TO:
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FROM:
DATE:
SUBJECT:
FISCAL
IMPACT:
SUMMARY:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF COMMUNITY SERVICES
NOVEMBER 7, 2023
AGENDA REPORT
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH GROUP 4 ARCHITECTURE, RESEARCH + PLANNING FOR 65% COMPLETE
ARCHITECTURAL AND ENGINEERING DESIGN SERVICES FOR THE
PROPOSED PLACENTIA COMMUNITY/SENIOR CENTER CONTINGENT UPON
APPROVAL FROM THE COUNTY OF ORANGE FOR ADDITIONAL PARKING
SPACES FOR THE CENTER
EXPENSE: $1,395,000 PROFESSIONAL SERVICES AGREEMENT
BUDGET: $ 600,000 FY 2023-24 COMMUNITY BENEFIT DONATION $ 500,000 DONATION FROM FOURTH DISTRICT
SUPERVISOR DOUG CHAFFEE'S OFFICE
$ 295,000 FY 2023-24 CAPITAL IMPROVEMENT PROJECT
FUND
The Placentia Parks Initiative (the "Initiative") was approved by the City Council in May 2021. As a part of the 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 center should be explored. In this effort, a Blue -Ribbon Committee was established with the special purpose of identifying the needs and design components of a proposed Community/Senior Center ("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 Center to the 35% complete level. The Blue -Ribbon Committee along with Staff identified potential locations and concluded that Tri -City Park was the most favorable location for the proposed Center.
On September 20, 2022, the City entered into a Professional Services Agreement (PSA) with Group 4 Architecture, Research + Planning Inc. ("Group 4") for 35% complete architectural and engineering design services for the proposed Center.
At the September 19, 2023, meeting, the City Council received a presentation on the 35% design completed by Group 4. Per direction from the City Council, Staff was directed to work with the County of Orange ("County") to finalize the boundaries and footprint of the proposed center that
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Nov. 07, 2023
City Council Agenda
November 7, 2023
were identified in the Lease Agreement between the City and the County. The City Council expressed a need for more parking for the proposed center based upon similarly sized nearby facilities. Staff was directed to work with the County to finalize an agreement between the City and the County, authorizing the City to provide at least 225 parking spaces for the proposed center.
Staff and the County of Orange have met and discussed the need for more available parking spaces for the proposed facility. The County is reviewing all information provided to them regarding the City's request to provide the required parking spaces. Currently, the City is awaiting a response from the County; however, Staff would like to ensure that the amendment is ready and signed, should the County approve the City's request for the 225 parking spaces. This action will ensure that there is no significant delay in the project should the County take additional time to approve the parking. Therefore, Staff recommends the City Council approve Amendment No. 1 to the Professional Services Agreement with Group 4, with a contingency clause indicating that no work shall commence on the project until the City and the County have finalized the 225 parking spaces for the proposed Center at Tri -City Park.
In summary, this action shall approve Amendment No. 1 to the Professional Services Agreement with Group 4 to provide Phase II, 100% complete architectural and engineering design services for the proposed Center at Tri -City Park, contingent upon the execution of an amendment to the existing Lease Agreement between the City and the County authorizing the City to provide at least 225 parking spaces for the proposed center or upon approval of a mutually agreed upon alternate site plan or parking plan.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. If approved, direct Staff and the Blue -Ribbon Committee to proceed with 100% complete architectural and engineering design documents for the proposed Community/Senior Center, contingent upon obtaining authorization from the County of Orange to provide at least 225 parking spaces for the proposed center or upon approval of a mutually agreed upon alternate site plan or parking plan; and
2. Approve Amendment No. 1 to the Professional Services Agreement with Group 4 Architecture, Research + Planning Inc. for a not -to -exceed amount of $1,395,000, contingent upon obtaining authorization from the County of Orange to provide at least 225 parking spaces for the proposed center or upon approval of a mutually agreed upon alternate site plan or parking plan; and
3. If approved, authorize the City Administrator to approve any change orders up to 10% of the contract not -to -exceed amount, or $139,500; and
4. If approved, authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
City Council Agenda
November 7, 2023
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 Community/Senior Center, under Objective #5.1.
DISCUSSION:
The Blue -Ribbon Committee ("Committee") was officially formed on September 7, 2021.
Committee members were appointed by each City Council Member in representation of their respective Council Districts with the special purpose of identifying the needs and design components of a proposed Community/Senior Center ("Center") to be constructed within the City.
Tri -City Park was identified as an ideal location, given the availability of land, and surrounding recreational amenities such as the lake and parking accessibility. On October 18, 2022, the City Council approved a ninety-nine (99) year lease with the County of Orange ("County") for the use of Tri -City Park for the construction of a proposed Center at no cost to the City on 2.25 acres of land, valued at several million dollars.
On September 20, 2022, the City entered into a Professional Services Agreement (PSA) with Group 4 Architecture, Research + Planning Inc. ("Group 4") for 35% complete architectural and engineering design services for the proposed Center. The scope of work for Group 4 included the preparation of a detailed needs assessment report as determined by the Committee and community input, along with concept options and a schematic design. Staff and the Committee have worked diligently on the design process with Group 4 and discussed the various needs of the community and the most beneficial and efficient uses for the proposed Center. These discussions have also included identifying the range of furnishings, fixtures, and equipment to be used in the building, based upon the schematic design consisting of refined floor plans, exterior building elevations, and specific use of spaces.
The proposed Center will support a multitude of activities, such as fitness classes, art classes, life-long learning, arts and crafts, music, games, health screenings, exercise classes, nutrition classes, technology classes, meals, and social and support groups for all ages. Additionally, a Targe community hall accommodating 300+ guests for rentals and reservations of community events and private gatherings, with a catering kitchen and outdoor patio/reception areas, is also proposed in the design. Finally, the proposed Center will also include conference/training rooms for Staff, and offices to allow for the relocation of existing Community Services personnel and a third -party vendor space for the operation of a proposed cafe open to all Center and park patrons.
At the September 19, 2023, City Council Meeting, the Council received the 35% complete project design concept. During Council discussion, Staff was directed to work with the County to obtain authorization to utilize additional County Park land to construct at least 225 parking spaces for the proposed Center at Tri -City Park.
City Council Agenda
November 7, 2023
Following City Council direction, Staff and the County of Orange met and discussed the need for more available parking spaces for the proposed Center. The County is reviewing all information provided to them regarding the City's request to provide 225 parking spaces. Currently, the City is awaiting a response from the County; however, Staff would like to ensure that the amendment is ready and signed, should the County approve the City's request for the 225 parking spaces.
This action will ensure that there is no significant delay in the project should the County take additional time to approve the parking. Therefore, Staff recommends that the City Council approve Amendment No. 1 to the Professional Services Agreement with Group 4, with a clause indicating that no work shall commence on the project until the City and the County have finalized the amount of requested parking spaces for the proposed Center at Tri -City Park, or upon approval of a mutually agreed upon alternate site plan or parking plan. Additionally, the City and Group 4 understand and agree that no funds shall be expended, until the City and the County have come to an agreement on the number of parking spaces for the Center.
FISCAL IMPACT:
Amendment No. 1 to the Professional Services Agreement with Group 4 to provide Phase II, 100% complete architectural and engineering design level for the proposed Center is proposed for a not -to -exceed amount of $1,395,000. This expenditure and amendment shall only be valid if the County grants authorization for the requested 225 parking spaces or approves a mutually agreed upon alternate site plan or parking plan. No work shall commence until the City obtains approval for the requested parking spaces or upon approval of a mutually agreed upon alternate plan is reached. Should the City be unable to reach an agreement with the County for the requested 225 parking spaces or agree upon an alternate site plan, Amendment No. 1 shall be null and void.
Funding for Phase II of the project shall include a $500,000 grant from 4th District Supervisor Doug Chaffee's Office, a $600,000 Community Benefit donation from Toll Bros., and $295,000 from the Fiscal Year 2023-2024 General Fund Capital Improvement Projects Fund. Collectively, the donation and grant funds represent over 80% of the funding needed to complete the balance of design. Therefore, sufficient funds exist for the recommended actions.
Prepared by:
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Reviewed by:
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Veronica Ortiz Ortiz Karen Crocker
Deputy Director of Community ervi e Director of Community Services Reviewed and approved:
Jennifer Lampman
Director of Finance
„Reviewed and approved:
Damien R. Arrula
City Administrator
City Council Agenda
November 7, 2023
Attachments:
1. Professional Services Agreement with Group 4 Architecture, Research + Planning Inc.
2. Amendment No. 1 to the Professional Services Agreement with Group 4 Architecture, Research + Planning Inc.