting a public meeting to present a series of alternatives for renovations and restriping of tennis and pickleball courts. A survey was also conducted for input on the alternatives that will inform the layout of the mix of renovated tennis courts and pickleball courts at each site. The recommended Professional Services Agreement allows for the accommodation of a variety of court surfacing and striping.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
A Request for Proposals (RFP) to provide landscape architectural design and engineering services to prepare design development and construction documents for the court renovation project at Howarth Memorial and Galvin Community Parks was advertised on February 1st, 2024. Two successful and competitive proposals were received and reviewed by a committee comprised of Recreation and Parks Department staff. The evaluation process involved ranking the proposals according to criteria established in the RFP. The resulting ranking, coupled with a comparison of the scope and fee, resulted in Callander Associates Landscape Architecture, Inc. being recommended for the Professional Services Agreement not to exceed an amount of $314,304.
The Agreement with Callander Associates Landscape Architecture, Inc. outlines their responsibilities to develop design and engineering plans for the court renovations per the results of the geotechnical investigation and recommendations, and to execute construction drawings, specifications, and cost estimates necessary to bid and construct the court improvements which will restore full playable conditions at both parks.
Callander Associates Landscape Architecture, Inc. is expected to complete the required services and tasks, including geotechnical investigation and recommendations, design and engineering plans, and construction observation, to the reasonable satisfaction of the City not later than December 30, 2025.
FISCAL IMPACT
Approval of this action does not have a fiscal impact on the General Fund. Total funds for this project in the not to exceed amount of $314,304 are available through a combination of Zone 4, Southeast Quadrant Park Development Impact Fees, JL Key 09592 and Measure M Parks for All funding.
ENVIRONMENTAL IMPACT
The services provided in this professional services agreement are exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15601(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
Also, the future renovation project is anticipated to be exempt pursuant to CEQA Guidelines Section 15301, and 15323 in that the project will consist of minor alterations to an existing public facility involving negligible expansion of the existing use and construction of a limited number of small new court structures and site furnishings.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
On April 24, 2024, the Board of Community Services reviewed the proposed conceptual layout relative to the mix of renovated tennis courts and number of pickleball conversions at each park site. Input from this meeting is incorporated into the consultant’s scope of services for the project.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A – Professional Services Agreement with Callander Associates Landscape Architecture, Inc.
PRESENTER
Scott Wilkinson, Parks Planner
PROFESSIONAL SERVICES AGREEMENT WITH CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC TO PROVIDE DESIGN AND GEOTECHNICAL ENGINEERING SERVICES FOR COURT RENOVATIONS AT HOWARTH MEMORIAL AND GALVIN COMMUNITY PARKS PAGE 3 OF 3