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AGENDA REPORT
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| | | | | | | | DATE:
| April 7, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-53 of the City Council of the City of Fairfield Authorizing the City Manager to Execute Design Services Agreement between the City of Fairfield and Stantec Consulting Engineers, Inc. for Design of the Laurel Creek Community Park and Lee Bell Neighborhood Park Sports Field Lighting Project |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | The sports field lighting at Laurel Creek Community Park – Main Baseball Field (Laurel Creek) and Lee Bell Neighborhood Park (Lee Bell) are nearing the end of their service life and need to be replaced. The proposed agreement with Stantec Consulting Engineers, Inc. (Stantec) is for professional design services to prepare plans, specifications, and cost estimates to upgrade the sports field lighting at these two parks. Stantec’s work also includes providing design support during construction. |
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| | | | | | | | | DISCUSSION | The sports field lighting at Laurel Creek was originally installed in the mid-1980s and at Lee Bell in the mid-1970s. The lighting was designed to 30 candlepower for the infield and 20 candlepower for the outfield, the standard at the time. Over the past 30 years of use, the lights have required increasing maintenance to keep them in working order. Both field lighting systems have exceeded their life expectancy and need to be replaced.
On October 7, 2008, the City entered into a fifteen-year Improvement and Use Agreement with the Fairfield Expos Baseball Association (FEBA) for the Laurel Creek Baseball Field. FEBA provides a youth baseball program for ages 13 through 19. Under the Improvement and Use Agreement, FEBA constructed certain improvements to the field such as artificial turf, seating, and batting cages, and is responsible for maintaining those improvements during the term of the agreement. Maintaining the lights at the field is currently not part of FEBA responsibilities.
Due to the age of the lighting system, staff is recommending a major overhaul and complete replacement of light fixtures and wiring. The poles for the lights at Laurel Creek are still in good condition and do not need to be replaced. The poles for the lights at Lee Bell will need to be investigated to see if they can be salvaged or if they will need to be replaced. New lighting standards of 50 candlepower for the infield and 30 candlepower for the outfield will be implemented. These upgrades will ensure the City is fulfilling their obligation of the Improvement and Use Agreement with FEBA.
Stantec is the design firm that recently completed multiple City park lighting projects. Stantec is well qualified for this project and is very familiar with the City’s lighting requirements. Staff recommends hiring Stantec to perform this work.
The fee estimate was negotiated with Stantec and the agreements are a total not to exceed value of $99,350 ($40,800 for Laurel Creek + $58,550 for Lee Bell). The agreements with Stantec cover the preparation of the construction documents and design support services during construction.
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| | | | | | | | | FINANCIAL IMPACT | | The design services agreement with Stantec for the Sports Field Lighting Project will authorize a not-to-exceed contract in the amount of $99,350. Total authorization for this is $109,285 ($99,350 + 10% management reserve). Staff proposes the funding for these design services be funded via Fund 061 – Construction License Tax. Finance has confirmed that adequate reserves in Fund 061 exist and that no projects on the 10-year project horizon will be jeopardized by this additional expenditure. $44,880 from Fund 061 is to be transferred to Fund 251 – Division and Responsibility Code 99353 to cover the cost for Parks Laurel Creek. $64,405 from Fund 061 is to be transferred to Fund 251 – Division and Responsibility Code 99307 to cover the cost for Parks Lee Bell. |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Quality of Life |
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| | | | | | | | | Project: | #3A.36, Park Lighting
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | Delay approval of design services agreement until any Council concerns can be addressed. |
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| | | | | | | | | STAFF CONTACT | Caroline Vedder, Associate Civil Engineer
(707) 428-7484
cvedder@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | Finance Department, Parks and Recreation Department
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 3/23/2020 - 7:59 PM | | Kaushal, Paul | Approved | 3/23/2020 - 8:00 PM | | Alexander, Amber | Approved | 3/24/2020 - 5:00 PM | | Alexander, Amber | Approved | 3/30/2020 - 1:37 PM |
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