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    20.    
City Council Regular
Meeting Date: 04/10/2018  

SUBJECT:
PROFESSIONAL SERVICES AGREEMENT (PSA) WITH RJM DESIGN GROUP, INC. FOR PREPARATION OF DESIGN PLANS AND SPECIFICATIONS FOR THE GRAND AVENUE PARK ARTIFICIAL TURF INSTALLATION PROJECT
RECOMMENDATION:
Authorize execution of a Professional Services Agreement with RJM Design Group, Inc. in a not-to-exceed amount of $89,110 for the preparation of the design plans and specifications pertaining to the Grand Avenue Park Artificial Turf Installation Project.
BACKGROUND/ANALYSIS:
Grand Avenue Park Artificial Turf Replacement is part of the approved FY 2017-18 Capital Improvement Program (CIP) budget for Parks/Open Space. The Grand Avenue Park Artificial Turf Installation project requires preparation of design plans and specifications to ensure proper replacement of the existing natural turf to artificial turf sports fields, as well as comprehensive construction documents to guarantee the selection of highly qualified contractors for the construction phase.

RJM Design Group, Inc. (RJM) has been pre-selected from a list of qualified on-call consultants approved by the City Council on October 28, 2014.  RJM has extensive experience with similar projects and is well suited to provide the most cost effective design and comprehensive bid documents in a timely manner. 
 
Staff requested RJM to submit a proposal to undertake the artificial turf conversion design work.  On March 5, 2018, the City received a proposal from RJM for the preparation of the design and construction bid documents.  The proposed cost is $89,110. 

As part of the proposal, RJM will complete, including but not limited to, all of the following:
  1. Review all documents from the City pertaining to the project including base maps and as-built plans;
  2. Site Investigation (i.e., inclusion of geotechnical information and surveyor aerial  topographic maps);
  3. Prepare and submit Conceptual Plan and Preliminary Design of proposed fields to accommodate two (2) soccer fields, incorporating site investigation and information to minimize grading impacts;
  4. Prepare and submit Conceptual Grading Plan and preliminary earthwork calculations;
  5. Prepare and submit Probable Construction Cost Estimate;
  6. Prepare and submit design plans (including site grading, irrigation, electrical conduit relocation, and details); and
  7. Prepare and submit a final bid package including Final Plans, Specifications and Estimate (PS&E).
 
RJM is a reputable company staffed with highly qualified and experienced personnel who will ensure that the City receives a quality product.
ENVIRONMENTAL (CEQA) REVIEW:
The project has been determined to be exempt as a Class 2(c) Categorical Exemption (Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity), pursuant to Section 15302 of Guidelines for the California Environmental Quality Act of 1970, as amended, Public Resources Code Section 21000 et seq.
FISCAL IMPACT:
The total estimated cost for this project is as follows:
 
Item Amount
Design $  89,110
Construction  $  1,600,000
5% Construction Contingency       $ 80,000
Inspection and Project Management      $  30,890
Grand Total Estimated Project Cost $  1,800,000
 
There will be no impact to the General Fund.  Funds for this project were previously approved by the City Council as part of the Fiscal Year 2017-2018 Capital Improvement Program budget.  The funds available for this project are as follows:
 
Project No. Funding Source Amount
P18003 CFD-1 $  21,400
CFD-2   $   66,900
CFD-4  $ 1,436,200
CFD-6    $  214,300
CFD-8      $  61,200
Grand Total Project Funding $  1,800,000
 
REVIEWED BY OTHERS:
This item has been reviewed by the Community Services Director, Finance Director and the City Attorney.
 
Attachments
RJM Agreement

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