TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Brian Ambrose, Community Services Director
PREPARED BY: Brian Crawford, Senior Program Manager - Parks & Recreation
SUBJECT:
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Pickleball Courts Design Services Change Order
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RECOMMENDATION
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Approve a change order for Purchase Order P04153 to NV5, Inc., for pickleball court design services at Alderwood Park for $65,615, plus a 10% contingency of the total purchase order amount.
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PRIOR ACTION/VOTE
On June 4, 2024, the City Council adopted Joint Resolution No. 24-4745, approving the Capital Improvement Plan Budget for Fiscal Years 2024/25, approving the Fiscal Years 2024/25 to 2028/29 Capital Improvement Plan, authorizing the operating transfers for various funds; and authorizing the use of Unassigned Fund Balances and Committed Fund Balances (Vote: 5-0).
CITY COUNCIL GOAL
Coordinate and deliver responsive, effective community services.
BACKGROUND
Per guidance provided by the City Council on July 2, 2024, City staff has begun the process of designing and constructing pickleball courts at two (2) locations: Alderwood Park and Firefighters Park.
The City’s engineering design consultant, NV5, Inc. (NV5), which has an on-call agreement with the City for engineering services, submitted a design proposal for each location. The proposal for designing two courts at Firefighters Park totals $24,820, and a purchase order (PO) P04153 was issued to NV5 to start design work. NV5 has already submitted 70% of plans for review for this location.
The proposal for designing four courts at Alderwood Park was finalized and submitted in mid-August and totaled $115,794. A change order to P04153 for $50,179, increasing the PO amount to $74,999, was processed and approved under the City Manager authorization limit. This allowed the design work to begin post haste.
Staff is seeking an additional change order to the PO in the amount of $65,615 (for the balance of the proposal), which is required to complete design services. Staff is also seeking approval from the City Council to authorize a 10% contingency for unexpected issues related to design. The contingency amount requested is based on both proposals, Firefighters Park's $24,820 ($2,482) and Alderwood Park's $115,794 ($11,579), for a total contingency amount of $14,461.
The higher cost of the proposal for Alderwood Park is due to the increased square footage of the surface for four courts, which triggers the requirement for a water quality management plan. Also, there will be additional seating and shading designed for waiting players.
FISCAL IMPACT
Capital Improvement Plan Project Number 22042 has sufficient funding available for the change order amount of $65,615 and a 10% design contingency of $14,461, for a total of $79,676.
ATTACHMENTS
1. NV5 Design Proposal for Alderwood Park