HomeMy WebLinkAbout7.1 - 1162 Sean Diamond Park - CIP Change
Page 1 of 2
STAFF REPORT
CITY COUNCIL
DATE: September 20, 2016
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Sean Diamond Park - Amendment to Capital Improvement Project to
Accelerate Park Construction
Prepared by: Linda Smith, Assistant City Manager
EXECUTIVE SUMMARY:
The City Council will consider amending the capital project for Sean Diamond Park,
accelerating the project from Fiscal Year 2017-18 to this Fiscal Year 2016-17.
STAFF RECOMMENDATION:
Staff recommends that the City Council amend the capital project titled "Sean Diamond
Park (PK0216)" to accelerate the construction of the project from Fiscal Year 2017 -18 to
this Fiscal Year and approve the budget change.
FINANCIAL IMPACT:
The project budget of $2,007,000 for Fiscal Year 2017 -18 will be transferred into the
Fiscal Year 2016-17. Should the City Council accelerate the project, the Public Facility
Fee program is projected to have a balance of $1,813,621 by the end of this Fiscal Year
2016-17.
DESCRIPTION:
Sean Diamond Park is a planned 4.8 -acre neighborhood park in the Positano
community. Design for Sean Diamond Park began in Fiscal Year 2015 -16, and the City
Council approved the preferred design concept in February 2016. Constructio n
documents for the new park are being prepared and are nearing completion.
The park is included in the City’s Capital Improvement Program and was slated for
construction in Fiscal Year 2017-18. However, after evaluating the City’s recently
updated Public Facility Fee cash flow and the partial use of remaining contingency
budget at the Emerald Glen Recreation and Aquatic Complex, Staff now believes that
sufficient funds are available to begin construction of the project this Fiscal Year.
Page 2 of 2
Should the City Council approve the change to the project timing, Staff is prepared to
put the project out to bid in December 2016, award the bid in February 2017 , with
construction set to begin in spring 2017. It is expected that the project would be ready
for public use 12-18 months following the start of construction.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this Staff Report was sent to the Positano Homeowners' Association.
ATTACHMENTS:
1. February 2, 2016 City Council Meeting Staff Report - Sean Diamond Park Design
2. Amended CIP PK0216 Sean Diamond Park (Advance to FY16-17)
3. Budget Change
or
19 82
ii 111
DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
February 2, 2016
Honorable Mayor and City Councilmembers
CITY CLERK
File #290 -30
Christopher L. Foss, City Manager "
Sean Diamond Neighborhood Park —Approval of Preferre Concept Park Design
and Design Development Services
Prepared by Rosemary Alex, Parks and Facilities Development Coordinator
EXECUTIVE SUMMARY:
The 2014 -2019 Capital Improvement Program (CIP) includes funding to complete the design of
Sean Diamond Park. As part of the design process, Staff is seeking City Council approval on
the Preferred Concept Park Design for this 4.8 -acre park located in the Positano subdivision,
and approve a scope of work from Environmental Foresight under an existing on -call services
contract to provide design development services, including the preparation of construction
documents, and the provision of support through bidding and construction.
FINANCIAL IMPACT:
The 2014 -2019 CIP included a budget of $200,000 in Fiscal Year 2015 -16 for the design of
Sean Diamond Park, of which $155,100 is remaining. Environmental Foresight's proposal for
design development services is $115,000. The current estimate for construction of the Preferred
Concept Park Design, including a 10% contingency, is $1,482,222. This amount is under
construction estimate of approximately $1,500,000.
RECOMMENDATION:
Staff recommends that the City Council receive the presentation, approve the Preferred Concept
Park Design, and approve the Environmental Foresight scope of work for design development
services.
u' bmitteb By
Public Works Director
DESCRIPTION:
Reviewed By
Assistant City Manager
Page 1 of 3 ITEM NO. 7.1
In May 2015, the City Council adopted its 2014 -2019 Capital Improvement Program and
included funds for the community design planning process for Sean Diamond Neighborhood
Park. As shown in Attachment 1, Sean Diamond Neighborhood Park is located in the Positano
subdivision and is in close proximity to Positano Hills Neighborhood Park and the future Jordan
Ranch Neighborhood Park. The park is bounded by Positano Parkway, East Cantara and La
Strata Drives and is to the immediate west of Jose Maria Amador Elementary School.
Listening Phase
In early August 2015, the City contracted with Environmental Foresight to prepare preliminary
design alternatives through the public planning process. In advance of the first public meeting,
an online survey was conducted to solicit feedback on park amenity preferences, and the survey
received more than 200 responses. On Saturday, September 19 at Amador Elementary School,
the first public meeting was attended by approximately 35 community members. At the meeting,
survey results were shared and the attendees participated in a group exercise, the goal of which
was to develop a park concept with various program elements within the construction budget of
approximately $1.5 million.
Interpretation Phase
As part of the Interpretation Phase of the process, Environmental Foresight analyzed the
feedback from the first public meeting and the survey, and developed three concept plans for
the park. A second public meeting was held on Saturday, November 7, and approximately 20
community members attended. At the meeting, three park concepts were presented, and
attendees provided both verbal and written feedback regarding their preferences for the park. In
addition, an online survey was conducted from November 10 —18 to gather public input on the
three concepts.
Refinement Phase - Preferred Concept Park Design
Environmental Foresight worked to incorporate the comments from the public meeting and the
survey results into the Preferred Concept Park Design (Attachment 2), which includes the
following amenities:
Central gathering point with public art as focal point in center of park
Playgrounds for children ages 2 -- 5, and ages 5 — 12
Tennis court
Picnic area
Grass volleyball court
Restroom building
Interior pathways for circulation and exercise
The Preferred Concept Park Design is influenced by a few key factors. Based on feedback from
the residents with homes in close proximity to the park, the play elements, picnic, barbeque and
restroom were shifted to the northeast portion of the park in closer proximity to the school and
away from residences. In addition, due to budget constraints, the gazebo in the rose garden
was replaced as a future location of a public art piece. The site furnishings, restrooms, and play
structure were also revised to reflect the more contemporary appearance of the park that the
public preferred.
On December 14, 2015 the Preferred Concept Park Design was presented to the Parks and
Community Services Commission. After receiving public comment, the Parks and Community
Services Commission unanimously recommended approval of the design to the City Council.
Page 2 of 3
In addition to seeking approval of the Preferred Concept Park Design, Staff recommends the
City Council approve a scope of work with Environmental Foresights under their existing on -call
services contract to provide design development services, including preparation of construction
documents, and support through bidding and construction. The scope of work for the proposed
services is shown in Attachment 3.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
Notifications were emailed to residents who participated in the public workshops during
conceptual design, and the Sean Diamond Neighborhood webpage was updated with the
information regarding the presentation to City Council. In addition, a copy of the Staff Report
was sent to Environmental Foresight and the Parks and Community Services Commission.
ATTACHMENTS:
1. Site Context Map
2. Preferred Conceptual Park Design
3. Construction Documents - Proposal
Page 3 of 3
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Revised January 20, 2016
Regarding. e is Park C — Contract Fee Proposal
Dublin, California
Dear Ms. Tiernan:
Environmental Foresight, Inc. (hereinafter "Consultant ") is pleased to present this Contract Fee Proposal
to the City of Dublin (hereinafter "Client ") for Landscape Architectural services for the Sean Diamond
Park project at Parcel O fronting Positano Parkway, La Strada Dirve and East Cantara Drive at Fallon
Village in Dublin California. This proposal is based on the approved park preferred concept plan dated
12/08/15.
Our understanding is that the City is further developing the approved preferred concept design of Sean
Diamond Park into working drawings for permitting, bidding, and construction.
For your consideration, we have included a detailed outline of our phases, tasks, and design fees inclusive
of our sub - consultants for your understanding. For reference our sub - consultant proposals are included as
attachments to the email. If you should have any questions or concerns regarding this proposal please
contact us.
Our Scope of Services shall be as follows:
Phase One. Program evel e t (completed).
Phase Two. Community Process (completed).
Phase Three. Design Development
Take the Preferred Concept Plan and begin to develop the design into 50% level working drawing format.
Initiate coordination with the consultant design team for agency approvals. Responses to Client
comments on the 50% submittal package will be discussed for integration into the Construction
Document drawings.
Task 3.1 Topographic Survey
City to provide existing survey from developer's engineer and supplemental information such as
developer roadway plans, in AutoCAD format to utilize for this project. This survey is to be
provided by the City prior to beginning the Design Development phase. Evaluate survey and need
for additional information — add to existing survey.
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1:; liifrx( tr;eriArorlIneril,[lfrxreslghlI COInaV \ /vgtr, qtry eriA 1 ,0riInerilt,[lftkiresir ;lilCOIn
Ms. Megan Tiernan, City of Dublin
Sean Diamond Park CDs, Dublin, California
Page 2 of 6
Revised January 20, 2016
Task 302 Utility Plans
Consultant will coordinate with the sub - consultants on their vehicular right -of -way improvements,
potable water, sewer, plumbing, electrical, and lighting design.
Task 3.3 Grading & Drainage Plans
Consultant will coordinate with the civil engineer on developing grading and drainage concepts.
Consultant will include landscape fine grading and drainage plans for the park site.
Task 3.4 Layout Plans
Consultant will prepare Layout plans and general material selections describing and locating
pedestrian hardscape areas, site amenity program features, and coordination effort with the artist and
City staff on integrating the art feature into the project design.
Task 3.5 Irrigation Master Plan /Concept
An irrigation concept will be developed that will guide the irrigation design and coordination effort
with the adjoining school site. The Irrigation Master Plan will be designed to accommodate a fully -
automatic, water conserving irrigation system designed per the City's WELO Water Efficient
Landscape Ordinance. Note that the actual irrigation system design (mainline /valves /laterals/head
layout) will be provided within the Construction Document phase for building permit.
Task 306 Planting Plans
Prepare planting plans. Proposed plant materials will be located and identified with both botanical
and common names, plant container sizes at installation, and quantities. Native and Mediterranean
drought tolerant plant species will be used as appropriate to work with the proposed high - efficient
irrigation system and the stormwater treatment areas.
Sim
Consultant will include design development details for various hardscape site amenities, site
furnishings, lighting, pre- manufactured restroom building, play structures, and planting with
associated cut - sheets organized in an 8 '/2 x 11 formatted presentation. Landscape Specification
sections will be provided and coordinated in outlined format for inclusion in the draft Technical
Specifications manual.
Task 3.8 Cost Estimate
A cost estimate for the project shall be prepared for Client review at this 50% Design Development
submittal.
Task 3.9 Team Meetings
During the Design Development Phase we assume there will be a need to meet occasionally with the
Client and the City agencies to refine the design, review and discuss plan-check comments, and
resolve general project issues. Consultant will assume up to four (4) local Bay Area
meetings /conference calls during this Phase with the majority of project issues resolved via email
correspondences and telephone.
Prepare landscape Construction Documents for building permitting, bidding, and construction. During
this Phase, Consultant has included a 90% and 100% City submittal effort for staff review and agency
permitting.
Task 4.1 Utility Plans
Consultant will finalize coordination with the sub - consultants on their vehicular right -of -way
improvements, potable water, sewer, plumbing, electrical, and lighting design.
1700 N. Broadway ° Suite 401 ° Walnut Creek, California 94596 ° T (925) 945 -0300 ° F (925) 945 -6688
E info @environmentalforesight.com ° VVwww .environmentalforesight.com
Ms. Megan Tiernan, City of Dublin
Sean Diamond Park CDs, Dublin, California
Page 3 of 6
Revised January 20, 2016
Task 402 Storm Water Plano Storm Water Pollution Prevention Plan ( PPP)
Evaluate the site and schedule to determine the risk of level of project construction. Based upon the
evaluation, prepare required notice of intent (NOI) and storm water pollution prevention plans
SWPPP) in order to obtain the necessary General Permit for the project, from the California State
Water Resources Control Board (SWRCB). The plan shall include required information such as
existing conditions description and plan, scope of construction, grading plan, rain event action plan,
inventory of contractor's activities, special site conditions, best management practices (BMPs) for
contractor activities, BMPs for erosion and sediment control, post construction BMPs, and
monitoring /maintenance plan. Submit draft NOI and SWPPP to City for review.
Task 4.3 Grading & Drainage Plans
Consultant will finalize coordination with the civil engineer on developing grading and drainage
plans. Consultant will include landscape fine grading and drainage plans for the park site.
Task 4.4 Layout Plans
Consultant will refine the Layout plans describing and dimensioning hardscape, site amenity
program features, and coordination effort with the artist and City staff on integrating the art feature
into the project design. A hardscape material schedule will be included identifying colors, finishes,
etc. Site amenities will be called -out and referenced to details and specifications /notes.
Task 4.5 Irrigation Plans
Consultant will include a fully- automatic water - conserving irrigation system for all proposed
landscape areas. Legend of equipment, standard specifications, watering schedules, water use
calculations, and DSRSD cross connection drawings will be included to comply with the City's
WELO Water Efficient Landscape Ordinance and DSRSD's permit requirements.
Task 4.6 Planting Plans
Refinement of planting plans for construction. All proposed plant materials will be located and
identified with both botanical and common names, plant container sizes at installation, water use
ratings, and quantities. Native and Mediterranean drought tolerant plant species will be used as
appropriate to work with the proposed high - efficient irrigation system, the stormwater treatment
areas, and the City's Bay Friendly Landscaping Checklist Ordinance.
Task 4.7 Electrical & Plumbing Plans
Provide electrical and plumbing plans for permitting of the following:
1. New electrical service for the park
2. New sub -panel for the pre - manufactured restroom building
3. Power for irrigation controllers
4. Site lighting for shade structure and pedestrian paths
5. Power for shade structure
6. Plumbing for pre - manufactured restroom building
7. Specifications shall be on the drawings
8. Load calculations and single line diagram
9. Structural calculations for pole bases
10. Title 24 energy calculations for site lighting
11. Site lighting photometrics
12. Assist with service applications to PG &E for new electrical service
Task 4.8 Details/Specifications/Notes
Consultant will include construction details for site furnishings, various site amenities, pedestrian
hardscape, irrigation, and planting with all written landscape Specification sections prepared for
1700 N. Broadway ° Suite 401 ° Walnut Creek, California 94596 ° T (925) 945 -0300 ° F (925) 945 -6688
E info @environmentalforesight.com ° VVwww .environmentalforesight.com
Ms. Megan Tiernan, City of Dublin
Sean Diamond Park CDs, Dublin, California
Page 4 of 6
Revised January 20, 2016
inclusion in the Technical Specifications manual. Assume front -end specifications will be prepared
by the Client.
Task 409 Cost Estimates
Cost estimates for the project shall be prepared for Client review and input at the 90% and 100%
design submittals.
Task 4.10 Team Meetings
During the Construction Document Phase we assume there will be a need to meet occasionally with
the Client, school design team, and City agencies to refine the design, review and discuss plan -check
comments, and resolve general project issues. We will assume up to three (3) local Bay Area
meetings /conference call for this Phase with the majority of project issues resolved via email
correspondences and telephone.
Phase Five. Plan Check Permitting
Provide up to three (3) coordination efforts to submit the Construction Documents to the City for building
permit. Assume up to three (3) rounds of plan check comments to address reasonable landscape related
plan check comments.
Phase Six. Bidding and Negotiation
Provide assistance to project related bid clarifications, and addenda.
Task 6.1 Bidding Clarifications and Addenda
Provide assistance to the Client during the bidding process with contractors. Consultant will review
and respond to bid clarifications and issue bid addenda. All communications with bidders will be
formally sent through the Client.
Step eve ® Construction Admi i tr ti
Provide assistance to landscape contractor BFI's, landscape submittals, and site observations for the
approved landscape Construction Documents.
Task 7.1 Project Submittals
Consultant will respond as appropriate to project submittals requested in the specifications and notes.
Responses can be formally reviewed, and if acceptable, approved for installation.
Task 7.2 Request for Information ( FI)
Consultant will review and respond to project RFIs (Request for Information), ASI & Bulletins, etc.
during construction. All communications will be formally sent through the Client.
Task 703 Punch Lists and Substantial Completion
During and after project construction the Consultant can assist the Client and review the site
installation for conformance to the approved plan set. Consultant has budgeted for up to twelve (12)
site visits to prepare punch lists, etc.; one (1) pre - construction meeting and eleven (11) site visits to
monitor construction.
Our Lump Sum Design Fees for the above described Phase One Tasks shall e®
Phase Two- Community Process . aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aa ............................. completed.
1700 N. Broadway ° Suite 401 ° Walnut Creek, California 94596 ° T (925) 945 -0300 ° F (925) 945 -6688
E info @environmentalforesight.com ° VVwww .environmentalforesight.com
1e, fu ", ...............................
Phase Five- Plan Check & Permitting ...............................
Phase Six- Bidding and Negotiation as aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa
Phase Seven- Construction Administration ......................
Reimbursable Expense Allowance mamma aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa
Ms. Megan Tiernan, City of Dublin
Sean Diamond Park CDs, Dublin, California
Page 5 of 6
Revised January 20, 2016
Progress "Percent Complete" billing will be invoiced t l is o receipt.
CLARIFICATIONS TO THE CONTRACT
1. All reimbursable expenses, such as plotting, color /grayscale reproductions, mylars, postage and
delivery, soils reports, etc. shall be at cost +15% for handling not to exceed the above allowance
without Client approval.
2. All public art design (excluding artist and City coordination), water feature /pool mechanical
design, trash enclosure design, arborist evaluations, tree surveys, and demolition plans shall be by
others.
3. Consultant assumes that all background base information (architecture, civil improvements,
utilities, surveys) will be provided by the City as digital AutoCAD files for our use.
4. Additional meetings, public hearings, site visits, illustrative exhibits, plan revisions, cost
estimatesibid forms, value engineering, bidding assistance, construction administration services,
As -Built drawings, irrigation audits, and /or maintenance manuals, not included above, may be
requested by the Client as additional services.
5. All plan and document processing fees, applications, permitting procedures, and approvals with
public agencies shall be by others.
6. This Fee Proposal is valid for 60 days. All billing rates are set for the Contract term.
We look forward to working with you and City staff to acquire approvals through construction for this
neighborhood park project. We feel we can contribute substantially to the park design, team
orchestration, approval process, and implementation.
If you approve of the above, please sign below and email or fax a copy for our files so we can begin work
and meet your schedule.
Sincerely,
ENVIRONMENTAL FORESIGHT, INC.
Scott E. Feuer, President
Landscape Architect
California Lic. #4648
ACCEPTED BY:
CITY OF DUBLIN
Ms. Meghan Tiernan, Facilities Development Manager
Date
1700 N. Broadway ° Suite 401 ° Walnut Creek, California 94596 ° T (925) 945 -0300 ° F (925) 945 -6688
E info @environmentalforesight.com ° VVwww .environmentalforesight.com
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Ms. Megan Tiernan, City of Dublin
Sean Diamond Park CDs, Dublin, California
Page 6 of 6
Revised January 20, 2016
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PROFESSIONAL SERVICES
Normal Hou Raba (
Billing Category Hourly Rates
Senior Principal 165.00
Principal 145.00
Associate Landscape Architect 125.00
Project Manager 115.00
Landscape Designer/Production 100.00
Production Staff 85.00
Clerical 75.00
Prints and Reproduction (in -house and outside vendors) Cost plus 15% Handling
Courier, Delivery, and Postage Cost plus 15% Handling
Soil Analysis Cost plus 15% Handling
Travel, Lodging, and Related Costs Cost
1700 N. Broadway ° Suite 401 ° Walnut Creek, California 94596 ° T (925) 945 -0300 ° F (925) 945 -6688
E info @environmentalforesight.com ° VVwww .environmentalforesight.com
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Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount Account Amount
PK0216.9100.9101 - Salaries & Benefits $92,300
PK0216.9200.9204 - Const. Admin $12,000
PK0216.9200.9206 - Testing $50,000
PK0216.9200.9207 - Professional Svcs. - General $6,000
PK0216.9200.9209 - Inspection - PW $15,000
PK0216.9200.9210 - Inspection - Bldg $4,500
PK0216.9400.9401 - Improve. - Not Bldg $1,568,226
PK0216.9500.9502 - Processing/Filing Fees $253,574
PK0216.9500.9503 - Printing $4,000
PK0216.9500.9504 - Legal Notices $1,200
PK0216.9500.9505 - Postage $200
3500.9501.49999 (Transfers In)$2,007,000
PK0216.4104 (4104.9501.89101) - PFF Transfers
Out $2,007,000
9/20/2016
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
Advance Sean Diamond Park construction from FY 17-18 to FY 16-17
REASON FOR BUDGET CHANGE
FISCAL YEAR 2016-17
BUDGET CHANGE FORM
DECREASE BUDGET AMOUNT INCREASE BUDGET AMOUNT
EXP: Public Facilities Fee - Sean Diamond Park Fund - Program - Account Description
City Council's Approval Required
C:\Users\carolines\appdata\local\temp\minutetraq\dublinca@dublinca.iqm2.com\work\attachments\1462.xlsx 1462.xlsx