1 STAFF REPORT
DATE: December 17, 2024
TO: Justin Hess, City Manager
FROM: Marisa Garcia, Park, Recreation and Community Services Director BY: Diego Cevallos, Assistant Park, Recreation and Community Services Director
SUBJECT: Adoption of a Resolution Authorizing the City Manager to Execute a Design- Build Contract with Landscape Structures, Inc. and Delegating Authority to Approve Plans and Specifications for Shade Structures at George Izay Park Ballfields
RECOMMENDATION
Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AUTHORIZING
THE CITY MANAGER TO EXECUTE A DESIGN -BUILD CONTRACT WITH LANDSCAPE STRUCTURES, INC. AND DELEGATING AUTHORITY TO APPROVE
PLANS AND SPECIFICATIONS FOR SHADE STRUCTURES AT GEORGE IZAY PARK BALLFIELDS.
BACKGROUND
George Izay Park (Park) located at 1111 W est Olive Ave nue, includes the Olive Recreation Center, Betsy Lueke Creative Arts Center, Burbank Little Theater, and Joslyn Adult Center. Within the Olive Recreation Center, the Sports Office operates programming that includes youth and adult recreation programs, classes, and sports leagues. Programming for the four ballfields at Izay Park includes adult softball, youth Hap Minor baseball and Ponytail softball, youth fall soft ball, and usage by Providence High School and John Burroughs High School. The Park ballfields are also passively used by ultimate frisbee groups, pickup soccer players, and park patrons for open play and recreation. Other programming uses of the Park include youth sports camps, adult slow pitch softball, fast pitch softball, officiating and umpire training, private rentals, and special events such as the Civitan Jamboree and Burbank Walk of Fame.
PARKS AND
RECREATION
2 During the Fiscal Year (FY) 2024- 25 Budget process, City Council (Council) approved funding to add new shade structures to several ballfields. These improvements will include new shade structures over the bleachers on Ballf ields 1, 2, and 4, as well as replacement shade fabric on Ballf ield 3. There is a significant need for shade in these areas, and the new shade structures will enhance the Park experience for visitors.
DISCUSSION
Landscape Structures, Inc. (Landscape Structures) is a design- build company with expertise in design, conceptual development, engineering, fabrication, manufacturing, and installation. Landscape Structures have provided the City with standardized shade products that meet the requirements for this Project. Their products are known for their durability, high- quality materials, and ability to withstand varying weather conditions, ensuring long-lasting functionality and aesthetic appeal. Currently, Landscape Structures’ shade structures are installed over ballfields at Valley Park and various picnic areas and playgrounds throughout the City. Landscape Structures' familiarity with the City’s parks, coupled with the exceptional services they have provided, led staff to identify Landscape Structures as the preferred vendor.
For this Project, the Parks and Recreation Department (Department) is seeking to utilize a Cooperative Purchasing Agreement, an alternate delivery method that allows the City to leverage another public agency’s competitive bid process. This reduces the cost of goods and services by aggregating the purchasing power of public agencies nationwide, awarding contracts to companies offering the best value. The process eliminates much of the time required for a traditional bid and is ideal for shade structure equi pment and installation, as manufacturers offer proprietary equipment. This method also helps streamline the project timeline and provides nationwide pricing, with manufacturers typically offering an 8% price reduction. This process is an optimal method for procuring the shade structure installation, offering flexibility and reduced costs.
Under Burbank Municipal Code (BMC) § 2-2-116, subdivisions I and J, Council may waive the requirement for competitive bidding by Resolution, finding that it is in the City’s best interest and awarding the contract to the proposer offering the best value as defined in the solicitation.
Landscape Structures submitted the proposal under the City’s existing Sourcewell cooperative agreement (Sourcewell Contract No. 010521- LSI). Sourcewell offers cooperative procurement opportunities to participating public entities and selected Landscape Structures as a vendor through a national competitive bidding process. BMC § 2-2- 111 allows the City to secure contractors through cooperative purchases when advantageous.
3 The design- build delivery method will facilitate smoother coordination of design, demolition, and installation. With one contractor responsible for both design and construction, staff anticipates the Project will be completed on time and within budget.
Landscape Structures' versatility and proven track record will help ensure the P roject is delivered efficiently without impacting the construction timeline.
If the proposed resolution is approved, the Project will commence in April 2025 and be completed by May 2025.
Design Immunity
To invoke design immunity protection under California Government Code § 830.6, Council or an employee exercising discretionary authority must approve the final plans and specifications for a project prior to construction. BMC § 2-2-104 grants certain employees such discretionary authority over technical specifications, plans, and drawings.
In a traditional design-bid-build project, design or plan approval often occurs when Council awards the construction project after bidding. However, in a design-build project, final plans and specifications are not completed until after Council’s approval. Therefore, staff requests that the Council delegate the authority to approve the final plans and specifications to the Park, Recreation and Community Services Director.
ENVIRONMENTAL REVIEW
Staff recommends Council find the Project Categorically Exempt from environmental review under California Code of Regulations (CCR), Title 14, §§ 15301, 15302, 15303, and 15311. Specifically, CCR, Title 14, § 15301 exempts activities involving the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use ; § 15302 exempts activities pertaining to replacement or reconstruction of existing structures and facilities, where the new structures and facilities will be located on the same site and will have substantially the same purpose and capacity as the structures and facilities being replaced; § 15303 exempts activities involving the construction and location of limited numbers of new, small facilities or structures, installation of small new equipment and facilities in small structures, and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure; and § 15311 exempts activities consisting of construction, or placement of minor structures accessory to (appurtenant to) existing commercial, industrial, or institutional facilities . The shade structures will be shading the existing bleacher areas and will involve negligible or no expansion of capacity.
4 FISCAL IMPACT
The total contract price is $362,486. There will be no fiscal impact resulting from the recommended action, as the Olive Park Ballfield Shade Structure Project was approved in the FY 2024-25 Adopted Budget. Sufficient funds are available in the following account:
534.PR21A.70003.0000.P24976 (Municipal Infrastructure, Facility Planning and Development, Park Improvements, Olive Park Ballfield Shade Structure).
CONCLUSION
The approval of the resolution to execute a design- build contract with Landscape Structures will enable the City to enhance the Park ballfields by providing much- needed shade structures. These structures offer numerous benefits, including improved safety and comfort for players and spectators by protecting them from UV rays and extreme heat. They will enhance player performance, and create a more enjoyable experience for fans, potentially encouraging longer attendance at games. Additionally, shade structures increase the facility's appeal and usage, which could generate higher revenue through increased demand for field rentals and community events. Overall, the shade structures will contribute to a safer, more comfortable, and sustainable environment for athletes, spectators, and the broader community.
ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Sourcewell Proposal
Attachment 3 – Rendering