Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DIRECTOR OF COMMUNITY SERVICES
DATE: JANUARY 23, 2024
AGENDA REPORT
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH RHA LANDSCAPE ARCHITECTS PLANNERS INC. FOR ARCHITECTURAL AND ENGINEERING
DESIGN SERVICES FOR THE PROPOSED PLACENTIA DOG PARK PROJECT NO. 7405
FISCAL
IMPACT: EXPENSE: $80,000 PROFESSIONAL SERVICES AGREEMENT BUDGET: $80,000 FY 2023-24 CIP BUDGET (109800-6760)
SUMMARY:
On October 5, 2023, the City issued and publicly advertised a Request for Proposal (RFP) for professional landscape architecture design services for the proposed Placentia Dog Park Project No. 24705 (the "Project"). This proposed Project will include two separate off -leash spaces for large and small dogs. Additionally, improvements will include agility course features, a dog washing station, site furnishings, landscape, optimal surface material, perimeter fencing, and automated irrigation system.
Staff received four (4) proposals, and after a thorough review selected RHA Landscape Architects Planners Inc. (RHA), based upon their response to the requirements of the RFP, their qualifications, and their experience in designing similar dog park projects. The agreement with RHA will provide the City with the most suitable location for the proposed dog park, project management, preliminary conceptual design, consultant led community meetings to gain resident feedback, and cost estimates. In addition, Staff recommends that a City Council Ad -Hoc Committee be formed to assist Staff and RHA in the design and location of the proposed dog park. It is recommended that this Ad -Hoc Committee be comprised of two Council Members and one Commissioner from the Parks, Arts, and Recreation Commission ("PARC"). RHA will work with Staff and the Ad -Hoc Committee to prepare conceptual plans based upon Staff and Council's input and for consideration by the City's Parks, Arts, and Recreation Commission. Once input has been received, RHA will complete the conceptual design by spring 2024, at which time the City Council may elect to proceed with Phase II of the design project. This action approves a Professional Services Agreement with RHA for design services for the proposed Placentia Dog Park in the amount of $80,000 for Phase I of the design project.
3.a.
Jan 23, 2024
City Council Agenda
January 23, 2024
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Award a Professional Services Agreement for professional landscape architecture services for Phase I for the proposed Dog Park Project to RHA Landscape Architects Planners Inc. for a not -to -exceed amount of $80,000; and
2. Authorize the City Administrator and/or his designee to execute all the necessary documents, in a form approved by the City Attorney; and
3. Appoint a City Council Ad -Hoc Committee comprised of two Council Members and a Commissioner from the Parks, Arts, and Recreation Commission to assist Staff and RHA in identifying a location, conceptual design and amenities for the proposed dog park.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The City Council budgeted $80,000 for design services for the proposed Dog Park Project ("Project") in the Fiscal Year 2023-24 Capital Improvement Program. The general scope of work proposed for this Project includes identifying the most suitable location for the proposed dog park, conducting community meetings to gain resident feedback, and designing two separate off -leash spaces for Targe and small dogs. Additionally, improvements will include agility course features, a dog washing station, site furnishings, landscape, optimal surface material, perimeter fencing, and automated irrigation system.
Staff publicly advertised a notice inviting proposals for professional landscape architecture design services for this project on October 5, 2023. The City received a total of four (4) proposals from well-qualified landscape architecture firms, all of whom have extensive experience in dog park design and development. The Proposal Review Committee consisted of the Director of Community Services, the Deputy Director of Community Services, the Public Works Senior Management Analyst, and the Community Services Management Analyst. The proposals were reviewed and scored based upon the scoring criteria outlined within the request for proposals.
The table below outlines the final scores out of a possible 300 total points and the consultant rankings.
CONSULTANT
RHA Landscape Architects
IDS Group
Nuvis Landscape Architecture
Hirsch & Associates Inc.
TOTAL COMBINED RANKING
POINT SCORE
268 1
248 2
230 3
223 4
City Council Agenda
January 23, 2024
RHA Landscape Architects Planners Inc. (RHA) ranked first based upon their experience and expertise with similar projects and understanding of the work scope and approach of the City's proposed project. The contract scope of work includes conceptual design for all improvements and architecture services for the proposed design project. In addition, Staff recommends that a City Council Ad -Hoc Committee be formed to assist Staff and RHA in the design and location of the proposed dog park. It is recommended that this Ad -Hoc Committee be comprised of two Council Members and one Commissioner from the Parks, Arts, and Recreation Commission ("PARC"). RHA will work with Staff and the Ad -Hoc Committee to prepare conceptual plans based upon Staff and Council's input and for consideration by the City's Parks, Arts, and Recreation Commission. Following the Commission's input and recommendation, the conceptual design plan will be presented to the City Council for approval by late spring 2024. At which point, the City Council may elect to proceed with Phase II of the design project for the proposed dog park.
Staff opened and reviewed the cost proposals for the firms to analyze the resources allocated by each consultant, including the cost for Phase I and Phase II to ensure the cost proposals received are reasonable for the services to be provided. Professional services agreements are awarded based upon qualifications with the cost analyzed to determine if it is reasonable for the services to be delivered. Staff reviewed the cost proposal and resource allocation provided by RHA and found it to be appropriate for the services to be provided in Phase I and Phase II of the total design project. While RHA's cost proposal for Phase I is not the lowest bid among the submitted proposers, their total project cost for Phase I and Phase II is the most cost-efficient for the entire project. Additionally, RHA's Phase I cost is within the City's current budget for the proposed Project. Staff recommends RHA as the most qualified and responsible bidder for the Project. The cost proposal breakdown provided by the firms is outlined below:
CONSULTANT
RHA Landscape Architects
IDS Group
Nuvis Landscape
Architecture
Hirsch & Associates Inc.
PHASE I COST
$80,000
$60,251
$180,303
*PHASE II COST TOTAL PROJECT COST
$106,050 $186,050
$162,053 $222,304
$161,600 $341,903
$50,600 $213,700 $264,300
*To be approved by the City Council at a later date following completion and approval of conceptual design Based upon the proposal provided, RHA's qualifications, and references for similar projects, Staff recommends the City Council award the contract to RHA Landscape Architects Planners Inc.
FISCAL IMPACT:
The total cost for the services for Phase I of the proposed Dog Park design project amounts to $80,000. A total of $80,000 has been budgeted in the Fiscal Year 2023-24 Capital Improvement Program Budget (109800-6760). As such, sufficient funds exist for the recommended actions.
Following completion of conceptual design, should the City Council approve proceeding with Phase II, the remaining design project cost of $106,050 will be allocated to the Capital Improvement Program Budget for Fiscal Year 2024-25 during the City's regular budget process.
City Council Agenda
January 23, 2024
Prepared by:
A ,,
Veronica 1 iz
Deputy Dire\ctar-o Community'ervices
Reviewed and approved by:
JenniferLampman
Director of Finance
Reviewed and a• ve
A
Karen Croc
Director of C
A1J(
ity Se r ices
Reviewed and approved by:
Damien R: Arrula
City Administrator
Attachment:
Professional Services Agreement with RHA Landscape Architects Planners Inc.