Agenda #: 7.1
Meeting Date: April 16, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: HERITAGE PARK AND COMMUNITY CENTER RENOVATION
PROJECT DESIGN CONCEPTS AND 1ST AMENDMENT TO
CONSULTANT SERVICES AGREEMENT (CIP# FP24502)
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Receive presentation on the design options and provide direction to staff; B. Approve and authorize the City Manager to sign the First Amendment to the Consulting Services Agreement with Black O'Dowd and Associates, Inc. for design services; and
C. Determine that the approval of the amendment to 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.
FINANCIAL IMPACT:
The Fiscal Year 2023/24 Capital Improvement Program (CIP) includes sufficient budget from the Park Development Fund (Fund 262) for the Project. The City Council approved $362,300 for the original agreement with the Consultant. The First Amendment to the Agreement will increase the contract amount by $117,700, which brings the total not-to-exceed amount of the agreement to $480,000, as shown in the table below.
The total contingency amount of $20,000 will only be used if unforeseen circumstances warrant a contract change order.
Heritage Park Renovation
Phases 1 and 2 (Design) (CIP#
FP24502)
Budget Encumbrance/
Expenses
Balance
Park Development Fund $500,000 $500,000
Consultant Services for Design ($362,300) $137,700
First Amendment to Consultant
Services for Design
($117,700) $20,000
Contingency (20,000) $0
Balance $0
BACKGROUND:
On October 3, 2023, the City Council approved a consulting services agreement with Black O'Dowd and Associates, Inc. (Consultant) to prepare final design and construction drawings for the Heritage Park and Community Center Renovation Project Phases 1 and 2 (CIP# FP24502).
In a City Council Study Session on February 20, 2024, Council Members reviewed the design concepts for the Project. It was the consensus of the City Council to proceed with Option B for the Community Center building and Option B for the shade structures.
Community Center Option B is intended to elevate the facility beyond its current level providing a greater value to the community and includes the following features:
• Adds approximately 1,200 square feet of new floor area and reconfigures approximately 1,200 square feet of existing floor area representing an approximate 55% increase in the existing building size. • Adds a new entrance space.
• Expand the catering kitchen, along with a new separate kitchen storage area. • Adds a new second office (in addition to the existing office) that can be used for activities, one-on-one meetings with parents and other administrative purposes. • Adds new ADA-compliant indoor restrooms and janitorial closet. • Converts the existing restrooms to additional storage space. • Removes the existing outdoor detached restroom building replacing it with a new ADA-compliant attached outdoor restroom.
• Expands the existing activity room by removing the existing toddler restroom and relocating it to the new attached outdoor restroom building (with exclusive interior access).
Shade Structure Option B includes the following features:
• Architectural design inspired by the City’s windmill theme. • Adds approximately 1,000 square feet of new shaded area highlighting the entrance to the Community Building.
• Adds approximately 2,150 to 2,300 square feet of new shaded patio area on the rear and side of the existing community room.
Comments received at the Study Session included:
• Explore options to expand and add more indoor/outdoor access to the community room in the Community Center building.
• Consider blending Site Plan Options A and B to provide a more usable picnic area and realign the basketball court to better take advantage of existing site conditions.
• Provide additional design concepts for the playground theme and equipment for further consideration.
ANALYSIS:
Based on the comments received from the City Council at the February 20th Study Session, the following has been developed, as provided in Attachment 1.
Building Floor Plan
The project team reassessed the feasibility of expanding the community room using the Option B floor plan selected by the City Council. The assessment concluded that due to the foundation, structural, and roofing systems of the existing building, such expansion would be infeasible and cost-prohibitive without significant demolition and reconstruction of the building. Therefore, no further expansion of the community room footprint is proposed.
However, new pedestrian doors and windows have been added to the west wall of the community room to further enhance indoor/outdoor accessibility and connection between the room and the back patio, which will be covered by the new shade structure in the back (south and west) of the building.
Further improvements have also been proposed for the catering kitchen expansion and its associated storage room.
Site Plan Layout
The picnic and barbecue area has been redesigned to include a more functional picnic area that is less linear and the basketball court has been realigned to better take advantage of existing site conditions, drainage and providing for additional perimeter landscaping.
Playground Equipment
Two new design concepts have been developed for the playground.
Concept #3 offers a modernized approach to the City's equestrian ranch history by having cutouts of the historic windmill and the distinctive view of Diamond Bar's rolling hills. This design boosts the user's play experience by increasing the play opportunities and focusing on the interactive features. Playground users have two options to access the playground: a ramp from the sidewalk or access from the woodchips into the play equipment. The playground is intended to have playground wood chips for the entire play experience. The playground features bucket swings, a rotating play feature, and an interactive touch panel. The playground also features ranch-style play structure canopies, and the overall theme's colors resemble a soothing lagoon in the countryside.
These interactive touch panels could feature ranch atmospheric sounds, such as a cattle bell. Perimeter play features also include a modern playhouse and wood-themed stepper elements.
Concept #4 plays directly into the architectural theme and the City's Arabian horse ranch history. This equestrian beginning marks the start of this City's origin, and the design follows the city's transition into the modernized city it is now. The windmill stands as the City's remaining historic monument and this design plays homage to Diamond Bar's history by incorporating a distinctive windmill play piece at the top of the 5-12 play structure. Playground users have two options to access the playground: a ramp from the sidewalk or access from the woodchips into the play equipment. The playground is intended to have playground wood chips for the entire play experience. The playground also features a climbable tractor, a rocky terrain, a horse stable, ranch-style play structure canopies, a modernized wooden net course, and play panels to enhance the user's experience. These play panels offer a fun opportunity for children of all ages, and the tractor is a unique climbing feature for simulated play. Perimeter play features include horse corral themes and wood-themed stepper elements.
Probable Costs
The (preliminary) probable cost estimate for the construction of this Project is $15M.
This estimate is expected to change as the design work progresses and again after the Project goes through the construction bidding process.
Furthermore, prior to construction, funding options need to be developed for consideration by the City Council as the Project moves forward through the final design process.
Agreement Amendment
The design work in the original agreement is focused on Phases 1 and 2 of the renovation work as defined in the original concept plans prepared and approved by the City Council in 2019. That concept did not include an addition to the Community Center building floor plan and a shade structure in front of the building, among other additions.
Due to the additional work stemming from enhancing and improving the functionality of the building (e.g., new activity room, new storage and support room, new and upgraded kitchen area, new entry area, and shade structures), the Consultant proposed additional scope of work to what was included in the original agreement. A First Amendment is proposed for the Consultant’s agreement as provided in Attachment 2.
ENVIRONMENTAL REVIEW:
This project has been reviewed for compliance with the California Environmental Quality Act (CEQA). The approval of the amendment to Consultant Services Agreement for design services is not subject to environmental review pursuant to Article 18 (Statutory Exemptions), Section 15262 of the CEQA Guidelines. No further environmental review is required.
LEGAL REVIEW:
The City Attorney has reviewed and approved the amended agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 7.1.a Second Review Designs
2. 7.1.b First Amendment to Agreement - unsigned