DATE: MAY 24, 2022
DEPARTMENT: PUBLIC WORKS DEPARTMENT
LIBRARY AND COMMUNITY SERVICES
FROM: DAVID JACOBS, PUBLIC WORKS DIRECTOR
KRISTAN LUNDQUIST, LCS DIRECTOR
TITLE: PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SALINAS AND GRIFFIN STRUCTURES RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the City Manager to enter into a Professional Services Agreement between the City of Salinas and Griffin Structures in an amount not to exceed $1,293,710 for Program and Construction Management for the Hebbron Family Center Revitalization Project.
RECOMMENDATION:
It is recommended that the City Council approve a Resolution authorizing the City Manager to enter into a Professional Services Agreement between the City of Salinas and Griffin Structures in an amount not to exceed $1,293,710 for Program and Construction Management for the Hebbron Family Center Revitalization Project.
EXECUTIVE SUMMARY:
On December 8, 2021, the City issued a Request for Qualifications (RFQ) for Project and Construction Management and Community Engagement Assistance for the Hebbron Family Center Revitalization Project. On January 18, 2022, the City received seven (7) Statements of Qualifications (SOQ). City Staff rated and ranked the SOQs and invited the top three (3) firms for interviews. After the interviews Griffin Structures was selected as the most qualified for the Hebbron Project. Following selection, Griffin Structures submitted a proposal, which was reviewed by City Staff. The proposal includes a scope of work, budget, and schedule for:
Project management
Demolition plans and specifications
Community outreach
Design development
Management of the selection of a Design Build Entity
Construction oversight
After discussions between City staff and Griffin Structures a final proposal was submitted at a cost not to exceed of $1,293,710. The final scope, budget and schedule is provided as Exhibit B to the Professional Services Agreement, which is attached to this staff report.
To expedite the project’s completion, CDD staff are seeking separate, prior Council authorization to execute a Second Substantial Amendments to the City’s U.S. Department of Housing and Urban Development (HUD) FY 20-21 Annual Action Plan (AAP) and a First Substantial Amendment to its FY 21-22 AAP to allow the necessary allocation of Community Development Block Grant (CDBG) Entitlement Funds. These funds will support pre-development costs associated with the Hebbron Family Center project as stipulated in the Professional Services Agreement for Griffin Structures.
BACKGROUND:
In July of 2019, the Salinas City Council adopted the Parks, Recreation and Libraries Master Plan. The Master Plan represents a community engagement effort that connected with thousands of residents and community leaders over eighteen (18) months. The plan assessed the state of our current park, recreation, and library facilities and engaged resident to prioritize the need for maintenance. The Hebbron Family Center is not only identified in the Master Plan to have “no architectural value” but scored and ranked the highest in priorities due to its current structural conditions as well as community feedback. In addition, the Alisal Vibrancy Plan (AVP) also adopted by the City Council in 2019, is an action-oriented, comprehensive strategy for the City of Salinas’ (City’s) East Salinas (Alisal) neighborhoods. Created with equity at its core, the AVP is a community-driven plan to alleviate and reverse decades of neglect and underinvestment in the 95% Hispanic/Latino Alisal neighborhoods of the City and to improve the quality of life for residents by building upon the social and cultural wealth of the Alisal. Rebuilding the Hebbron Family Center was identified by the community as a top priority in the AVP as a vital community resource that is in serious disrepair.
The Hebbron Family Center has served residents since the 1960s, the Center was once a community church and then repurposed as a community center in the 1970s. The center has provided many critical programs and services for the community, including after-school recreation and homework assistance programs, a teen lounge, martial arts training, food bank distribution, citizenship classes, a pre-kinder program, and much more. Unfortunately, the Hebbron Community Center closed in 2020 due to the ongoing pandemic and critical safety issues such as roof leaks, potential mold, and significant foundation problems.
Following the recommendations of the Master Plan, staff has worked diligently to secure funding sources to rebuild the Hebbron Family Center. In 2019 and 2020, LCS submitted a Prop 68 application to the Office of Grants and Local Services (OGALS) but was unsuccessful in securing funds for the renovation of the Hebron Family Center. In addition to seeking grant funding, the City submitted a direct request for funds from the State of California through Assemblymember Rivas’ office. The City was notified in September 2021 that the Hebbron Family Center Revitalization Project would receive $8.1 Million from the State.
In April 2022, the LCS and PW Departments made an inquiry to the CDD about the availability of HUD CDBG Entitlement Funds to support the project’s pre-development costs. CDD staff reviewed the request in consultation with HUD staff and have deemed the project as an eligible activity to receive CDBG Entitlement Funds as the project satisfies the National Objective of benefiting a Low Mod Area where 51% of the residents fall within the low- and moderate-income categories. The ability to allocate CDBG funds to support the Hebbron Family Center project will result from prior Council action following a required public hearing to consider the submission of two proposed Substantial Amendments to the City’s FY 20-21 AAP and FY 21-22 AAP on May 24, 2022.
DISCUSSION:
With the short time frame allotted by the State for delivering the new Hebbron Family Center (all money spent by December 2025) and the organizational capacity of current City Staff a design build process was selected. In the design build process plans and specifications are developed to a 30% level. The 30% plans are then put out for proposals to design and build the project. To get to the 30% level an architect is hired, outreach is conducted, and a conceptual plan is developed. The design build entity selected takes the 30% plans and finalizes the design, goes through the permitting process, and builds the structure.
Griffin Structures’ proposal includes 6 phases which include:
Phase 0: Demolition
Phase 1: Visioning
Phase 2: Concept Schematic Design
Phase 3: Design Development
Phase 4: Design Builder Bidding and Award
Phase 5: Design Build Management
Demolition includes plans and specifications to demolish the existing building. There could have been project savings by including the demolition in the design build process, but the condition of the current facility requires it to be demolished as soon as possible.
Visioning includes the establishment of a master schedule, project team meetings, stakeholder discussions, and community meetings.
Concept and Schematic Design includes property survey, geotechnical testing, an open house for the community to view the concepts and give feedback, three conceptual designs and a schematic design.
Design Development this phase will take the community input ad staff input and develop the bridging documents (30% design) that will be used for the performance-based selection of the design build team.
Design Builder Bidding and Award in this phase Griffin will distribute plans to the design teams, conduct a por-bid meeting, answer any requests for information and help the City evaluate the proposals.
Once the Design Build Entity is under contract, Griffin will start the Design Build Management which includes reviewing the construction schedule, holding progress meetings, shop drawing review, answering requests for information, review progress payments, and quality assurance.
CEQA CONSIDERATION:
The City of Salinas has determined that the project is exempt from the California Environmental Quality Act (CEQA) Guidelines Section 15302 et al., Class 2 because the project proposes the replacement and reconstruction of an existing structure.
STRATEGIC PLAN INITIATIVE:
This action supports the Council’s initiative of “Youth and Seniors” and “Economic Development” and implements a top priority of the PRLMP and AVP.
DEPARTMENTAL COORDINATION:
The Public Works Department worked with the Library & Community Services and Community Development Departments to develop the RFQ, rate and rank the SOQs, interview the top firms, and negotiate a final scope of work and budget proposal.
FISCAL AND SUSTAINABILITY IMPACT:
City of Salinas HUD FY 20-21 and FY 21-22 CDBG Entitlement Funds will support the pre-development ‘soft costs’ scope of work as outlined in the Professional Services Agreement in the amount not to exceed $1,293,710. A total of $8.1 million has also been appropriated in CIP 5800.55.9336 for the reconstruction of the Hebbron Family Center.
ATTACHMENTS:
Resolution
Professional Service Agreement
Exhibit B scope of services
Exhibit C CDBG regulations and Requirements
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