CITY OF COMMERCE
AGENDA REPORT
TO: Honorable City Council
FROM: City Manager
SUBJECT: Approval of a Resolution to Award a Professional Services Agreement to RJM Design Group, Inc. for the City of Commerce Park and Open Space Master Plan MEETING DATE: July 13, 2022
RECOMMENDATION:
The City Council will consider adopting a Resolution awarding a professional services agreement to RJM Design Group, Inc. for the preparation of the City of Commerce Park and Open Space Master Plan, authorizing Project Management Services by Transtech Engineers, and allocating Measure AA funds in the amount of $111,000 to cover the total cost of the project.
BACKGROUND:
The City of Commerce includes approximately 6.54 square miles of land consisting of various uses. With a vibrant yet intimate downtown core, a wide range of large and small businesses, prime residential neighborhoods, quality schools, and amenities. The City is continuously looking to improve its facilities and infrastructure for its residents, providing them with a high-caliber lifestyle. This effort includes improving the City’s parks to meet the current needs of residents as well as ensuring that the parks will meet the City’s future demands. The City currently does not have a Parks and Open Space Master Plan. In order to properly plan for a parks system that adequately serves its current and future population, the City is looking to develop a Parks and Open Space Master Plan and begin executing the plan in the immediate future at Bandini, Bristow, Rosewood and Veteran Memorial Parks.
The City’s population of approximately 13,000 is increasing and demographics are shifting. Such changes require certain parks to be upgraded or improved in order to meet the recreational demands of the parks’ visitors as well as ensuring that the parks’ deficiencies are addressed so that visitors have a pleasant experience, whether it is for active or passive recreational use. Commerce’s Public Works Department and Parks and Recreation Department are responsible for the development, operation, and maintenance of parks and associated recreational programs.
ANALYSIS:
On November 1, 2021, the City Council authorized Staff to release an RFP to solicit proposals for a comprehensive Master Plan of the City’s parks and open spaces. On January 12, 2022, the City issued a Request for Proposals (RFP) for professional services for the preparation of the Master Plan with a due date of February 24, 2022. Three (3) firms submitted proposals, Brightview Design Group, KTUA, and RJM Design Group. The proposals were evaluated based on an established criteria including compliance with RFP requirements, proposal quality, project understanding, approach, methodology and responsiveness, flexibility, experience of assigned staff including prior experience of working relationship of key team members in past similar projects, and schedule efficiency. Said criteria was included in the RFP.
On March 30, 2022, staff interviewed KTUA and RJM Design Group, the two highest ranking consulting firms. RJM Design Group received the highest ranking with a negotiated fee of $181,750.
Staff recommends adoption of the attached Resolution which in summary does the following:
Approves a professional services agreement with RJM Design Group, Inc. in the amount of $181,750 and authorizes the City Manager to execute any amendments to the agreement with RJM Design Group, Inc. should it become necessary.
Approve 15% for Project Contingencies and Project Management in the amount of $27,250.00.
Authorize Transtech Engineers, Inc. to proceed with Project Management pursuant to their existing on-call agreement for consultant services.
Allocate $111,000 in Measure AA Funds to cover the total project cost shortfall.
Following is a summary of the project cost:
Proposal Amount – Professional Services
$181,750.00
Contingencies and Project Management (15%)
$27,250.00
Total Project Cost
$209,000.00
ALTERNATIVES:
Approve staff recommendation
Disapprove staff recommendation
Provide further direction to staff
FISCAL IMPACT:
The total estimated cost for the preparation of the City of Commerce Park and Open Space Master Plan Project including project management and contingencies is $209,000. Measure AA Funds in the amount of $98,000 is available for this project in Account No. 41-5180-57010.10444. However, additional Measure AA Funds in the amount of $111,000 are required to cover the total project cost shortfall. If approved, the additional costs will be covered using available fund balance in the Measure AA Fund.
RELATIONSHIP TO STRATEGIC GOALS:
This agenda item relates to the 2016 Strategic Plan, Community Quality of Life Guiding Principle 3: Maintain and prioritize improvements to city facilities and infrastructure in accordance with adopted master planning documents including the Green Zone Implementation Plan to accomplish achievable annual and long-term goals.
Guiding Principle 4:
Support and evaluate community services, programs and events that promote healthy and quality lifestyles for our residents. Enhance public safety and social services through innovative programs that meet the needs of the residential and business communities.
Approved and Recommended by: Gina Nila, Acting Director of Public Works Greg Alaniz, Director of Parks and Recreation
Fiscal Impact reviewed by: Josh Brooks, Finance Director Reviewed by: Vilko Domic, Assistant City Manager
Approved as to form by: Noel Tapia, City Attorney
Respectfully submitted: Edgar P. Cisneros, City Manager ATTACHMENTS:
Resolution
Professional Services Agreement