To:   HONORABLE MAYOR AND                   From:   Katy Allen

                        CITY COUNCIL                                                        Larry D. Lisenbee

 

   Subject:   KELLEY PARK SERVICE                        Date:   05-13-03

                        YARD PROJECT

 

Council District: Citywide/7

 

 

REASON FOR ADDENDUM

 

In order to maintain the schedule for this project, staff requests Council approval at its May 20, 2003 meeting.

 

 

RECOMMENDATION

 

a)         Increase contingency budget authorization by $51,000 from $66,000 to $117,000.

 

b)         Adoption of the following Appropriation Ordinance amendments in the Park Yards Fund:

 

1) Increase the Kelley Park Service Yard Renovation Project by $107,000

2) Decrease the Ending Fund Balance by $107,000

 

c)         Adoption of a resolution authorizing the City Manager to negotiate and execute a continuation agreement with Garcia Teague Architecture + Interiors for the Kelley Park Service Yard Project, to expand the scope of services, increase the compensation by an amount not to exceed $26,000, and extend the term of the agreement from April 30, 2003 to November 30, 2003.

 

 

BACKGROUND

 

Kelley Park is a 172-acre park site located at the southeast intersection of Senter and Story Roads The service yard is located in the northwest corner of Kelley Park (map attached). On August 7, 2002, Council approved a contract for the Kelley Park Service Yard Project. This project improves the service yard, including replacement of the existing structure with a new 3,360 square foot metal structure building with a large storage and equipment area, roll-up doors, restrooms and shower facility, office, chemical storage, emergency shower and eye-wash station and building alarm. It also includes site improvements including material holding bins, vehicle and equipment wash areas, new paved parking lot and electrical upgrade.

 

In Fiscal Year 2001-02, funds were appropriated in the Parks Capital Improvement Program Budget for the development of plans to replace the 30-year old facility. The intent for the project was to construct a new pre-engineered metal building tailored to meet the function of the facility within the project budget.  On September 18, 2001, the City Manager approved a minor consultant agreement (compensation under $100,000) with Garcia Teague Architecture + Interiors, Inc. to provide design services for the project.

 

Funds for construction of the project were appropriated in Fiscal Year 2002-03 and construction for the Kelley Park Service Yard Project began in November 2002 with completion estimated in June 2003.

 

 

ANALYSIS

 

During the construction of the project, the City had to address a number of existing and unforeseen conditions that were not reflected in the plans and specifications for the project.  These included integration of electrical services and adjustments to the diesel fueling operation for Happy Hollow.  To date, Public Works has approved change orders amounting to $46,129.  Some additional changes orders are anticipated to be necessary to complete the project.  Staff recommends increasing the project budget by $107,000, including an increase to the construction contingency authorization of $51,000 and an increase in the maximum compensation for the consultant of $26,000.

 

The work involved in the construction of this project has been greater than originally anticipated, but it is still within the normal range of construction and construction management costs for the project.  With the approval of this $107,000, the projected breakdown for project costs will be approximately 67 percent for construction and 33 percent for project delivery costs.

 

 

COORDINATION

 

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

 

 

PUBLIC OUTREACH

 

Not applicable.

 

 

COST IMPLICATIONS

 

1.      AMOUNT OF RECOMMENDATION: $107,000

 

2.      COST OF PROJECT:

 

Project Delivery

$292,000*

Construction

657,750*

Contingency

66,000*

 

   Sub total:

$ 1,015,750

 

 

 

 

Continuation Agreement

26,000

Construction Change Orders

51,000

Additional construction management

30,000

           Sub total

107,000

Total

$1,122,750

 

*A total of $192,338 was expended/encumbered during 2000-2001and 2001-2002.

 

3.            SOURCE OF FUNDING:    398 –  Park Yards Fund

                                                      391 –  Construction and Conveyance Fund – City-wide

 

4.            FISCAL IMPACT: This project is consistent with the Council-approved Budget Strategy Economic Recovery section in that it will spur construction spending in our local economy.

 

 

BUDGET REFERENCE

 

Fund #

Appn #

Appn. Name

RC#

Total Appn.

Amt. For Contract

Last Budget Action (Date, Ord. No.)

398

4499

Kelley Park Maintenance Yard Renovation

100744

$815,000

$815,000

 8/27/02-Ordinance Number 26722

391

6551

Kelley Park Maintenance Area Improvements

100743

$8,000

$8,000

 10/15/02-Ordinance Number 26755

 

 

 

CEQA

 

Mitigated Negative Declaration - PP01-10-186.

 

 

KATY ALLEN                                                            LARRY D. LISENBEE

Director, Public Works Department                              Budget Director