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THE CITY OF 5 CITY COUNCIL AGENDA REPORT PL EASANTON. August 19, 2014 City Manager TITLE ADOPT THE BUDGET, APPROPRIATE FUNDING AND AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS TO CONSTRUCT PHASE I OF ROTARY PARK SUMMARY At your meeting of July 15, 2014, the City Council approved renaming Main Street Green to Rotary Park, approved the park's Schematic Design Plan (Attachment 1) and directed staff to prepare a construction schedule and funding plan to assure the park's plaza area (Phase I) is completed by May 9, 2015, which is the day planned for the park's dedication to commemorate the Rotary Club's 50th anniversary. In response, staff is recommending the City Council take action that will allow park construction to begin as soon as possible with the goal of having Phase I of the Park completed by May 9. This report includes the actions required to meet the construction guidelines and City and state purchasing procedures. RECOMMENDATION 1. Appropriate $185,000 from the City Capital Improvement Program Reserve (CIPR/068018) to cover the cost of completing Phase I of Rotary Park. 2. Authorize the City Manager to execute all related construction contracts and purchase agreements required to complete Phase I of Rotary Park, and if necessary to make additional funding appropriations to assure project completion. 3. Approve the construction schedule that anticipates completion of Rotary Park Phase I by March 31, 2015, and the programming of Rotary Park Phase II as part of the City's 2015-16 Capital Improvement Program (CIP) process. 4. Approve the Amendment 1 to the Agreement with Keller Mitchell & Co. (Attachment 2) in the amount of $27,500 for preparation of project specifications and construction administration. FINANCIAL STATEMENT The CIPR has an existing balance of approximately $1.9 Million which is available for City Council appropriation to meet capital costs. Staff anticipates that funding for this project will ultimately come from the Community Park Improvement and Acquisition Reserve (CIP-037028); however, a decision on this will be made either at the time the City Council accepts the Park's Phase I improvements or as part of next year's CIP. Also, the cost figures included in recommendation 1 above are estimates based on staffs estimates and include a $22,500 (15%) project contingency. Actual costs will be identified at the time project bids are received. In addition, the above costs include an estimated $25,000 for the clock tower and these funds will be reimbursed to the City through a donation from Pleasanton's three Rotary clubs.