Subject:  AGREEMENT WITH DILLINGHAM ASSOCIATES FOR THE THOMPSON CREEK MASTER PLAN

COUNCIL DISTRICT:   Citywide

RECOMMENDATION

 

Approval of an agreement with Dillingham Associates for design services for the Thompson Creek Trail Master Plan for a base fee in the amount of $252,000, and additional services in the amount of $25,000 for a total agreement amount of $277,000, from the date of execution to January 31, 2005.

BACKGROUND

 

The Thompson Creek Trail is located within the southeastern portion of San José.  The proposed project area extends three miles upstream from Lake Cunningham to the intersection of San Felipe Road and Heartland Way (map attached).  The proposed trail abuts several land uses, most commonly residential and commercial land uses and will provide access to adjacent neighborhoods and surface streets.

 

The Department of Public Works proposes to engage the services of a consultant to provide master planning of the project.  This project was identified for funding in the Mayor’s 2002 Budget Message.

 

 

ANALYSIS

 

The Department of Public Works maintains an active list of pre-qualified consultants for design services for public parks, recreation and revenue generating facilities. The recommended firm, Dillingham Associates, of Berkeley, California, is on the current list.

 

Dillingham Associates has project management and design experience for complex trail projects and other landscape architectural projects.  Dillingham Associates provides expertise, either as the prime consultant or through subconsultants, that includes architectural design, landscape architecture/recreation planning, environmental planning and cost estimating. 

 

The agreement scope of services includes but is not limited to:  master planning, site analysis, land use programming, community outreach and presentations, preparation of schematic designs, design development plans, environmental clearance documents and cost estimates.

 

The agreement also contains a clause for additional services to provide for typically encountered, but not presently identifiable services to include additional community meetings, expanded environmental analysis, and extended coordination with permitting agencies.  Authorizing additional services via the agreement is both cost and time effective.

 

An alternative to hiring a consultant for this work is for the work to be done by existing City staff.  Staff considered this alternative and recommends using a consultant because current City staff is fully utilized for coordination and plan review services and there are no available existing City staff resources with appropriate design and master plan expertise.  Shifting existing City staff resources to this project at this time would delay the project.

 

The start date of the master agreement is April 2003 with completion in January 2005.

 

 

PUBLIC OUTREACH

 

The Department of Public Works established a list of consultants according to the Department’s formal (over $250,000) selection policy for retaining consultants. The process includes public advertisement for a Request for Qualifications which ran in the San José Mercury News, the City’s Internet Bid Line and professional trade newsletters in fall of 2000.

 

 

COORDINATION

 

This agreement and memo have been coordinated with the City Attorney’s Office, the City Manager’s Budget Office and the Departments of Finance, Parks, Recreation and Neighborhood Services and Planning, Building and Code Enforcement.

COST IMPLICATIONS

 

1.                  AMOUNT OF RECOMMENDATION:  $277,000

 

2.         COST OF PROJECT:

 

Consultant Agreement

$277,000

Agreement Administration

27,000

        TOTAL

$304,000

 

3.         SOURCE OF FUNDING:       391 – C&C Tax Fund, City-wide

 

4.                  OPERATING COSTS:  This project is consistent with the Mayor's Budget Strategy since the proposed expenditure is funded by a source other than the General Fund, and the completed master plan will include implementation strategies which will enhance the City's ability to secure additional grant funding for future trail construction.  This construction will, in turn, also be consistent with Mayor's Budget Strategy in that it will help spur construction spending to help local economic recovery.

 

 

BUDGET REFERENCE

 

Fund:

C&C Tax Fund, City-Wide (Fund 391)

Appn:

4498 – Thompson Creek Trail Master Plan and Environment Report

RC:

12249B

Amount:

$572,000

Budget Document:
2002-2003 Adopted Capital Budget, Page 483

 

 

CEQA

 

Not a project.

 

 

KATY ALLEN

Director, Public Works Department