Council/RDA Meeting Date: July 23, 2007

Recommendation:

It is recommended that the City Council authorize an agreement with Callander Associates Architecture, Inc. (Callander) for services associated with possible renovation of Heather School Athletic Field selecting either Natural or Synthetic Turf.Following is the recommended process for each option:

Natural Turf

• Authorize staff to negotiate a lease agreement with the San Carlos School District (District) consistent with the draft included as Attachment 1;
• Approve a California Environmental Quality Act (CEQA) Categorical Exemption prepared by the Community Development Director (Attachment 2);
• Approve the project consisting of removing existing deteriorated natural turf and irrigation sites and installation of new natural turf, irrigation system and drainage; and
• Authorize a Professional Services Agreement with Callander for services as outlined in the proposal for services, including design and preparation of construction documents (Attachment 3).

Synthetic Turf

• Authorize staff to negotiate a lease agreement with the San Carlos School District consistent with the draft included as Attachment 1;
• Authorize staff to conduct an initial study for California Environmental Quality Act (CEQA) analysis and prepare and release a Request for Proposal (RFP) to select a consultant for preparation of the required environmental document;
• Authorize the City Manager to execute Professional Service Agreements with the selected RFP consultant and Callander for services associated with preparation of the environmental document in amounts not to exceed $50,000 (amounts in excess of $50,000 would be brought back for City Council consideration). Any further required services will be reviewed and authorized only after CEQA review by the City Council and after review and approval of any synthetic turf project.

  It is recommended that the City Manager defer execution of the professional service agreements itemized above until a satisfactory lease agreement is attained with the District.

  Fiscal Implications:

  Fiscal Implications:

  Following are estimated project costs for each alternative:

  Natural Turf:
  a. Design and bidding process	$60,000.00
  b. Construction and construction management	$386,000.00
  Total	$446,000.00

  Synthetic Turf:
  a. Environmental Document	$60,000.00
  b. Design and Bidding process	$71,000.00
  c. Construction and construction management	$1,426,000.00
  Total	$1,557,000.00

  The Capital Improvement Program (CIP) budget adopted by the City Council at its regular meeting of June 11, 2007 provides $90,000 for the design of the project in fiscal year 2007/2008 and $1,700,000, including $500,000 in anticipated donations, for final construction of the project in fiscal year 2008/2009.Staff has estimated that approximately $1,200,000 of in-lieu park dedication and park impact fees will be paid to the City by developers within the next 12 months. The $500,000 in donations may be derived from community fund raising or a contribution from the District. The City may wish to consider making a formal request of the District for a funding contribution for either of the options listed above.

  Background:

  The City Council authorized issuance of a Request for Proposal for design and preparation of plans, specifications and cost estimates for installation of a natural or synthetic turf at Heather School Athletic Field, including a comparative analysis of each turf type at its regular meeting of December 11, 2006.The RFP was prepared and distributed to six qualified consultants.Three firms submitted proposals for design development and preparation of construction documents. After thorough analysis by Public Works and Parks and Recreation staff, the Callendar proposal was rated the most responsive with the best detailed analysis for both alternatives.Following two interviews with the principal of the firm and his project team, staff negotiated fees and the proposed schedules.

  The Callander comparative analysis of natural and synthetic turf athletic fields is provided in Attachment 4.Staff believes that the City may enter into an agreement with Callendar for services as proposed if the Natural Turf option is selected.Staff believes an alternative and more limited agreement with Callendar would be appropriate (i.e., for assistance in conducting the appropriate environmental review) if the Council prefers to pursue the Synthetic Turf option.

  Implementation Schedule

  Following is a tentative implementation timeline for each alternative:

  Natural Turf

  Implementation would follow execution of a long term lease agreement with the District and authorization for Callander to proceed with design.

  Design and preparation of construction documents	110 days
  Bidding process and award of contract	60 days
  Construction	90 days
  Weather delay	10 days
  Maintenance	30 days
  Total	300 days

  Synthetic Turf

  Implementation would follow execution of a long term lease agreement with the District.Project approval, design and final funding considerations would be subject to the results of appropriate environmental review.

  Preparation and release of RFP for environmental document	30 days
  Preparation of proposals by consultants	30 days
  Review of proposals and selection of consultants	15 days
  Execution of Professional Services Agreement	10 days
  Preparation of the environmental document	150 days
  Certification of the environmental document	65 days
  Design and preparation of construction documents	115 days
  Bidding process and award of contract	60 days
  Construction	90 days
  Total	565 days

  Alternatives:

  The alternatives available to the City Council include:

  1. Authorize an agreement with Callander Associates Architecture, Inc. for services associated with renovation of Heather School Athletic Field with Natural Turf; or

  2. Authorize a revised agreement with Callendar Associates Architecture, Inc. for services associated with possible renovation of Heather School Athletic Field with Synthetic Turf;

  3. Do not approve agreements for renovation of Heather Field; or

  4. Provide staff with alternative direction.

  Respectfully submitted,

  Barry Weiss, Director of Parks and Recreation

  Parviz Mokhtari, Director of Public Works

  Approved for submission by:

  Mark Weiss, City Manager

  Attachments:

1. Attachment 1 - Draft Lease Agreement with San Carlos School District for Joint Use of Heather School Field
2. Attachment 2 - Categorical Exemption for Heather School Field Renovation with Natural Turf
3. Attachment 3 - Professional Services Agreement with Callander Associates Architecture, Inc.
4. Attachment 4 - Comparative Analysis of Natural and Synthetic Turf Athletic Fields from Callander Associates Architecture, Inc.