CITY COUNCIL STAFF REPORT
Meeting Date: April 15, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-24 AUTHORIZING THE CITY
MANAGER TO EXECUTE A DESIGN PROFESSIONAL SERVICES
AGREEMENT FOR PLANS, SPECIFICATIONS AND ESTIMATES
WITH ROBERT NEBOLON ARCHITECTS FOR THE CITY HALL
POND AND FOUNTAIN REHABILITATION PROJECT
SYNOPSIS
The City Hall Pond and Fountain Rehabilitation Project provides for needed renovation of the existing pond, fountain, and walkway. The purpose of this item is to seek authorization to award a Design Professional Services Agreement with Robert Nebolon Architects (Consultant) for the City Hall Pond and Fountain Rehabilitation Project (Project).
DISCUSSION
Background
Constructed in 1991, the Pleasant Hill City Hall consists of three structures, including a two-story office building, council chamber, a single-story community room, and a water feature. In 2018, the City hired an outside consultant to perform a building assessment study and several components of City Hall have been selected for renovation and/or replacement; including the existing pond, fountain, and walkway.
The City Hall Fountain Renovation Project and the City Hall Pond Plumbing Systems Repair Project are both identified in the approved Fiscal Year 2022-2027 Capital Improvement Plan (FY 2022/2027 CIP). In an effort to save City resources, reduce administrative costs, and improve economy of scale pricing, staff has combined these two projects into one: the City Hall Pond and Fountain Renovation Project.
The existing concrete lined pond was last serviced in 2010. It is shallow and currently suffers from poor water quality and proliferation of algae and sediment. Additionally, the mechanical equipment needs to either be serviced, cleaned, and/or replaced. The existing fountain conveys hard and abrasive well water, which has caused extensive damage to the fountain’s tile by removing most of the grout and protective coating of the tiles, creating an unattractive appearance to the water feature. The original plaza/donor memorial walkway is composed of concrete and decorative tiles, and over time the elastomeric seal along the tile edges has failed, allowing water to settle beneath the tiles, causing them to crack/break, creating a tripping hazard.
Conceptual Project Designs and Cost Estimates. On October 2, 2023, per Resolution No. 70-23, the City Council authorized the City Manager to execute a Design Professional Services agreement with Robert Nebolon Architects (consultant) for conceptual architectural design services. On February 26, 2024, City staff presented two conceptual design options with renderings of the proposed renovated pond, fountain, plaza paving, new land bridge, and a donor memorial that enhances the existing architectural style of Pleasant Hill City Hall.
The conceptual design plans and preliminary construction and design cost estimates are as follows:
Design Option 1 ($1,174,700): Includes fountain and plaza tile replacement and minor fountain plumbing upgrades and replacement. The koi fish, turtles, and marine life will remain in current locations, the presence of which continues to present ongoing challenges relative to degradation of plumbing systems and general maintenance.
Design Option 2 ($2,454,210): Includes the design features and improvements from Option 1 above, though Option 2 separates the koi fish, turtle, and marine life into a split system where the existing pond will become an urban ornamental “lake” and the marine life will be transferred to the new “koi pond.” The separation of these elements will improve water quality, extend the life of plumbing infrastructure, and address some of the existing maintenance challenges.
The City Council expressed interest in separating the water bodies into two systems and directed staff to pursue the PS&E services for Design Option 2.
The City Council, at its April 1, 2024 regularly scheduled meeting appointed an Ad Hoc Advisory Committee, including Vice Mayor Sue Noack and Councilmember Zac Shess, to provide staff recommendations when finalizing the design for the project.
Analysis
Staff issued a Request for Proposals (RFP) on March 1, 2024, for engineering design, preparation of the project plans and specifications, and bid/construction management support. RFPs were sent to three qualified engineering, architectural, and landscape architectural firms, including Gates & Associates, Jett Landscaping, Robert Nebolon Architects, and also posted on the City website. In response, Robert Nebolon Architects (RNA) was the only firm who submitted a project proposal for the City’s consideration by the March 28, 2024 deadline.
Staff reviewed the proposal and determined RNA is a qualified consultant based on the following criteria: project understanding; the ability to meet the City’s Project design schedule, a team of qualified staff, and experienced sub-consultants. RNA’s team consists of architects, water feature/fountain subconsultant (CMS Collaborative Water Feature Consultants (CMS)), and Kevin Keim, the director of the Charles Moore Foundation, who will provide guidance and commentary during the design process. The RNA team has previously completed several relevant projects including architectural preservation and restoration of the Charles Moore Residence in Orinda, CA (RNA); the City Manager House in Oakland, CA (RNA); and mechanical and electrical system design of the National World War I Memorial in Washington, D.C. (CMS).
On April 3, 2024, the Ad Hoc Advisory Committee met with staff and reviewed RNA’s cost proposal and scope of work, and made the following recommendations to the project scope:
a. Replacement of the walkway donor tiles with a plaque (locations TBD) b. Removal of 3 proposed pre-cast concrete boats
c. Removal of the proposed concrete walkway connecting Gregory Lane to the north side of the pond
d. Removal of the proposed full landscaping screen along Gregory Lane, north of the pond e. Removal of the landscaping along the large lake
f. Addition of a concrete walkway along the east and southern side of the lake from the walkway to the existing stage
g. Redesign of the inlaid permeable pavers at the east side parking lot entryway h. Addition of the metal bridge across pond at the northeast side of the pond Staff have since met with RNA to review the Ad Hoc Advisory Committee’s proposed changes and included the recommendations to the project scope. Based on these changes, the Consultant’s cost proposal was reduced from $262,630 to $218,700.
FISCAL IMPACT
Robert Nebolon Architects’ proposal is in the amount of $218,700. Staff recommends a contingency amount of $21,870 (10%), bringing the total engineering design cost to $240,570.
Staff believes this proposal is complete and acceptable considering the scope and complexity of the project. The City Hall Pond and Fountain Rehabilitation Project is an approved project in the FY 2022-2027 CIP and funded by the American Rescue Plan Act of 2021 (ARPA). Engineering staff has confirmed with the Finance Department that these funds are available.
PUBLIC CONTACT
Public contact was made through posting the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S):
Proposed Resolution
Exhibit 1 – Agreement/Cost Proposal
Exhibit 2 – Conceptual Design Option 2
Prepared by: Omar Adina, Assistant Engineer
Reviewed by: Ann James, Interim Public Works Manager
Approved by: Ethan Bindernagel, City Manager