TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: APRIL 22, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH RKA CONSULTING GROUP FOR PLAN CHECK, CONSTRUCTION MANAGEMENT, AND INSPECTION SERVICES FOR THE OAK PARK CEMETERY EXPANSION PROJECT PHASE 3 (FUNDING SOURCE: CEMETERY FUND)
Body
SUMMARY
In April 2024, the City Council authorized entering into an agreement with RJM Design Group to develop plans and specifications for the Oak Park Cemetery Expansion Project Phase 3. The project will include the addition of approximately 1,050 interment plots, an extended roadway to access the new area, an expanded parking lot, a new pre-fabricated restroom, and landscaping consistent with the historic cemetery. RJM is currently finalizing the plans and specifications. Staff anticipates soliciting construction bids in summer 2025 and initiating construction in fall 2025.
To ensure adequate oversight of the project, staff recommends contracting with an experienced project management and engineering firm to oversee all aspects, including plan check, construction management, and inspection services.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a professional services agreement with RKA Consulting Group in the amount of $149,030 for plan check, construction management, and inspection services for the Oak Park Cemetery Expansion Project Phase 3, and authorize a five percent contingency of $7,452, for a total amount not to exceed $156,482.
Body
ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The cost of plan check, construction management, and inspection services to be provided by RKA Consulting Group is $149,030. Staff recommends a project contingency of five percent in the amount of $7,452, for a total amount not to exceed $156,482.
The 2024-25 Capital Improvement Project budget includes $1,650,000 for the Oak Park Cemetery Expansion Project Phase 3. Of the total budget, $92,830 is currently set aside for design services. The remaining $1,557,170 is available for professional services and project construction.
This purchase is a professional service that does not require bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this project is estimated at $8,300 and is included in the operating budget of the Community Services Department.
ANALYSIS
In April 2024, the City Council approved the Oak Park Cemetery Phase 3 Conceptual Design and authorized a contract with RJM Design Group to prepare plans and specifications for bidding. The project will include the addition of approximately 1,050 interment plots, an extended roadway to access the new area, an expanded parking lot, a new pre-fabricated restroom, and landscaping consistent with the historic cemetery. The City anticipates soliciting bids for construction in summer 2025 and starting construction in fall 2025. Construction is anticipated to take six months for the road and interment plots, and approximately one year for the pre-fabricated restroom addition due to production lead times.
Plan development is approximately 75 percent complete and will soon be ready for plan check. Staff solicited proposals from project management firms and recommends entering into an agreement with RKA Consulting Group to oversee plan check, construction management, and inspection services. RKA has extensive experience providing construction management and inspection services, including involvement with the Oak Park Cemetery Phase 1 and Phase 2 expansion projects.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager