CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
1/24/2022
1 SUBJECT:
Playground Equipment Improvement Project (aka FY21-22 Priority Parks Project) RECOMMENDED ACTION:
Move to approve a Master Agreement for Consultant Services and Task Order No. 1 with NCE (Attachment “A”) in an Amount Not to Exceed $274,540.00 for the Playground Equipment Improvement Project (aka FY21-22 Priority Parks Project), authorize budget authority in the amount of $301,994, which includes a 10% contingency amount of $27,454, and authorize the City Manager to execute all documents associated with this Agreement.
STAFF CONTACT:
Sam Bautista, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Michael Perez, PB&R Director
(650) 738-7382
[email protected]
Lisa Petersen, P.E. , DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City Council approved the FY 2021-2026 Capital Improvement Program (CIP) in June of 2021. The CIP included the Playground Equipment Improvement Project meant to improve outdated citywide parks playground equipment. The City manages and maintains nineteen (19) total parks throughout the City of Pacifica and over the last several years Public Works (PW) and Parks, Beaches and Recreation (PB&R) staff have been working on assessment of the City parks needs due to aging infrastructure. This included a consultant playground equipment assessment study that was presented and discussed at a Parks, Beaches and Recreation Commission study session in September of 2019. Although Public Works staff does address spot repairs and replacements in the City’s parks, addressing these needs in City parks that require all equipment upgraded is beyond the capacity of PW staff. Based on the assessment study and discussions between PW and PB&R staff, a priority list was created. The Community Center and Fairmont West Child Care Center playgrounds were selected for replacement and both projects were completed in spring of 2020. Oddstad Park is scheduled for replacement this fiscal year. It was also determined that four additional parks required complete replacement of all park equipment. These parks include the following:
• Skyridge Park located on Skyridge Drive
• Imperial Park located on Imperial Drive
• Marvilla Park located at 201 Marvilla Place
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• Brighton Mini Park located at 497 Brighton Road
The City requires the services of a qualified landscape architect to assist in the planning, design and construction of the equipment at these parks, consequently, a Request for Proposals was issued on November 1, 2021 for landscape architectural services for the Playground Equipment Improvement project that will be titled the FY21-22 Priority Parks Project. On December 3, 2021, five (5) qualified firms submitted proposals in response to the RFP. Staff from the Engineering Division reviewed the submitted proposals from the five (5) consultants:
1. Gates & Associates
2. NCE
3. SSA Landscape Architects, Inc.
4. SERA Design
5. Verde Design, Inc.
Consultant interviews, with a panel selected from Engineering and Parks, Beaches, and Recreation staff, were conducted on December 16, 2021. The interviews were scored based upon the consultants’ understanding of the project, experience with similar projects, interview presentation, and staff availability/project delivery as criteria for selection. Based upon the criteria, NCE was selected by staff to proceed with the FY21-22 Priority Parks Project.
After a kickoff meeting, NCE will be conducting a detailed and thorough investigation of each park and gather relevant background information through topographical surveys and mapping of existing utilities. This base map will help the landscape architects design proper playground clearances and ADA access to and from the site.
As parks are a very important component in the neighborhoods, NCE will work closely with City staff to create a Community Engagement Plan that identifies goals of the engagement process, key stakeholders, and methods of engagement. The Community Engagement Plan may include pop-up events, stakeholder/park user interviews, an on-line survey, a Zoom community meeting and/or social media postings (i.e., Twitter, NextDoor). The exact methods, schedule, and goals will be developed in consultation with the City during the kickoff meeting.
NCE will prepare two conceptual designs for each park that will present options based on varying levels of improvement and modification of the existing play areas, park uses, and amenities. The first option will include the replacement of play equipment, installation of ADA compliant play surfacing, and paths of travel from public right-of-way to play structures. The second option will propose new locations for activities such as moving play areas closer to entry points, providing space for new recreational opportunities such as informal play, walking paths, and a range of seating elements. The concepts will be presented in plans with imagery of proposed features/activities and hand drawn visualizations.
NCE will present the options for each park to City staff for their initial comments and suggestions. Based on the input received from City staff, NCE will prepare a preferred alternative plan for each park which may include elements from both the conceptual alternatives. The preferred alternatives will be presented to the PB&R Commission, and neighbors within 500-feet of the project site will be notified of the proposed park renovations.
NCE assumes presenting all parks at one meeting. Based on the extent and types of comments received from the community and PB&R Commission, NCE will either incorporate the comments into the plans, or resubmit plans for a second review by the PB&R Commission.
Once a preferred plan is developed for each park, the landscape architect will produce 100% construction documents, which will include the construction plans, technical specification, and cost estimates in both hard copy and electronic formats. Originally stated in the RFP, Imperial Pacifica City Council 3
January 24, 2022
and Skyridge Parks were to be designed to 100% construction documents, while Brighton and Marvilla Parks were to be designed to a conceptual level due to budget; however, staff recommends designing all parks to 100% construction drawings. This would allow for at least 2 parks to be under construction in FY21-22, while the other two parks would be shovel-ready for construction FY22-23. Designing all park at this time would also be more cost effective and negate future escalation costs. In addition, NCE will be assisting the City during the bidding and construction phases of this project.
The design fee for FY21-22 Priority Parks Project is $274,540. Staff recommends including a 10% contingency of $27,454 for any additional or unforeseen work needed related to the design. Staff recommends approval of budget authority in the amount of $301,994.
In addition, the City Manager recommends that City Council authorizes for the City Manager to award and execute a Master Agreement for Consultant Service and Task Order No. 1 and any future documents between the City of Pacifica and NCE for the FY21-22 Priority Parks Project, and approve budget authority in the amount of $301,994 from the Roy Davies Fund 27.
ALTERNATIVE ACTION:
Council may choose not to award and execute the consultant services agreement; however, this will result in delays to the improvement of the parks. Therefore, the City Manager does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the consultant agreement is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. The improvements to the parks will improve the lives of residents and visitors of the City.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Total Project Source and Use of Funds
Consultant Services Agreement $ 274,540
Contingency (10%) $ 27,454
Consultant Cost (with 10% Contingency) $ 301,994
Total Use of Funds $(301,994)
Total Source of Funds (Roy Davies Fund 27) $ 600,000
Estimated Project End Balance $ 298,006
ORIGINATED BY:
Engineering
ATTACHMENT LIST:
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Attachment "A" - NCE - Master Agreement for Consultant Services and Task Order No. 1 (PDF)