Title
MOTION TO APPROVE THE FIRST AMENDMENT TO THE PARKS ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT WITH SYNALOVSKI, ROMANIK, SAYE, LLC, INCREASING THE CONTRACT VALUE FOR THE THREE YEAR PERIOD FROM $250,000 TO $355,000 TO ALLOW FOR PHASE THREE OF THE RENOVATION OF THE WEST PINES SOCCER PARK FIELDS 5 & 6 AND COMPLETION OF DESIGN DOCUMENTS FOR THE RENOVATION OF THE SOFTBALL FIELDS AT SILVER LAKES SOUTH.
Summary Explanation and Background
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Chapter 35.28 of the City’s Code of Ordinances is titled “CHANGE ORDERS.”
- Chapter 35.28(B) states that “Notwithstanding the provisions of division (A), the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission’s approval and where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000.
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 3, 2020 the City Commission approved a three year agreement with Synalovski, Romanik, Saye, LLC for $250,000 to provide Parks Architectural and Engineering Services for a three year period expiring on June 3, 2023.
2. To date the Recreation and Cultural Arts Division has engaged the contractor in six projects.
1) $25,000 - PHASE ONE: Renovation of West Pines Soccer Park Fields 5&6
2) $66,000 - Create construction documents for new park monument signs
3) $7,200 - Design a lighting solution for city playgrounds
4) $7,200 - Develop standards for park restroom renovation projects
5) $55,000 - Complete the Design Build Documents for Spring Valley Passive Park
6) $54,218.32 - PHASE TWO: Renovation of West Pines Soccer Park Fields 5 & 6
Total encumbered to date is $214,618.32 which leaves a balance of $35,381.68 for projects through the remaining seventeen months of the contract period.
3. When the original contract was approved, the amount of $250,000 over the three year period was an estimate based on known forecasted projects at the time with some room for unanticipated projects. All of the above projects were anticipated except #5, Design Build Documents for Spring Valley Passive Park. Project #5 came at the request of the Commission to incorporate a passive park into the Design Build Package for the Spring Valley/William B. Armstrong Dream Park Recreation Center.
4. The request to increase the contract value to $355,000 over the three year period is a result of two projects.
PROJECT #1: PHASE THREE: RENOVATION OF WEST PINES SOCCER PARK FIELDS 5&6
5. The first project Synalovski completed under the continuing services agreement was Phase One of the improvements to fields 5 & 6 of the West Pines Soccer Park. The Recreation and Cultural Arts Director engaged Mr. Synalovski to explore why the fields appear to be sinking as they hold water for long periods of time whenever it rains. Fields 5 & 6 were built in an area that used to be a large excavation lake. The lake was located in between what are now fields 5 & 6. Through research and testing of the soil through borings and test pits, Mr. Synalovski determined the primary cause of the drainage issues to be the settlement of the fields in the area that was previously the excavation lake. It is estimated that the fields have settled just over a foot. The settlement has led to a disruption in the perimeter drainage system. This drainage disruption, combined with the depressed surface elevations in the area has created a drainage sump area where surface water runoff ponding occurs.
6. In addition to determining the cause of the problem, phase one tasked Mr. Synalovski with developing and recommending solutions to fix the problem. The solution was to redesign and reconstruct all of the drainage work and regrade the fields to account for future settlement that could be +/- one foot. Phase Two of this project was for Mr. Synalovski to complete the design and bidding documents for the solution. Phase Two of the project is complete and the services provided by Mr. Synalovski totaled $54,218.32.
7. Phase Three of this project is to request Mr. Synalovski to provide assistance during construction, daily oversight of the project, and closing out the project once construction is complete. The cost for consulting work on this project exceeded the departments original estimates as assistance with project management was not anticipated. However this project is beyond the skill set of the department staff and project management assistance is warranted. The estimated cost to complete Phase Three of this project is $45,000.
PROJECT #2: DESIGN DOCUMENTS FOR THE RENOVATION OF SILVER LAKES SOUTH SOFTBALL FIELDS
8. The Recreation and Cultural Arts Department has budgeted $250,000 for the renovation of the softball fields at Silver Lakes South. The renovation will include laser grading of the fields and additional drainage in the outfield areas. The estimated cost to develop the renovation design documents is $60,000.
9. The Recreation and Cultural Arts Director is requesting Commission approve the First Amendment to the Parks Architectural and Engineering Services Agreement with Synalovski, Romanik, Saye LLC increasing the contract value for the three year period by $105,000 to allow for Phase Three of the renovation of the West Pines Soccer Park Fields 5 & 6 and the completion of design documents for the renovation of the softball fields at Silver Lakes South Park.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $105,000 - $45,000 for Phase Three of the West Pines Soccer Park renovation and $60,000 for the design documents for the renovation of the softball fields at Silver Lakes South Park.
b) Amount budgeted for this item in Account No: $45,000 for the West Pines Soccer Park Renovation is budgeted in 001-572-7001-663000-0000-000-0000. $60,000 for the softball fields at Silver Lakes South Park is budgeted in 001-572-7001-546150-0000-000-0000
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: None