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  CITY COUNCIL AGENDA ITEM NO. 16

Meeting Date: March 12, 2002

Subject/Title: Authorize the City Manager to enter into agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services in the amount of $552,496, for the 37 acre Sunset Sports Complex, CIP Project No. 522-5201, and authorize the City Manager to approve change orders up to ten percent 

Submitted by: Craig Bronzan, Director of Parks and Recreation
Janet Hansen, Park Planner

Approved by: John E. Stevenson, City Manager


RECOMMENDATION Authorize the City Manager to enter into agreement with Abey/Arnold Associates, Landscape Architects, to provide construction document design services in the amount of $552,496, for the 37 acre Sunset Sports Complex, CIP Project No. 522-5201, and authorize the City Manager to approve change orders up to ten percent. 

PREVIOUS ACTION The City Council approved Resolution No. 2211 at the regular meeting of December 12, 2000, amending the Sunset Park Master Plan and Expansion Project, CIP Project 522-5201 to finance the project from Quimby Fees which includes expenses for the development of a master plan.

The City Council authorized the City Manager to enter into agreement with Abey / Arnold Associates, Landscape Architects to provide Park Master Planning services for the 37 acre Sunset Sports Complex, CIP Project 522-5201, at the regular meeting on April 24, 2001. Additionally, City Council approved the formation of a subcommittee including City Council representatives, Park and Recreation Commission representatives and user group representatives to work on the development of the conceptual design. 

On November 27, 2001, City Council approved the concept master plan for Sunset Sports Complex as recommended by the Parks and Recreation Commission. 

BACKGROUND Upon approval of the concept master plan, as developed by Abey/Arnold Associates, staff requested a proposal from Abey/Arnold Associates for the development of construction documents. Proposals were submitted for the development of construction documents for the entire project as well as the development of construction documents in two phases to accommodate a phased construction plan. 

Staff has reviewed and discussed both proposals with Abey/Arnold Associates and recommends development of construction documents for the entire concept master plan as approved by Council, at a cost not to exceed $607,200. The current Capital Improvement Program, 2001/02-2005/06, allocates $800,000.00 for the development of construction documents over the five year period. In the current fiscal year, $200,000 is budgeted for design and $1,630,000 is budgeted for construction. No construction can take place until the removal of the existing waste water treatment ponds, anticipated to be complete by December, 2002. Therefore, the $1,830,000 approved in fiscal year 2001/02, provides funding for complete construction document development. 

The proposals for phasing the construction documents, detail a Phase One cost of $400,400 and an estimated Phase Two cost of $385,800, for a total estimate of $786,200 for complete construction documents. 

Staff’s recommendation to develop construction documents for the entire concept master plan will produce not only a design savings of nearly $200,000, but also will provide documents for accurate budgeting and scheduling of the overall construction of the project. Additionally, complete construction documents will allow staff to pursue other project funding opportunities, i.e. grants and user group support for various site improvements. Grant funding in the amount of $47,000 has already been obtained to purchase and install 410-15 gallon trees at this site. 

FISCAL IMPACT Planning and design costs of $200,000 have been budgeted in CIP Project No. 522-5201 for Year 2001/02 with an additional $1,630,000 budgeted for construction. Construction will not be scheduled to begin until early Spring, 2003 after the existing waste water treatment ponds are removed. 

The Sunset Park Master Plan and Expansion, CIP Project 522-5201 revised worksheet will be included for review in the upcoming Capital Improvement Program 2002/03–2006/07 workshop in April.

Attachments:
CIP Project No. 522-5201 Worksheet
Abey/Arnold Associates Proposal