REPORT TO COUNCIL
SUBJECT
Title
Award a Contract to RRM Design Group in the amount of $1,108,318 for Design and Construction Support Services for the Las Palmas Park Renovation Enhancement Project (F24-113)
Report
STAFF RECOMMENDATION
Recommendation
- Award a Consultant Services Agreement in substantially the same form as Attachment 1 to the report in an amount not to exceed $1,108,318 ($1,050,351 for base services and $57,967 for optional services) to RRM Design Group of San Leandro;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Approve a 10% contingency in the amount of $110,832.
Report
BASIS FOR RECOMMENDATION
An RFP was posted on DemandStar on February 15, 2024, and distributed to multiple California firms for design and construction support services for the Las Palmas Park Renovation Enhancement Project. Seven (7) proposals were received on March 14, 2024, and RRM Design Group was selected as the highest-ranked proposer. A detailed scope of work is included in Attachment 1 to this report. As requested by Council, the design of access ramps and a crosswalk at Crawford Driver is included in the scope of work.
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services; therefore, the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
As part of the contract, the consultant will confirm the appropriate CEQA documentation for the project and prepare a CEQA confirmation memorandum. It is possible that an Initial Study (IS) and/or Mitigated Negative Declaration (MND) may be needed if there are findings of significant adverse environmental impacts and CEQA categorial exemptions are not appropriate. As such, preparation of an IS/MND has been included in the project scope as an optional task. The CEQA determination will be brought to the City Council for approval prior to starting final design.
FISCAL IMPACT
Funding for this project is available in Project 830380 - Las Palmas Park Renovation and Enhancement. A project budget financial summary is included as Attachment 2 to this report. The total budget available for this project through construction is likely to be insufficient. Staff will utilize a portion of the available construction funding for FY 2025/26 to complete the initial design work and propose an adjustment during the FY 2025/26 Capital budget to appropriate the necessary funding prior to construction.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
A check or “Y” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract
___ Labor or personal employment contract
___ General policy and legislative actions
Staff
Prepared by: David Battaglia Purchasing Officer
Reviewed by: Dennis Jaw, Interim Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Tim Kirby, Interim City Manager
ATTACHMENTS
1. Draft Consultant Service Agreement
2. Budget Summary Sheet - 830380 - Las Palmas Park Renovation and Enhancement