TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JANUARY 13, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE AGREEMENT WITH RJM DESIGN GROUP TO INCREASE COMPENSATION FOR OAK PARK CEMETERY PHASE 3 EXPANSION DESIGN SERVICES AND CONSTRUCTION ADMINISTRATION (FUNDING SOURCE: CEMETERY FUND)
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SUMMARY
On April 23, 2024, the City Council approved a conceptual design for Phase 3 of the Oak Park Cemetery Expansion Project. Concurrently, the City Council authorized the City Manager to execute a professional services agreement with RJM Design Group in the amount of $85,650 to prepare construction plans and specifications. Since that time, RJM Design Group has conducted surveying activities and developed 90 percent of the plans and specifications for the project. Staff anticipate the project will be out to bid for construction in the first quarter of 2026. Staff recommends that the City Council authorize the City Manager to amend the existing agreement to increase compensation to allow for construction administration.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Approve the updated conceptual design; and
B. Authorize the City Manager to execute an amendment to the existing agreement with RJM Design Group for Oak Park Cemetery Phase 3 Expansion Design Services, increasing compensation by $47,450 and adding construction administration to the scope of services.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The 2025-26 budget includes $1,769,924 for the Phase 3 Oak Park Cemetery Expansion Project. This budget is available for design services, construction administration, project management, and construction. To date, $72,262 has been expended for design services and $174,513 has been encumbered for inspection and construction management services. In addition, staff recommends increasing total compensation to RJM Design Group by $47,450 to allow for construction administration. This would leave $1,472,699 available for construction. Staff will bring back a separate staff report to the City Council to award the contract for construction services. Once construction costs are known, staff will advise if any additional appropriations are needed to cover the full project cost. The Oak Park Cemetery Fund balance was $1,730,181 at the beginning of 2025-26 and will continue to be monitored.
ANALYSIS
Conceptual Design
In April 2024, the City Council approved the conceptual design for the Oak Park Cemetery Expansion Project and directed the City Manager to enter into a contract with RJM Design Group for site surveying and plan preparation. The original conceptual design included new in-ground grave sites, a pre-fabricated restroom, an expanded parking lot, an extended roadway to provide vehicular access to the new area, new fencing to screen off undeveloped property, and new trees and landscaping to provide a similar tree density and feel as the historic cemetery once established. The preliminary Engineer’s Estimate for construction costs was $1,298,158 based upon the conceptual design.
Since that time, RJM Design Group has performed site surveys and prepared plans and specifications for the Phase 3 Oak Park Cemetery Expansion Project. The original conceptual design has been modified to re-route the roadway extension to avoid utility conflicts discovered during the initial site survey. This road reconfiguration resulted in a larger project footprint. RJM Design Group anticipates that the larger footprint could result in approximately $500,000 in additional project construction costs; however, the larger footprint would also provide an additional 283 anticipated burial spaces. At current prices, an additional 283 spaces has a minimum revenue potential of $1.9 million, which more than recoups the upfront construction investment.
Next Steps
Next steps include finalizing the plans and specifications, plan check, and bidding. Once bidding is complete, staff will bring a recommendation to the City Council to award a contract to the lowest responsive bidder. RJM Design Group would continue to serve as a resource during bidding and construction, which will include responding to requests for information, reviewing submittals, and performing select site visits. Construction is currently anticipated to begin in early Spring 2026.
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
Attachment:
Updated Conceptual Design