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13.

City Council Regular

Meeting Date:

01/28/2025

SUBJECT:

AGREEMENT WITH RJM DESIGN GROUP, INC. FOR THE PREPARATION OF DESIGN PLANS AND SPECIFICATIONS FOR THE CITY YARD REHABILITATION & MODERNIZATION PROJECT

RECOMMENDATION:

Rename the City Yard Painting & Building Modernization project (PF24002) in the Fiscal Year 2024-25 Capital Improvement Program to City Yard Rehabilitation & Modernization project and amend the scope to include the City Yard parking lot pavement rehabilitation.
Remove the City Yard Parking Lot Pavement Rehabilitation project (PF23004) from the Fiscal Year 2024-25 Capital Improvement Program and transfer funds to the City Yard Rehabilitation & Modernization project (PF24002).
Award an agreement to RJM Design Group, Inc. in the amount of $212,519.00 for the preparation of design plans and specifications for the City Yard Rehabilitation & Modernization Project.
Authorize the City Manager, at his discretion, to approve cumulative change orders up to 10% ($21,251.90) of the awarded agreement amount.
Determine this action to be exempt from review as a Class 1 Categorical Exemption under the California Environmental Quality Act of 1970, as amended, (California Public Resources Code § 21000, et seq., "CEQA") pursuant to Section 15301 of CEQA Guidelines.

BACKGROUND/ANALYSIS:

The current Capital Improvement Program includes funding for the City Yard Painting & Building Modernization project (PF24002) and the City Yard Parking Lot Pavement Rehabilitation project (PF23004). Staff is recommending the consolidation of these projects, renaming the City Yard Painting & Building Modernization project to the City Yard Rehabilitation & Modernization project, and amending the scope to include the City Yard parking lot pavement rehabilitation. The consolidated project would include full interior rehabilitation and upgrades to the administration building and pavement rehabilitation and landscaping in the fleet parking lot. The project requires the preparation of design plans and specifications to facilitate the formal bid process.

RJM Design Group, Inc. (RJM) has been selected from a list of pre-qualified consultants approved by the City Council on November 14, 2023. RJM has extensive experience with similar projects for the City and is best qualified to promptly provide the most cost-effective design and comprehensive bid documents. RJM has demonstrated competence and has existing knowledge that will allow them to provide a design that is consistent with City operations.

Staff requested a proposal from RJM for the City Yard Rehabilitation & Modernization design work. On December 5, 2024, the City received the proposal from RJM for the preparation of the preliminary design and construction plans for this project. The proposed cost is $212,519.00.

As part of the proposal, RJM will complete the design work for the interior and exterior components, including but not limited to the following services:

1.           Schematic Design
2.           Design Development Services
3.           Construction Documentation Services
4.           Bidding Services
5.           Construction Administration Services

ENVIRONMENTAL (CEQA) REVIEW:

The proposed project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations § 15301 as a Class 1 Categorical Exemption (Existing Facilities). The improvements involve maintenance and minor alterations to existing structures and replacement of existing surfacing and is not anticipated to have any significant impacts with regard to traffic, noise, air quality, or water quality.

FISCAL IMPACT:

The total estimated cost for this project is as follows:

Item Description	Amount
Design (RJM)	$212,519.00
Design Contingencies (10%)	$21,251.90
Construction	$663,349.10
Total Estimated Project Cost	$897,120.00

The current Capital Improvement Program has $300,000 budgeted for the City Yard Rehabilitation & Modernization project (PF24002). The proposed transfer of funds from the City Yard Parking Lot Pavement Rehabilitation project (PF23004) to the City Yard Rehabilitation & Modernization project (PF24002) in the amount of $597,120 (Water Utility Fund, $313,690; Sewer Utility Fund, $181,675; General Fund, $62,105; L & L Admin Fund, $39,650) which will result in a total project budget of $897,120. The funding available for this project is as follows:

Project No.	Funding Source	Amount
PF24002	General Fund	$115,175.00
PF24002	L&L Admin Fund	$57,950.00
PF24002	Sewer Utility Fund	$265,525.00
PF24002	Water Utility Fund	$458,470.00
	Total Project Funding	$897,120.00

REVIEWED BY OTHERS:

This item has been reviewed by the Finance Director and City Attorney.

LEVINE ACT DETERMINATION:

This item is subject to the Levine Act.

Attachments
Agreement