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CITY COUNCIL
CITY ADMINISTRATOR
Placentia City Council
AGENDA REPORT
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE
DIRECTOR OF COMMUNITY SERVICES
SEPTEMBER 20, 2022
PROFESSIONAL SERVICES AGREEMENT WITH GROUP 4 ARCHITECTURE, RESEARCH + PLANNING FOR PHASE 1 35% COMPLETE ARCHITECTURAL
AND ENGINEERING DESIGN SERVICES FOR THE PROPOSED PLACENTIA
SENIOR/COMMUNITY CENTER
FISCAL
IMPACT: EXPENSE: $598,760 PROFESSIONAL SERVICES AGREEMENT BUDGET: $600,000 FY 2022-23 CAPITAL IMPROVEMENT PROGRAM BUDGET (105212-6850-229999)
SUMMARY:
The City created a working group of City Council Members, the City Administrator, and Staff from the Community Services Department, the Public Works Department, and the Police Department to review and prioritize park and facility improvement projects and prepare the City's Parks Initiative Plan ("Parks Initiative"). The Parks Initiative was approved by the City Council in June 2021. As a part of the Parks Initiative, it was determined that the City's aging Senior Center no longer adequately accommodates the community's needs, and the construction of a new facility should be explored. In this effort, a Blue -Ribbon Committee was established with the special purpose to identify the needs and design components of a proposed Senior/Community Center to be constructed at Tri -City Park.
Additionally, the City Council directed Staff to procure the services of an architectural firm to prepare the design plans for the new proposed facility to the 35% complete level along with developing an initial engineer's estimate outlining the total project cost, and to engage the County of Orange to discuss the possibility of the proposed facility being constructed at Tri -City Park.
Staff prepared a Request for Proposals from qualified architectural design teams to prepare the Phase I preliminary 35% architectural and engineering design package along with the initial project engineer's estimate. A total of ten (10) proposals for this project were received. A Selection Committee consisting of the Deputy City Administrator, Director of Development Services, Director of Community Services, and City Engineer reviewed the proposals. Additionally, three (3) members of the Blue -Ribbon Committee were appointed to a sub -committee to review the proposals and interview the top -three ranked firms. Concurrently, Staff met with the County of
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Orange to discuss the construction of the proposed facility at Tri -City Park. The County of Orange is agreeable to the idea of construction of the proposed facility at Tri -City Park and has worked collaboratively to draft a lease agreement for the use of Tri -City Park.
This action accepts the recommendation of the Blue -Ribbon Committee and awards a Professional Services Agreement to Group 4 Architecture for a not -to -exceed amount of $598,760 to provide the Phase I, 35% complete architectural and engineering design services for the proposed Placentia Senior/Community Center at Tri -City Park. Approval of the Professional Services Agreement is contingent upon the County of Orange approving the lease agreement for the use of Tri -City Park, which is expected in October or November.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Accept the recommendation made by the Senior/Community Center Blue Ribbon Committee and award a Professional Services Agreement to Group 4 Architecture for a not -to -exceed amount of $598,760 to provide the Phase I, 35% complete architectural and engineering design services for the proposed Placentia Senior/Community Center; and
2. Authorize the City Administrator to approve any change orders up to 10% of the contract not -to -exceed amount, or $59,876; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Plan Goal to Implement Public Infrastructure to Meet Community Needs and construct a Placentia Senior/Community Center, under Objective #5.1.
DISCUSSION:
On July 20, 2021, the City Council conducted a study session on the feasibility of the City constructing a new senior/community center. As a part of a working group, Councilmembers and Staff met to review and prioritize park improvement projects which ultimately developed into the Placentia Parks Initiative. The Initiative is aimed at improving and renovating aging park infrastructure, amenities, and facilities over the course of two (2) fiscal years as funding is available. As part of that effort, this team evaluated the City's current Senior Center facility located at the historic Powell Building in Old Town along with the programming, operations, and facility infrastructure. After evaluating the current location of the Senior Center, it was determined that the building does not adequately accommodate the needs of the City's growing senior population.
According to the SCAG 2019 Local Profile of the City of Placentia Report, between the years 2000 to 2018, the 65 plus age group represented the City's largest increase in population, growing from
9.1% to 13.8%. Of all the Placentia demographic age groups, the 65 plus group added the most
City Council Agenda
September 20, 2022
population and this growth is anticipated to continue. The current Senior Center facility is 4,732 square feet and is located within a 100 -year-old building and does not adequately serve current and future needs of our residents and seniors. The Main Room in the facility is 1,254 square feet and is used for dining and most programming. Parking at the location is extremely limited and offers only six (6) standard parking stalls and one (1) Americans with Disability Act ("ADA") accessible stall. In comparison, the City of Yorba Linda's Community Center/Senior Center is 28,000 square feet with 315 parking spaces and the main hall is 4,018 square feet in size.
Currently, the City's Senior/Community Center building lacks the space to accommodate large groups and the needs of the growing population of seniors. The City is also one of the oldest cities in Orange County and is largely built out with limited open space. Data and statistics from SCAG's Local Profile Report, indicates that the City's population has significantly changed during the last 50 years and will continue to grow further depicting a need to provide programs and an adequate location that will enhance the quality of life for residents and seniors within the community.
After the study session, the City Council directed Staff to procure the services of an architectural firm to prepare the design plans for a new facility to the 35% complete level along with developing an initial engineer's estimate outlining the total project cost. In addition, the City Council directed Staff to develop a process for the formation of a Blue -Ribbon Committee to guide the design and implementation of the project and appointed two (2) Councilmembers to an Ad -Hoc Committee to work with Staff and the Blue -Ribbon Committee. Subsequently, on September 7, 2021, the City Council adopted Resolution R-2021-54 formally establishing a Blue -Ribbon Committee for the purposes of identifying the needs and design components of the proposed Senior/Community Center facility. Several of the Blue -Ribbon Committee members were also appointed that evening.
Concurrently throughout this process, Staff prepared a Request for Proposals to solicit bids from qualified architectural design teams to prepare the Phase I preliminary 35% architectural and engineering design package along with the initial project engineer's estimate. A total of ten (10) proposals for this project were received. A Selection Committee consisting of the Deputy City Administrator, Director of Development Services, Director of Community Services, and City Engineer reviewed the proposals. Additionally, three (3) members of the Blue -Ribbon Committee were appointed to a sub -committee to review the proposals and interview the top -three ranked firms. The following table outlines the combined final scores and rankings:
RANKING CONSULTANT
1 Group 4
2 Perkins Eastman
3 ELS
4 Dahlin Group
5 JKA
6 SVA
7 GGA
8 Sillman
9 Paul Murdoch
10 Infrastructure Engineers
TOTAL SCORE
280
273
271
268
260
259
248
239
238
209
City Council Agenda
September 20, 2022
The proposals submitted by the top -three ranked firms were reviewed and evaluated by the Blue - Ribbon Consultant Selection Sub -Committee and were invited to a panel interview consisting of City Staff and the Blue -Ribbon Sub -Committee (Sub -Committee) to review their proposals and ask additional questions of the consultant teams. This process allowed the City to gain additional insights and information from these different teams with which to finalize any potential changes to the proposed project work scope. Group 4 (G4) was the highest ranked firm based upon their extensive experience in delivering similar senior and community centers as well as their understanding of the City's work scope and the City's vision for this facility. G4 was the lead design team on the recently completed Yorba Linda Public Library project which is a project that has been well-received, and the selection committee found to be an impressive representation of their experience and capabilities. The G4 team also developed draft building elevations at their expense as part of their presentation which was a key component in conveying their approach to the City's project and an excellent example of their skills and abilities which helped solidify the Blue -Ribbon Sub -Committee's recommendation to move forward with the G4 team. A reference check of past G4 clients yielded favorable results as those references were very happy with the level of service and expertise provided by G4. The G4 team has extensive experience in designing senior and community centers having designed numerous facilities throughout California. The Sub -Committee formally recommended that the City select G4 as the most qualified firm for this project and Staff agrees with their assessment. Accordingly, Staff recommends the City Council accept the recommendation made by the Sub -Committee and award this proposed Professional Services Agreement to G4 as the most qualified consultant evaluated for this project.
Separately sealed cost proposals were received from each firm and those provided by the top - three ranked firms were opened and evaluated at the conclusion of the interview process.
Consultant cost proposals are based upon hourly rates for each assigned project team member multiplied by the total number of allocated hours by task. Professional services agreements are awarded based on qualifications; however, cost proposals are considered only to the extent that the proposed cost is reasonable for the services to be delivered. The cost proposals noted in the table below reflect each consultant's cost to provide the 35% design effort:
Consultant 35% Complete Design Package
Group 4 $669,900
Perkins Eastman $467,750
ELS $754,285
Once the G4 team was identified as the top-ranked firm, Staff worked with G4 to refine their work scope and fee which was subsequently lowered to the proposed contract not -to -exceed amount of $598,760. The recommended contract scope of work limits the City's costs to the 35% complete level per City Council direction. The scope includes the preparation of a detailed needs assessment report as determined by the Blue -Ribbon Committee input on the form, fit, and finish of the new facility along with concept options and a schematic design.
The consultant will utilize the existing building floor plans previously developed as a starting point offering suggestions and improvements based upon the City's input along the way. These discussions will also include identifying the full range of furnishings, fixtures, and equipment to be used in the building. Based upon this input, a schematic design consisting of refined floor plans,
City Council Agenda
September 20, 2022
exterior building elevations, project schedule, and schematic construction cost estimate will be developed and presented to the City Council for its consideration. The construction cost estimate developed at the 35% complete level is a more refined estimate based on detailed project schematics and up-to-date construction cost data as reported by other public agencies. It is anticipated the Phase I, 35% effort will be completed within six (6) months of the City issuing G4 a Notice to Proceed with this work.
At that juncture, the City Council can then evaluate and consider its options and provide Staff with policy direction on whether to proceed with finalizing the architectural and engineering design of the facility to the 100% complete level. If the City Council elects to proceed with Phase II of the project and complete the design effort to the 100% level, a formal Amendment to the consultant Agreement will need to be presented to City Council for its consideration and approval.
Staff has been working with the County of Orange to draft a ground lease agreement to construct the Placentia Senior/Community Center on County land at Tri -City Park. Staff is recommending that the Professional Services Agreement between the City and G4 consultant include a contingency clause that the approval of the agreement is contingent upon the approval of the County of Orange approving the lease agreement for the construction of a proposed Senior/Community Center. Should the City Council approve the agreement, the G4 team will begin meeting with the Blue -Ribbon Committee tomorrow evening, September 21 to begin receiving feedback. This meeting will not be part of the contingency clause and will be billed separately if the City needs to exercise the contingency clause. The Blue -Ribbon Committee is eager to start the design phase of the proposed center; therefore, Staff is recommending moving forward with the first meeting. Subsequent meetings will be on hold until the ground lease agreement is approved by the County.
FISCAL IMPACT:
The proposed contract not -to -exceed amount to provide the Phase I, 35% complete architectural and engineering design for the Placentia Public Safety Center totals $598,760. A total of $600,000 has been budgeted in the FY 2022-23 Capital Improvement Program Budget to cover the cost of the Phase 1 35% complete level. Accordingly, sufficient funds exist for the recommended actions.
Prepared by: Prepared
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Karen Crocker
Director of Community Services
Luis Estevez
Deputy City Administrator
City Council Agenda
September 20, 2022
Reviewed and approved: Reviewed and approved:
Jennifer LampmanDamren R. Arrula =_
Director of Finance City Administrator
Attachments:
1. Professional Services Agreement with G4
2. Presentation