Agenda #: 5.4
Meeting Date: October 3, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH BLACK O'DOWD AND ASSOCIATES, INC. FOR THE DESIGN OF HERITAGE PARK
RENOVATION PROJECT PHASES I AND II (CIP# FP24502).
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that approval of the design services agreement for the proposed project is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Article 18, Section 15262; and B. Approve, and authorize the City Manager to sign, the Consulting Services Agreement with Black O'Dowd and Associates, Inc. in a not-to-exceed amount of $362,300, plus a contingency amount of $72,460, for a total authorization amount of $434,760.
FINANCIAL IMPACT:
The Fiscal Year 2023/24 Capital Improvement Program (CIP) includes sufficient budget from the Park Development Fund (Fund 262) for the Project as follows:
Heritage Park Renovation
Phases 1 and 2 (Design) (CIP#
FP24502)
Budget Encumbrance/
Expenses
Balance
Park Development Fund $500,000 $500,000.00
Consultant Services for Design ($362,300) $137,700
Consultant Services for Design
Contingency (20%)
($72,460) $65,240
Balance $65,240
The total contingency amount of $72,460 will only be used for the optional tasks listed in the Consultant’s Proposal, if needed, or if unforeseen circumstances warrant a contract
change order. The balance of the project budget will be used for the construction phase or other applicable project costs.
BACKGROUND:
The City’s Heritage Park (Park), located at 2900 South Brea Canyon Rd, was the area’s original developer’s office location in the 1950s and 1960s. The Park consists of 3.4 acres, which includes a community room, and was originally a neighborhood park with certain amenities owned/operated by Los Angeles County prior to 1989. The existing building was last renovated in September 1993 and has been in need of further improvements.
Subsequent to the City Council’s Study Session of July 16, 2019, after reviewing four (4) proposed conceptual plan options for the renovations, on October 1, 2019, the City Council approved a new Option 5 for the renovation project (Attachment 3). Option 5 was prepared based on the feedback received from the City Council.
Option 5 proposes the renovation project in three phases. Phase I mainly focuses on the sidewalks, outside restrooms, the community room, and the parking lot areas.
Phase 2 includes renovation of the basketball court, picnic areas, and tot lot playground area, and also mitigation of drainage and runoff issues in the park. Both Phases I and II includes Americans with Disabilities Act (ADA) compliance improvements. Phase III encompasses the baseball field area.
On June 7, 2022, the City Council approved the Fiscal Year 2023/24 CIP Budget, which includes the Heritage Park Renovation Phases I and II Design Project (Project) under CIP# FP24502.
ANALYSIS:
On June 27, 2023, staff released a Request for Proposal (RFP) for the Project on the City’s online bidding system, PlanetBids. At the submission deadline of August 10, 2023, seven (7) consultant firms submitted responsive proposals as follows:
Firm Proposal Cost*
Black O'Dowd and Associates, Inc. $362,300 Recommended
PBLA Engineering, Inc. $368,320
Albert A. Webb associates $486,424
Goodale Architecture Planning $517,500
IDS Group, Inc. $523,231
Tait & Associates, Inc. $524,445
Architag, LLP $527,500
*Excludes optional items proposed by the vendors.
In reviewing and evaluating the proposals, a panel of City staff considered the following:
• Responsiveness and comprehensiveness of the proposal with respect to the RFP;
• Availability of the consultants/subs and their ability to deliver the proposed scope of work;
• Information obtained from references (past projects); and • Fee costs.
Of the seven (7) proposals, Black O'Dowd and Associates, Inc. (BOA) ranked the highest in the total rating. BOA’s proposal also proposed the lowest responsive cost for all requirements listed in the RFP, excluding their proposed optional items. A short form of BOA’s proposal, which includes the proposed scope of service and cost, is provided in Exhibit “A” (Attachment 2) of the Agreement (Attachment 1). The full-length version of BOA’s proposal and the City’s RFP are available from the Public Works Department.
The design work would commence immediately after the contract award with a proposed design schedule between 6 to 9 months.
ENVIRONMENTAL REVIEW:
The City Council’s approval of the Consultant Services Agreement for design services is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to Article 18 (Statutory Exemptions), Section 15262 of the CEQA Guidelines, which exempts “feasibility or planning studies for possible future actions [that] the agency has not yet approved.”
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a Contract - Black O'Dowd and Associates, Inc.
2. 5.4.b Exhibit "A" - Short Form Proposal
3. 5.4.c Conceptual Site Plan