City of Culver City, California
Agenda Item Report
Meeting Date: 03/22/09 Item Number: C-9_
CITY COUNCIL AGENDA ITEM: Approval of an Amendment to the Existing
Professional Services Agreement with Aeryn Donnelly for Park Planning Services,
Increasing the Agreement by $10,000 (for a Total Not-to-Exceed Amount of $30,000).
Contact Person/Dept.: Patrick Reynolds,
Parks Division Manager
Phone Number: (310) 253-6471
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (Email) Meetings and Agendas – City Council (03/17/09).
Department Approval:
Bill La Pointe (by P. Mooney) (03/08/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/17/10)
Chief Financial Officer Approval:
Mark Scott (by M. Noller) (03/17/10)
City Manager Approval:
Mark Scott (03/17/10)
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
professional services agreement with Aeryn Donnelly for Park Planning Services,
increasing the agreement by $10,000 (for a total not-to-exceed amount of $30,000).
BACKGROUND:
On February 17, 2009, the City entered into Contract Number 2009-013 in the
amount of $10,000 with Aeryn Donnelly, Landscape Design Consultant, for Park
Planning Services. The following duties related to this contract were agreed upon by
Ms. Donnelly and the Parks Division of the Culver City Parks, Recreation and
Community Services Department: 1) Update record drawings of all City parks site
plans to include, but not be limited to, irrigation systems, planting plans, tree
inventories, site amenities and assessments; 2) Park Planning as relates to the
Parks Master Plan and the Needs Assessment priority list: playground design,
planting and irrigation design, park renovation and Capital Improvement Projects,
site surveys and Capital Improvement Project administration and management.
On October 19, 2009, staff requested and the City Council approved an amendment
to Ms. Donnelly’s contract increasing it by an additional $10,000 (for a total not-to-
exceed amount of $20,000). At that time, staff informed the City Council that Ms.
Donnelly had provided the City with an excellent work product and was instrumental
in assisting the Parks Division in meeting its performance goals and project
deadlines. City of Culver City, California
Agenda Item Report
DISCUSSION:
In the months since Ms. Donnelly’s previous contract amendment, she has
continued to play a vital role by assisting the Parks Division Manager in
accomplishing a myriad of parks-related projects and administrative-level tasks. She
assisted with the implementation of the Division’s capital improvement projects, most
notably the KaBOOM! Playground Project at Veterans’ Memorial Park (a.k.a.,
Veterans’ Park Playground Improvements, P-924), among others. In addition, she
has completed several of the other special assignments that were listed in the
previous report to the City Council, including the Culver City and El Marino
Playground Design Projects and the design of Demonstration Garden Projects at
various parks.
Although much has been accomplished in recent months, the Parks Division has
several ongoing and upcoming projects which require the services of a consultant
with Ms. Donnelly’s skill set, including, but not limited to:
• The two remaining elements of the Veterans’ Memorial Park Playground Project
(P-924): the ADA accessible path and the play area for children ages 2-5;
• The South Coast Air Quality Management District Tree Planting Partnership
Program grant projects at Culver City Park (P-926 and P-927; initiated by and in
collaboration with the Engineering Division of the Public Works Department);
• The Culver City Park Playground Project (P-916);
• The Park Inventory Project, which includes site analysis and site dimensioning of
each park;
• The Park Database Project, which involves working collaboratively with the
Information Technology Department to update park mapping systems and
methods of data collection, storage and distribution; and,
• Park Planning Research, which involves the assessment of all existing park
infrastructure elements in light of recent technological advancements and current
durability and safety standards and using this information as a basis for future
equipment replacements and park enhancements.
Therefore, based on the Parks Division’s current workload and the value that Ms.
Donnelly’s services have brought to the City to date, staff recommends the City
Council approve an amendment to the existing professional services agreement for
Park Planning Services to include an additional $10,000 (for a total not-to-exceed
amount of $30,000).
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The Parks Division budget has sufficient funds available in account
10133100.619800 (Parks Division – Other Contractual Services) for this contract
amendment.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Approve an amendment to the existing professional services agreement with
Aeryn Donnelly for Park Planning Services, increasing the agreement by
$10,000 (for a total not-to-exceed amount of $30,000); and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.