For City Council Meeting [July 9, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council Approve a Fourth Amendment to the Professional Services Agreement with Community Works Design Group, Inc., Covering the Design of a Dog Park at Frisbie Park in the Amount of $47,845 for a Total Cumulative Contract Amount of $1,491,313.00, City Project Nos. 150303 & 150304.
(ACTION)
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BACKGROUND:
Frisbie Park, located at 598 E. Easton Street is one of the largest and oldest City parks and is only partially developed. The park totals approximately 27.4 acres, consisting of 16.7 acres of developed and 10.7 acres of both undeveloped and underutilized park property. Existing park improvements include three (3) baseball diamonds, three (3) softball diamonds, two (2) basketball courts, a playground area, a pavilion, two (2) concessions facilities, and restroom facilities. Please see Attachment 1 for a layout of the overall park.
The City has embarked on a number of capital improvement projects at Frisbie Park, covering design and delivery of new prefabricated restroom and concessions buildings serving the Rialto baseball league, significant expansion of the north and south areas of the park, installation of new baseball field sports lighting, and accessibility improvements in conformance with the requirements of the Americans with Disabilities Act (ADA) and the California Building Code (CBC).
On July 12, 2016, the City Council awarded a Professional Services Agreement (PSA) in the amount of $227,880.00 to Community Works Design Group, Inc. (CWDG) of Riverside, California, for preparation of Phase I Master Plans for both the Frisbie Park Expansion and the Joe Sampson Park Development projects.
On August 9, 2016, the City retained the services of CWDG to prepare design and construction documents for restroom, concessions and ADA improvements to Frisbie Park, and Andreson Park.
On December 13, 2016, the City Council authorized the Release for Bids for the site improvements required for the new baseball restroom and concession buildings, at Frisbie Park, and on December 21, 2016, the City released RFB No. 17-068.
On February 28, 2017, the City Council awarded a contract to Fleming Environmental, Inc., in the amount of $443,966.00 for construction of site improvements to support the concession and restroom facilities at Frisbie Park and Andreson Park. The work to install prefabricated restroom and concessions buildings has been completed.
On May 9, 2017, the City Council made several decisions governing the Frisbie Park Expansion project. First, Council approved the Master Plan for Frisbie Park, which identified the amenities that the park is to provide to the Rialto community. Second, Council approved the Second Amendment to the Professional Services Agreement with CWDG for Phase II Final Engineering, Landscape Design, and Project Management Services for the Frisbie Park Expansion project. That action 1) authorized CWDG to initiate final design and engineering activities; and 2) included appropriation of an additional $789,322, to accommodate the Phase II design and engineering work by CWDG.
On November 14, 2017, the City Council approved a third amendment with CWDG, to address ADA path of travel deficiencies within existing portions of the park, outside of the scope of the park expansion and redevelopment project. The work included in that amendment will bring the remaining approximately 13.2 acres of the existing park into compliance with ADA and California Building Code (CBC) path of travel requirements.
On November 27, 2018, the City released RFB No. 19-056 for Expansion of Frisbie Park, and on December 19, 2018, the City received eight (8) bids.
On February 12, 2019, the City Council awarded the construction contract for site improvements at the park to RC Graves Construction, Rialto, California, in the amount of $15,081,000. Further, the City also approved a transfer of General Fund Reserves to the Park Development DIF Account in the amount of $17,499,195 to fund the total project cost. As developers pay future Park Development Impact Fees, the City may use impact fees to pay back the general fund advance.
During the award of the construction contract to RC Graves Construction, staff received directions from City Council to enter into discussions with CWDG on the design of an amendment to the park’s amenities, to accommodate a Dog Park, in lieu of combined tennis/basketball courts. This amendment will require modifications to the overall Park Master Plan, and is the subject of this staff report.
ANALYSIS/DISCUSSION:
As noted, the City Council approved the Frisbie Park Master Plan on May 9, 2017. That Plan was developed from the public outreach program conducted on behalf of the City by CWDG. Key and critical components of public outreach included multiple public meetings, and both hard copy and on line surveys asking users of the park what amenities they would likely use, should such amenities be included within the park.
Governing principles and constraints for design of the expansion of Frisbie Park considered the following:
• Input from and results of the Public Outreach program;
• Guidance and direction from the Park’s stakeholders-Community Services, Recreation and Parks Commission, Frisbie Park ad hoc committee, and the City Council;
• Acknowledgement that available uses of most areas within the park, for expansion, renovation or redevelopment, were, in many ways, predetermined by the adjacent areas and the overall park’s use; the park primarily functions as a softball, baseball and basketball park;
• The park’s topography is not flat unlike the Joe Sampson Park. The largest undeveloped area, southerly of Easton Street, has an undulating surface, with an elevation difference of roughly fifty feet (50’), from the highest to the lowest points;
• The park’s largest undeveloped area, southerly of Easton Street, is approximately rectangular in layout and its shape cannot be changed;
• The design must consider how to best merge ADA and path of travel improvements that seamlessly join the expansion with the redevelopment and renovated areas;
• Ease of maintenance and health concerns (i.e., water features have a high ongoing maintenance cost and potential health and safety of use concerns); and
• Funding for expansion, renovation and redevelopment of the park is limited.
Through the preliminary planning and design process, Park stakeholders considered and added in as many of the highest scoring “Likely” and “Very Likely” to use amenities to the park as the above constraints allowed. When applied to the results of the overall combined survey (both online and hard copy survey respondents), stakeholders needed to make hard decisions as to what to include within the park. Amenities that scored high use percentages on the “Likely” or “Very Likely” to be used by park visitors included “Water Play” (49.2%), “Dog Park” (46.7%) and “Batting Cages” (45.6%); however, these amenities were not initially advanced into the Park’s final Master Plan due to the above constraints (please see Attachment 2 for a summary of survey respondent requested park amenities).
Additionally, while “Softball Fields” (41.8%) and “Basketball Fields” (34.0%”) scored lower than the above three (3) amenities, both were included within the Park’s approved Master Plan, as both augment existing facilities already at the park. Further, a community representative made a request for Tennis Courts, after which these were included both southerly of Easton Street (multi-use tennis courts and basketball courts) and northerly of Easton Street (multi-use basketball courts, tennis courts and open space-amphitheater area). As noted above, however, City Council guidance suggests that inclusion of a Dog Park at Frisbie Park, would be a better use of limited resources and available Park space.
CWDG has provided a concept plan for a Dog Park (Attachment 3), reflecting the scope and fee for the design of the Dog Park, and removal of the combined tennis and basketball courts. This design serves both large and small dogs, placing them within separately fenced and adjacent areas. The inclusion of a Dog Park in the park area southerly of Easton Street requires the following changes to the construction documents for the Park:
• Removal of the combined tennis courts/basketball courts southerly of Easton Street;
• Slight re-grading of the subject area; and
• Reduction in size of the turfed open space area to accommodate inclusion of the dog park.
Perry Brents, the Community Services Director shared the Dog Park conceptual design with the Ad-hoc Committee members, and received concurrence from its members to move forward with the Council proposed change to the Frisbie park amenities. The net short term capital cost of supplanting basketball/tennis courts southerly of Easton Street, with a dog park, is likely close to neutral, due to the offset costs of deleting the tennis and basketball court concrete paving, and replacing with dog park amenities (fencing, surfacing, benches, lights, etc.). During construction, CWDG will be available for consultation, oversight, and design support services for the newly designed Dog Park, and this fourth amendment includes additional budget to cover their work, on a not to exceed time and materials basis. Upon completion of the design, staff will return to City Council for approval of a contract change order to enact the change to the project for construction.
ENVIRONMENTAL IMPACT:
Construction of the Project is subject to state environmental review pursuant to the California Environmental Quality Act (CEQA). The City, acting as the lead agency pursuant to CEQA, certified an Initial Study and a Mitigated Negative Declaration (MND) for the Project. The MND was approved by the City on March 20, 2019, and the Notice of Determination recorded with the County Clerk, on March 21, 2019.
GENERAL PLAN CONSISTENCY:
Approval of this action complies with the following City of Rialto Guiding Principles, General Plan Goals and Policies:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Goal 2-24: Take advantage of opportunities to increase and enhance open spaces throughout Rialto.
Goal 2-27: Provide a variety of park facilities that meet the diverse needs and interest of the community.
Policy 2-27.1: Establish a Master Plan for Parks and Recreation that achieves a park ratio of 3.0 acres per 1,000 residents, evenly distributes park facilities throughout the community, and contains strategies for funding facilities and maintenance.
Policy 2-27.2: Plan for and designate adequate funding to maintain new and existing parks and facilities.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report and Fourth Amendment to the Professional Services Agreement.
FINANCIAL IMPACT:
Operating Budget Impact:
The proposed action will affect the Operating Budget once the Dog Park construction work is completed.
Capital Budget Impact:
The Fourth Amendment included as Attachment 4 to the agreement with CWDG covers the design of the Dog Park, and provides additional construction support funds for oversight during the construction contract, at a cost of $47,845, for a revised total agreement amount of $1,491,313. Of this final revised total contract amount of $1,491,313 for professional services through CWDG, $429,551 is for professional services for preparation of the Master Plan, design and construction support for the Joe Sampson Park, and the remaining $1,061,762 is for professional services for preparation of the Master Plan, design and construction support for the expansion of Frisbie Park.
The Fourth Amendment for Phase II - Final Design work with Community Works Design Group in the total amount of $47,845 will be charged to the General Fund Capital Account No. 300-500-8150-3001-150304-01.
LICENSING:
Community Works Design Group currently possesses a valid City Business license.
A City Business Tax fee in the amount of $478 will be paid by the City as part of an interoffice transfer, prior to issuance of the Notice to Proceed.
RECOMMENDATION:
Staff recommends that the City Council Approve the Fourth Amendment to the Professional Services Agreement with Community Works Design Group, Inc., Covering Design of a Dog Park at Frisbie Park, in the Amount of $47,845 for a Total Cumulative Contract Amount of $1,491,313.00, for City Project Nos. 150303 and 150304.