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:
title
Change Order for Construction Management Services for Sykes Ranch Park Improvements
end
RECOMMENDATION
recommendation
Approve a change order to Purchase Order P03083 with Anser Advisory Management LLC in the amount of $14,753, for Construction Management Services for CIP 22010, Sykes Ranch Park improvements; and
Approve a reallocation of funds from CIP 22011 to CIP 22010 necessary to fund the remaining expenses for this project.
body
PRIOR ACTION/VOTE
On December 5, 2023, the City Council awarded a construction contract to Land Forms Landscape Construction, Inc., in the amount of $183,226, for Sykes Ranch Park Improvement Project, CIP 22010 (Vote: 5-0).
On May 7, 2024, the City Council accepted the public improvements as complete for Sykes Ranch Park Improvements Project, CIP 22010 (Vote: 5-0).
CITY COUNCIL GOAL
Coordinate and deliver responsive, effective community services.
BACKGROUND
Design and planning for Sykes Ranch Park improvements began in June 2021, and included the purchase and installation of a windmill, extensive landscape improvements, and signage to highlight the historic landmarks within the park. Originally intended to be done in a single phase, the project was eventually split into two phases. The first phase was the installation of the windmill, which was completed in May 2023. The second phase was completed in April 2024 and included all remaining improvements.
Completing the project in two phases created additional work for the City’s project and construction management consultant, Anser Advisory Management LLC (Anser). The construction phase, completed in April 2024, included significant delays due to rain, and several change orders to the project that required additional consultant hours.
Anser has submitted a proposal (Attachment 1) for a change order that details the number of additional hours that were required to close out the project. No amendment is necessary to the agreement, as Anser’s services are provided through an existing on-call agreement.
This project has two funding sources, Development Improvement Fund Park Land funds (Park DIF) and Lighting and Landscape District (LLD) 18 (also known as “The Vineyards”) Assigned Reserves. The Assigned Reserves are specific for the purchase and installation of the windmill. The remaining improvements need to be paid for with DIF. This project has seen some slight overruns, in addition to the requested purchase order (PO) change that cannot be paid for using the improvement budget for the Vineyards. To address those slight overruns, staff is proposing to reallocate funds from the CA Oaks Sports Park Renovation Project (CIP 22011) to the Sykes Ranch Park Project (CIP 22010).
FISCAL IMPACT
The total change order request of $14,753 effects Park DIF and LLD 18 funds. There is currently $10,576.93 available in the LLD 18 fund appropriated to the CIP. Staff requests a reappropriation of Park DIF from CA Oaks Sports Park Renovation (CIP 22011) for $4,176.07 for the balance needed for the change order. Additionally, but separate from the change order, staff requests an additional $446.38 to account for an over expenditure on the project overall. To account for the slight overrun and the proposed change order, staff is proposing to reallocate $4,622.45 from the CA Oaks Sports Park Renovation (CIP 22011) to the Sykes Ranch Park Project (CIP 22010).
ATTACHMENTS
1. Consulting Service Proposal, Anser Advisory, 09.2024