Rancho Palos Verdes City Council
   

SEPTEMBER 7, 2004 BUDGET ADJUSTMENT FOR PRELIMINARY DESIGN OF GIRLS’ SOFTBALL FIELDS SEPTEMBER 7, 2004 BUDGET ADJUSTMENT FOR PRELIMINARY DESIGN OF GIRLS’ SOFTBALL FIELDS

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: ASSISTANT CITY MANAGER

DATE: SEPTEMBER 7, 2004

SUBJECT: BUDGET ADJUSTMENT FOR PRELIMINARY DESIGN OF GIRLS’ SOFTBALL FIELDS

RECOMMENDATION

Adopt Resolution No. 2004 - ; amending Resolution 2004-45, the budget appropriation for Fiscal Year 2004-2005; for a budget adjustment to the City's General fund to prepare preliminary designs for Girls’ Softball Fields.

BACKGROUND

On January 20, 2004, City Council directed staff to study the feasibility of constructing girl’s softball fields at various locations within the City, excluding Lower Point Vicente Park. A budget adjustment of $15,000 was approved at the February 3, 2004 meeting to retain a consultant to assist staff in studying prospective sites for girls’ softball fields. Through the Public Works Department’s on-call services contract, the City retained a landscape architect with RBF Consultants to prepare the study. On April 6, 2004, the results of the study were presented to the City Council. Subsequently, the City Council conducted site visits to the five identified properties on June 7, 2004. On June 29, 2004, City Council directed staff to prepare preliminary designs for providing two girls’ softball fields at Upper Hesse Park and Ryan Park.

DISCUSSION

Due to the scope the next phase of the project, staff is again planning to use the Public Works Department’s on-call services contracts to complete the work.

Because RBF Consulting did an excellent job for the City on preparing the feasibility study and is already familiar with the locations, staff is proposing to use this same firm to refine the schematic plans for Upper Hesse Park and Ryan Park. On August 26, 2004, RBF submitted a proposal to prepare a set of landscape plans for each site. The scope of work includes development of an Autocad base sheet showing the softball fields, backstop, fencing and bleachers, a preliminary construction plan with appropriate softball field details, a preliminary planting plan, and a preliminary opinion of probable cost. The cost for this portion of the project is $15,650.

Initially, RBF’s initial estimate to conduct the necessary surveys of the two sites was very high (over $50,000). Therefore, in order to control costs, the City received two estimates from two on-call civil engineering firms to perform this aspect of the project. DMc provided an estimate of $13,000, while JMC2 submitted an estimate of $29,400. Each firm has conducted survey work for the City, most notably DMc Engineering worked on the San Ramon Project and JMC2 worked on the City Hall Elevator Project. Staff has confidence in both firms, but intends to use DMc Engineering because they provided the lowest bid. Therefore, the total cost of this phase of the project would be $28,650.

CONCLUSION

The City Council has identified Upper Hesse Park and Ryan Park as two sites that warrant additional study as potential sites for girls’ softball fields. In order to initiate the next stage of the process, staff is requesting a $28,650 budget adjustment in order to retain the services of RBF Consulting and DMc Engineering to prepare preliminary plans for each site. The combination of the work to be performed by the two consulting firms will represent a construction document package that is approximately 35% complete. Once this phase is completed, staff will present its findings to City Council so that it can decide whether to proceed further with the project and in what configuration.

FISCAL IMPACT

The adopted FY 04-05 City Budget does not include any funds to develop girls’ softball fields. Therefore, in order to move forward with the project, a budget adjustment is necessary. The source of the funds is the General fund. The current General fund reserve balance sheet is attached to this report for the Council’s information.

Respectfully submitted:

Carolynn Petru

Assistant City Manager

Reviewed,

Les Evans

City Manager

Attachment:

Resolution No. 2004- ;

RESOLUTION NO. 2004-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING RESOLUTION NO. 2004-45, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2004-2005, FOR A BUDGET ADJUSTMENT TO THE CITY'S GENERAL FUND

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and,

WHEREAS, on June 3, 2004 the City Council of the City of Rancho Palos Verdes adopted Resolution No. 2004-45 approving a spending plan and authorizing a budget appropriation for the 2004-2004 fiscal year; and,

WHEREAS, the services of professional consultants are required to assist Staff in preparing a preliminary construction package for Girls Softball fields at Upper Hesse Park and Ryan Park; and,

WHEREAS, a budget increase in the General Fund is necessary to authorize expenditures for the aforementioned professional consultants.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

Section 1: The following increase be made to the fiscal year 2004-2005 General Fund budget:

General Fund: Professional/Technical Services #001-510-35 $28,650

PASSED, APPROVED, and ADOPTED this 7th day of September 2004.

__________________________

MAYOR

ATTEST:

___________________________

CITY CLERK

State of California )

County of Los Angeles ) ss

City of Rancho Palos Verdes )

I, Jo Purcell, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2004- ; was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on September 7, 2004.

____________________________

CITY CLERK