CITY OF POMONA
COUNCIL REPORT
February 27, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: RESOLUTION AMENDING THE FY 2022-23 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY APPROPRIATING $1,100,000 OF STATE OF CALIFORNIA GENERAL FUND GRANT FUNDS AND $36,904 OF MAYORAL CIP CARRYOVER DISCRETIONARY FUND BALANCE; AND AWARD OF CONTRACT TO HIRSCH & ASSOCIATES, Inc. FOR PROFESSIONAL DESIGN SERVICES IN AN AMOUNT NOT-TO-EXCEED $445,700 FOR “CIVIC CENTER PLAZA REHABILITATION,” PROJECT NO. 428-71063 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Adopt the following Resolution:
RESOLUTION NO. 2023-38 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING THE FY 2022-23 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY INCREASING REVENUE ESTIMATES AND APPROPRIATING $1,100,000 OF STATE OF CALIFORNIA GENERAL FUND GRANT FUNDS TO “CIVIC CENTER PLAZA REHABILITATION,” CITY PROJECT NO. 428-2590-XXXXX-71063, AND APPROPRIATING $36,904 OF MAYORAL CIP CARRYOVER DISCRETIONARY FUND balance TO “CIVIC CENTER PLAZA REHABILITATION,” CITY PROJECT NO. 428-2590-XXXXX-71063; Approve the award of an agreement to Hirsch & Associates, Inc providing professional consulting services in an amount not-to-exceed $445,700 for “Civic Center Plaza Rehabilitation,” Project No. 428-71063; and Authorize the City Manager to execute the agreement and any amendments/revisions to the agreement with Hirsch & Associates, Inc., subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the recommended actions will amend the FY 2022-23 CIP Budget and will result in the award of a contract to Hirsch & Associates, Inc. for professional services for “Civic Center Plaza Rehabilitation,” Project No. 428-71063 (Project). The professional services are for the complete design (landscape and architecture) of the proposed playground and restroom facility, bidding support, and related work (environmental, utilities, etc.).
FISCAL IMPACT:
Approval of these actions will amend the FY 2022-23 CIP Budget and will award a design contract in the amount not to exceed $445,700 to Hirsch & Associates, Inc. for the Project. The fiscal impacts associated with the recommended actions are summarized in the tables below:
Mayoral CIP Discretionary Fund
Category
Amount
Available Mayoral CIP Carryover Discretionary Fund Balance $36,904.07
Transfer Available Mayoral CIP Carryover Discretionary Fund Balance ($36,904.07)
Remaining Balance
$0.00
“Civic Center Plaza Rehabilitation”
Project No. 428-2590-XXXXX-71063
Category
Amount
Current Budget
$1,207,367
Appropriation of available State of California General Fund Grant $1,100,000
Appropriation of Mayoral CIP Carryover Discretionary Fund Balance $36,904
Revised Budget
$2,344,271
Encumbrances / Expenses as of February 15, 2023
($19,185)
Award Hirsch & Associates, Inc. Contract
($445,700)
Funds Available for Contingency, Staff Time, and Construction $1,879,386
PUBLIC NOTICING REQUIREMENTS:
A Request for Proposal (RFP) was published on Planet Bids beginning August 10, 2022, and proposals were due on September 26, 2022.
PREVIOUS RELATED ACTION:
On June 6, 2022, City Council adopted Resolution No. 2022-90 to accept the State of California General Fund grant funds.
DISCUSSION:
This project and professional services agreement will design a new playground in the open space area of Civic Center Park Plaza. The playground design intent is to create a park similar to the Kids World Park in Santa Barbara, and this new playground will include a water feature as funds and water restrictions allow. The project will also include restrooms.
The $1.1 million State of California General Fund grant funding is recommended to be appropriated to the Project with this action. In addition, the recommended award of a professional services contract to Hirsch and Associates, Inc. will provide the services needed for design of the proposed project improvements shown in the preliminary site plan in Attachment No. 2.
On August 10, 2022, RFP No. 2022-44 was issued on the City’s electronic bidding platform, Planet Bids. The solicitation notified 10 approved consultants, of which 6 consultants downloaded it, and which resulted in the City receiving one proposal. The bidder met the minimum qualifications and was evaluated based on their pricing proposal. Staff commenced negotiations with the consultant, Hirsch & Associates Inc., which resulted in the recommended award/agreement.
The proposed improvements to be designed for the Project include a large all-abilities playground, a restroom facility, drinking fountain, art installations, lighting, and related works.
COUNCIL PRIORITIES & GOALS:
This item supports the June 21, 2021, City Council Priorities and Goals: Priority 5 – Infrastructure: Goal O – Improve Parks facilities.
ALTERNATIVE(S):
Staff does not recommend cancelling the bids, making substantial modifications to the Project, or rebidding the planned work. If the Project was rebid, then significant delay, substantial grant and other potential funding losses, and related impacts would be incurred.
Prepared by:
Matt Pilarz
Principal Civil Engineer
ATTACHMENTS:
Attachment No. 1 – Resolution 2023-38
Attachment No. 2 – Site Plan
Amendment of FY 2022-23 CIP Budget and Award of Design Services Agreement to Hirsch & Associates, Inc.