TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Carrie Tai, Interim Public Works Director
Mark Leyman, Parks and Recreation Director
Prem Kumar, City Engineer
Mamerto Estepa Jr., Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 2 to the Professional Services Agreement with IDS Group, Inc. for Additional Design Services for the Kiln Project at Live Oak Park at a Cost Not-to-Exceed $15,000 (Interim Public Works Director Tai and Parks and Recreation Director Leyman).
APPROVE RESOLUTION 21-0013
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve Amendment No. 2 to the Professional Services Agreement with IDS Group, Inc. for additional design services for the Kiln Project at Live Oak Park, at a cost not-to-exceed $15,000.
FISCAL IMPLICATIONS:
The original contract amount for the Kiln Project was $49,815. The additional services to be rendered under Amendment No. 2 will increase the contract amount by $15,000 to $64,815. Because the total contract amount exceeds the City Manager’s awarding authority per the City’s purchasing policy, Council approval of Amendment No. 2 is required. The additional services can be paid for from the Ceramic Studio Renovation budget, which has a current balance of $259,500.
BACKGROUND:
The existing Geil ceramic kiln at Live Oak Park is over 40 years old and nearing the end of its useful life. For much of its life, it served to fire the bulk of the ceramics projects produced by students of the City’s Ceramics Program. However, the kiln has deteriorated due to age and now requires frequent repairs to keep it operating. In summary, it can no longer reliably meet the needs of the Ceramics program.
In 2018, the Parks and Recreation Department purchased a new Geil kiln, with the intent of replacing the existing unit as a primary firing kiln and converting the existing kiln into an experimental kiln. The experimental kiln would use alternative firing method (soda feldspar), which can create a unique glaze finish on ceramics projects that is not offered in ceramic studios in the South Bay.
The new kiln would be installed outdoors adjacent to the existing ceramic kiln enclosure and beneath an open, covered structure. Because the California Building Code requires building permits and formal engineering for the concrete foundation and open, covered structure, the Parks & Recreation department reached out to the Public Works department for support.
The City issued a Request for Proposal in early 2019 to secure a design consultant and in July 2019 finalized an agreement with IDS Group, Inc. to perform design services. IDS Group, Inc. worked with the Parks and Recreation, Public Works, and Community Development departments to develop a design concept for the project based on a schematic design produced by Parks and Recreation. This design included the construction of a new concrete pad, installation of a steel awning, removal and relocation of existing fencing, and location of new gas and electrical connections. IDS proceeded with developing plans, specifications and estimate (PS&E) for construction. During PS&E development, IDS Group, Inc. revised the design to meet the needs initially shared by the Parks and Recreation Department. The plans were then submitted to the Building and Safety division and received approval.
Upon final review of the approved plans approved, it was discovered that while the design included all the elements from the original concept, the design did not fully achieve adequate protection of the new kiln from the elements or for upgrading the existing gas service to the existing kiln enclosure.
IDS Group, Inc. generated a proposal to revisit some of the conceptual design issues and revise the construction documents and calculations. The work effort will cost $15,000.
DISCUSSION:
The Ceramics Program is a popular, well-utilized Parks and Recreation Program. Over the past few years, the enrollment has nearly doubled. Prior to COVID-19, the Ceramics Studio would see as many as 200 students per week. Since COVID-19, students work on projects at home and drop-off their projects for kiln firing. Despite the pandemic, the program continues to serve upwards of 100 students per week. There continues to be a demand for the City to operate a reliable, large capacity kiln.
Amendment No. 2 will provide design services geared towards minimizing the kiln’s exposure to environment elements, which will maximize its life. The key area to protect is the rear of the kiln, where the electrical and gas lines connect to unit. The project design elements that will be considered include, but are not limited to lowering the height of the awning, controlling runoff from the roof by installing a roof gutter or changing the pitch, installing a wall at the rear of the awning and adding a screen to the chain link fence behind the kiln structure. Lastly, the design will accommodate providing a new gas line and accessible shutoff to the existing kiln enclosure. While the kiln is designed for outdoor installation, every effort should be made to maximize the City’s investment and ensure that the kiln can serve the Ceramics Program for many years.
Following approval of the Amendment No. 2, the projected schedule for the project is as follows:
Milestone
• Resume Design March 2021
• Plans Resubmitted to Building Safety May 2021
• Advertise for Bid July 2021
• Open Bids September 2021
• Project Award November 2021
• Notice to Proceed with Construction December 2021
PUBLIC OUTREACH:
The Kiln Project is included on the Capital Improvement Projects map and plan, which are found on the Engineering Division web page on the City website.
As part of the project, the Contractor will be required to place a project information sign to inform the public of the project and detour pedestrians around the work area during construction.
ENVIROMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15311 Accessory Structures of the State CEQA Guidelines.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution 21-0013
2. Amendment No. 2 - IDS Group, Inc.
3. Agreement and Amendment No. 1 - IDS Group, Inc.
4. Current Schematic Design
5. Project Map