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CONSENT
City of San Bernardino
Request for Council Action
Date: February 21, 2024
To: Honorable Mayor and City Council Members
From: Charles A Montoya, City Manager;
Lynn Merrill, Director of Public Works, Operations, and Maintenance
Department: Public Works
Subject: Approval of Design Services Agreement for the Roosevelt Bowl Rehabilitation Improvements (Ward 2)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve the award of a Design Services Agreement with Dunbar Architecture in the amount of $394,320 for Roosevelt Bowls Rehabilitation Improvements (Project); and
2. Authorize the project design cost and contingency cost for unforeseen conditions costs for a potential agreement in the total amount of $39,432.
3. Authorize the City Manager or designee to execute all documents with Dunbar Architecture; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary
Awarding the Agreement for design of the Roosevelt Bowl Rehabilitation Improvements Project would allow the design of improved amenities that will enhance its attractiveness. The Agreement would allow the City to issue Dunbar Architecture a Notice to Proceed, initiating the process to design the improvements.
The agreement will include Dunbar Architecture’s design fee of $394,320. Additional funds are recommended for design contingencies in the amount of $39,432. The total cost of design and design contingencies is $433,752.
Background
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The Roosevelt Bowl is an 1,800-seat outdoor amphitheater that provides a natural and historical setting for a variety of events. The Bowl was built in 1934 and is surrounded by elegant oaks that provides shaded outdoor seating and has been the home for Junior University Productions for over 20 years.
The bowl has undergone several improvements since its opening. In 1981, the old wooden-backed benches were replaced with aluminum seating, and in 1982 a new concrete stage was constructed to replace the original wood stage. In 1983, restrooms and a concession building were added just outside the bowl.
The priority building improvements for the concert venue encompass various facets, beginning with a comprehensive renovation plan focusing on adapting changing rooms for performers to meet their specific needs. Prioritizing enhancements aims to foster increased community engagement across a diverse range of events and activities within this revitalized facility. This includes assessing the condition of the concession area and executing renovations to enhance functionality, aesthetics, and compliance with safety standards. Additionally, upgrades are slated for electrical systems, interior and exterior lighting, and the bathrooms, ensuring compliance with codes and standards while also focusing on accessibility and sustainability. Other vital upgrades involve security systems, fire protection, door replacements, and provisions for storage spaces. Lighting enhancements constitute a significant area of focus, involving a thorough assessment and subsequent implementation of improvements for better visibility, security, and energy efficiency.
Outdoor upgrades include various elements such as replacing benches, addressing safety concerns, preserving historical plaques, and exploring possibilities like designated photo areas and water fountains. Safety and compliance with accessibility standards, ADA upgrades, roofing inspections, picnic area improvements, deferred maintenance resolution, inspection of pergola structures.
Community engagement initiatives are all critical components within this extensive revitalization plan for the concert venue. Efforts to involve the community through feedback sessions and public forums highlights the commitment to ensuring the proposed changes align with the community's desires and needs.
This project's funding is sourced from $600,000 Measure S and $ 600,000 City ARPA. Agreement documents for an additional 1.4 million contributed through the office of Pete Aguilar are currently under review by the U.S. Department of Housing and Urban Development (HUD). Ensuring the prompt design and construction of this project is of utmost importance, especially considering the crucial deadlines associated with ARPA funds.
Discussion
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In April of 2022, the City submitted a staff driven funding request to the FY2022/2023 Community Project Funding (CPF) program through the office of Representative Pete Aguilar. The federally funded grant was approved, and 1.4 Million dollars were allocated for the Roosevelt Bowl Rehabilitation, that in addition to ARPA funds secured by staff in the amount of $600,000 coupled with Measure S funds in the amount of $600,000 provide with sufficient funds for the design and construction of the most significant rehabilitation elements.
This project aims to rehabilitate the Roosevelt Bowl many items as can be accomplished with the current project budget, including perimeter area. As such the consultant will provide advice and assistance to City in determining the feasibility of the various Project components, analysis of the type and quality of materials and construction to be selected, the site location, and other initial planning matters. City staff provided the consultants a list of priority one (1) and priority two (2) of project improvements, to assist staff in the determining which improvements can be completed and provide a comprehensive construction document package to be advertised and that fits the current budget and a construction package that can be advertised later when other funds are secured.
Staff solicited Requests for Proposals (RFP) for professional consulting services for Design and Bid Support Services on October 26, 2023, on City web page and www.planetbids.com On November 22, 2023, the City received three proposals.
The proposals were evaluated by a staff evaluation team based on qualifications of the firm, project related experiences and performance as well as firm profile, personnel/staffing plan. Project references, understanding of the assignments, work plan, demonstrated technical ability, and the firm’s potential to accomplish the project goals within budget as described in the RFP was also evaluated. Consultant firm was selected within the guidelines of the State of California Government Code and the City’s Purchasing Ordinance. Below is the final ranking of the firms:
Therefore, Staff recommends that City Council approve a Professional Services Agreement in the amount of $394,320 Dunbar Architecture., Valley Village, CA for Design and Bid Support Services for Project No. PR-012 Roosevelt Bowl Rehabilitation Project. Staff also recommends that City Council approve a design contingency of $39,432, for a total agreement amount not-to-exceed amount of $433,752.
RANK CONSULTANT FIRM'S LOCATION
1 Dunbar Architecture Valley Village
2 Shepphird Associates Calabasas
3 John Sergio Fisher & Associates Los Angeles
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2021-2025 Strategic Targets and Goals
This project is consistent with Key Strategic Target and Goal No. 2: Focused, Aligned Leadership and Unified Community - Develop and implement a community engagement plan and Build a culture that attracts, retains, and motivates the highest quality talent and Goal No.3C Improved Quality of Life. - Constantly evaluate public safety service delivery models to enhance the quality of service. This DSA will create a thriving city possessing a sustainable system of high-quality education, community health, public safety, housing, retail, recreation, arts and culture and infrastructure and create a broad range of choices for its residents in how they live, work, and play.
Fiscal Impact
There is no General Fund impact associated with this action.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve the award of a Design Services Agreement with Dunbar Architecture in the amount of $394,320 for Roosevelt Bowls Rehabilitation Improvements (Project); and
2. Authorize the project design cost and contingency cost for unforeseen conditions costs for a potential agreement in the total amount of $39,432.
3. Authorize the City Manager or designee to execute all documents with Dunbar Architecture; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Design Services Agreement, Dunbar Architecture Attachment 2 Proposal, Dunbar Architecture
Attachment 3 Location Map
Ward:
Second Ward
Synopsis of Previous Council Actions:
February 2, 2022, Assignment of American Rescue Plan Funds (All Wards).