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HomeMy WebLinkAboutItem 10i - Accept Newcastle Park Renovation Project STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: January 20, 2026 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director Sara Somogyi, Director of Recreation and Community Services By: Michael Kwok, Associate Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY AXIOM GROUP FOR THE DESIGN AND CONSTRUCTION OF THE NEWCASTLE PARK RENOVATION PROJECT AS COMPLETE CEQA: Exempt Recommendation: Approve SUMMARY On October 3, 2023, the City Council approved a contract with Axiom Group in the amount of $6,858,014.40 for design-build services for the Newcastle Park Renovation Project. The terms and conditions of this project have been complied with, and the work has been performed to the satisfaction of the Project Manager for a total cost of $6,984,698.46. This amount reflects the approved contract amount of $6,858,014.40, plus contract change orders totaling $126,684.06, or 1.8% more than the approved contract amount. It is recommended that the City Council accept all work performed by Axiom Group for the Newcastle Park Renovation Project as complete, and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $349,234.92. BACKGROUND On August 1, 2017, the City Council adopted the Recreation and Parks Master Plan (“Master Plan”), which is a guiding policy document that provides prioritized recommendations for growth, development, and implementation strategies related Accept Newcastle Park Renovation Project January 20, 2026 Page 2 of 6 to parks and recreation services. The recommendations proposed were based on a detailed assessment of community demographics, needs of the community, existing conditions of recreation and parks facilities, and effectiveness of the various recreation and community services programs. These recommendations were prioritized on a four-tier basis, depending on their degree of need, with Tier 1 being the highest priority and Tier 4 the lowest priority. Tier 1 recommendations are critical projects necessary for maintaining and improving existing program operations, replacing aged infrastructure, and providing additional park enhancements for continued support and safety. One of the Tier 1 recommendations in the Master Plan was a comprehensive renovation of Newcastle Park. On November 17, 2020, the City Council approved a Professional Services Agreement with Integrated Consulting Group (“ICG”), Inc. for the Newcastle Park Precise Scoping Plan. The Precise Scoping Plan served as an update to the Master Plan for Newcastle Park, and it was developed based on community feedback, staff direction, and the project construction budget. The plan finalized key elements and amenities to be included in the project and determined necessary permits and other documents needed for construction, as well as approximate quantities and cost estimates for materials. At the May 18, 2021, City Council Study Session, the Public Works Services Department (“PWSD”) and Recreation and Community Services Department (“RCSD”), along with ICG, presented to the City Council the recommended park features and elements for Newcastle Park based on the Precise Scoping Plan. The proposed Project improvements would address neighborhood amenities and sports uses by renovating existing features and adding new amenities, such as a new walking trail and new picnic facilities. At this study session, the City Council directed staff to advertise an RFP for design-build services. The project was initially advertised in 2021, and four proposals were received on November 16, 2021. During the proposal review, staff identified a grant opportunity that could cover a portion of the project costs. The Land and Water Conservation Fund (“LWCF”) was a competitive grant that could provide matching funds to State and local governments for the acquisition and development of public outdoor recreation areas. Staff notified the four proposers that award of the project would be delayed, allowing time for further review of the LWCF grant. Accept Newcastle Park Renovation Project January 20, 2026 Page 3 of 6 At the February 7, 2022, City Council Study Session, the PWSD and RCSD presented to the City Council updated plans for the Newcastle Park Renovation Project, which included the same major features and updates previously presented, with some minor changes. Staff informed the Council of potential delays to the project timeline due to the extended lead time on approval of the LWCF grant, and requested direction on how to proceed. As a result, the City Council directed staff to pursue the LWCF grant and postpone awarding the project. At the March 15, 2022, City Council Meeting, Resolution No. 7414 was adopted, which approved the application for the LWCF grant for the Project. Later that year, the City was awarded $2,268,171 in grant funding, which was 50% of the estimated total project cost, plus 50% of the cost of the Newcastle Park Precise Scoping Plan. Because the LWCF grant stipulations included additional requirements not included in the original RFP, such as Buy America Provisions, staff re-bid the project to include all provisions required by the grant. DISCUSSION On October 3, 2023, the City Council approved a Design-Build Contract with Axiom Group for the Newcastle Park Renovation Project. The Project’s goal was to beautify the park and provide new recreation opportunities for park users by completing the recommended Tier 1 improvements. The improvements included: o Installation of new landscaping, irrigation, park benches, and drinking fountains; o Installation of new picnic facilities; o Installation of new lighting at sports courts, pedestrian walk paths, exercise equipment, and parking lot; o Installation of new walking trail, gates, and fencing; o Construction of shade structures; o Construction of bleachers with shade canopies; o Construction of an infiltration swale to meet stormwater regulations; o Construction of a new parking lot; o Replacement of existing volleyball courts with new lighted pickleball courts; o Replacement of existing storage building with a new restroom/storage building; Accept Newcastle Park Renovation Project January 20, 2026 Page 4 of 6 o Replacement of children's play equipment with new shaded themed play equipment; and o Renovations to the existing tennis and handball courts. During the completion of this project, it was determined that the conduit near the tennis courts needed to be replaced and additional fittings for the booster pump relocation needed to be installed. There were also several repairs needed for the handball courts, trash enclosure, and the plant material near the Metro wall was modified to comply with Metro’s requests. Furthermore, various design changes were made to the park entrance and gates. These additional items caused contract change orders totaling $126,684.06. The table below provides a description and the costs of all contract change orders for the project: CCO Description Amount 1. Installation of new electrical conduit to replace the existing deteriorated conduit near the tennis courts $12,626.32 2. Installation of additional fittings for the booster pump relocation $2,962.99 3. Modification of plant material near the Metro wall to comply with Metro’s requests $2,182.46 4. Installation of new chain link fencing at the handball courts $7,470.45 5. Patching, skim coating, and other miscellaneous additional work needed to rehabilitate and repair the handball courts $81,979.50 6. Park entrance redesign and installation of new swing gate $6,940.88 7. Fabrication of a new V-track with C-channel for the rolling gate at the parking lot entrance $3,886.00 8. Installation of lettering, logo, and plaque at the park entrance $7,593.08 9. Repair the existing trash enclosure $1,042.38 Total: $126,684.06 All terms and conditions of the contract have been complied with, and the work has been performed to the satisfaction of the Project Manager. Axiom Group completed the work as defined in the project plans and specifications in an efficient and timely Accept Newcastle Park Renovation Project January 20, 2026 Page 5 of 6 manner. Photographs of the Newcastle Park Renovation Project are shown in Exhibit “A”. ENVIRONMENTAL ANALYSIS This Project is considered a Class 1 exemption as defined in Section 15301 “Existing Facilities” Projects of the California Environmental Quality Act (“CEQA”), which exempts projects consisting of the minor alteration of existing public structures. A Notice of Exemption was filed with the County. FISCAL IMPACT Funds in the amount of $3,751,000 were budgeted in the FY 21-22 CIP for this project. However, due to additional project specifications required by the LWCF grant and the rising costs of labor and materials, the cost of the project increased. As such, a supplemental appropriation of $3,107,014.40 was requested from the Parks and Recreation Facilities Fund, resulting in a total amount of $6,858,014.40. In addition, a standard 10%, or $685,801.44 contingency was also approved to cover potential unforeseen costs or circumstances, such as adverse soil conditions, drainage concerns, unknown field conditions, and the like. This contingency was also funded by the Parks and Recreation Facilities Fund. No General Fund monies were used for this Project. The total project cost for the Newcastle Park Renovation Project is $6,984,698.46. This amount reflects the approved contract amount of $6,858,014.40, plus contract change orders totaling $126,684.06, or 1.8% more than the approved contract amount. The RCSD and PWSD are processing a reimbursement of $2,268,171 for eligible project costs through LWCF grant funding, reducing the total project cost to $4,716,527.46. PWSD is also processing an additional reimbursement up to $213,496 for eligible project costs through the Prop 68 Grant Program, which is administered by the State of California and will further reduce the total cost. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and accept all work performed by Axiom Group for the design and construction of the Newcastle Park Renovation Accept Newcastle Park Renovation Project January 20, 2026 Page 6 of 6 Project as complete, and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $349,234.92. Attachment: Exhibit “A” – Newcastle Park Renovation Project Photos EXHIBIT “A” Newcastle Park Renovation Project Photos 1 Turf and Playground Area Playground Area EXHIBIT “A” Newcastle Park Renovation Project Photos 2 Pickleball Courts Tennis Courts EXHIBIT “A” Newcastle Park Renovation Project Photos 3 Handball Courts Aerial Overview