City Council Agenda Report
TO: Mayor Clauzel and Members of the City Council
FROM: Ken Irwin, City Manager
BY: Fernando Ulloa, City Engineer
MEETING DATE: November 7, 2023
ITEM NO: 6.6
SUBJECT: Approve the proposal from Melton Design Group, Inc. for the Centennial Park Conceptual Design, Final Design, and Community Center Preliminary Design, authorize staff to enter into a negotiated Consultant Agreement with a not to exceed cost of $535,172.00 and authorize the Finance Department to make the necessary budget adjustments for Fiscal Years 2023-24.
RECOMMENDATION
Motion to Approve the proposal from Melton Design Group, Inc. for the Centennial Park Conceptual Design, Final Design, and Community Center Preliminary Design, authorize staff to enter into a negotiated Consultant Agreement with a not to exceed cost of $535,172.00 and authorize the Finance Department to make the necessary budget adjustments for Fiscal Years 2023-24.
BACKGROUND
The City of Patterson contracted a scope of work with RHAA Landscape Architecture & Planning to provide a rendering of the site plan for the proposed Centennial Park, which included the PJUSD Theater building. During the completion of the final park master plan design, PJUSD began the architectural design work for the PJUSD Theater. Upon completion of the theater design, it was realized that the site plan designed for the theater was larger and in a different location than designated in the master plan. Therefore, due to the adjustment in the design size and location of the district’s theater, features designed within the Centennial Park Master Plan must be reallocated as well as adjustments made to landscaping, sidewalks, and playgrounds. In lieu of issuing a scope of work to update the Master Plan to RHAA, during the City Council meeting February 7, 2023, council requested this item be returned at a later date for further discussion.
At the March 21, 2023 City Council meeting, City Staff was directed to issue a request for proposals for the Centennial Park Conceptual Design, Final Design, and Community Center Preliminary Design.
ANALYSIS
A Request For Proposals (RFP) was prepared and advertised in the Patterson Irrigator, listed on our City website and was distributed through our online posting site CIPList.com. 43 engineering firms received/downloaded the RFP and supporting documentation. 30 exchanges, plan-wells, associations, or other firms received/downloaded the RFP and supporting documentation.
The City received four proposals from the following firms:
· Melton Design Group, Inc.
· Mid Valley Engineering
· O’Dell Engineering
· RHAA
Proposals were screened by a selection committee and rated on:
· Understanding of the Project (35%, scored on a 1-10 scale) · Responsiveness to the RFP (35%, scored on a 1-10 scale) · Rates relative to services provided (30%, scored on a 1-10 scale) The proposals were reviewed by City staff and was determined to conducted interviews with the top three ranked firms.
While all consultants interviewed exhibited good comprehension of the project, Melton Design Group, Inc. was the top ranked consultant. Therefore, staff recommends Melton Design Group, Inc. for the design of this project based on the evaluation of their qualifications and experience.
FISCAL IMPACT
Staff negotiated with Melton Design Group, Inc. to an agreeable scope and fee of $486,520.00.
The total cost for the contract includes all tasks 1-8 as listed in the RFP. Staff recommends awarding the design to Melton Design Group, Inc. for this amount and authorizing the budget with our standard 10% contingency.
$486,520.00 Melton Design Group, Inc.
$48,652.00 10% Contingency
$535,172.00 Total Phase Project Cost
Contingency will only be utilized if needed.
Current funding for this project is as follows:
$250,000 Centennial Park (Account# 100-250-7565)
$285,172 (Account# 103-000-7576)
$535,172.00 Total Funds Available