Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 12, 2022
SUBJECT: SANTA CLARITA ROLLER SKATING RINK, PROJECT P3034 -
AWARD DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award a design contract to Anil Verma Associates, Inc., to design the Santa Clarita Roller Skating Rink, Project P3034, in the amount of $323,800 and authorize a contingency in the amount of $32,380, for a total contract amount not to exceed $356,180.
2. Appropriate one-time funds in the amount of $150,000 from the American Rescue Plan Act Fund (Fund 228) to expenditure account P3034228-516101.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The proposed Santa Clarita Roller Skating Rink (Rink) will be the first of its kind in Santa Clarita and will offer the community a new intergenerational outdoor recreation amenity. The project will be located at the Santa Clarita Sports Complex, adjacent to the gymnasium, and is anticipated to include a gated roller skating rink with a single-story covered structure, shaded spectator seating, an audio booth with a sound system, dasher boards, security cameras, WIFI access point, LED lighting, and landscaping. The final amenities will be determined through a concept plan and public outreach process. This project supports the Building and Creating Community theme of the Santa Clarita 2025 plan.
A Request for Proposal (RFP) for the design of the project was prepared and posted on BidNet, and published in The Signal newspaper on January 27, 2022. The RFP asked firms to identify their relevant experience with similar projects, describe their approach for the design, and
complete all design documents necessary for construction. The bid specifications were downloaded by 36 vendors and one proposal was submitted by the set deadline of March 3, 2022. Staff reviewed the proposal and based on their evaluations, scored the firm on a 100-point scale as follows:
Rank Company Location Score
1 Anil Verma Associates, Inc. Los Angeles, CA 89.33
The scoring system was based on the following criteria: an understanding of the scope and approach to the required work and key development tasks, the consultant’s previous experience with similar projects and experience working with the City of Santa Clarita (City), qualifications of the project team and their resources, and organization of the proposal. Additionally, each consulting firm was asked to provide a detailed scope of work required to prepare the plans, specifications, and engineer’s construction estimate. Due to the volatile bidding environment and high construction activity throughout Southern California, the City continues to receive fewer bids on projects at a higher cost.
Considering the unique nature of this type of project, staff reached out to several firms before the RFP was posted to garner interest in the project. To accommodate out-of-state firms that downloaded the project documents, a virtual pre-proposal job walk was provided along with an in-person meeting one week prior to the RFP deadline. On March 3, 2022, one firm submitted a proposal to the City. Staff from the Public Works, Neighborhood Services, and Recreation and Community Services departments reviewed and evaluated the proposal.
Anil Verma Associates, Inc., demonstrated an in-depth understanding of the project’s needs and provided a detailed scope of work and approach to the project. They analyzed and identified key design factors that will need to be addressed in the design and presented ideas that clearly represent the vision of the City for the project. Anil Verma Associates, Inc., is a sub-consultant for the City’s Via Princessa Park and Vista Canyon Metrolink Station projects. They have also worked on projects such as Disney California Adventures - Cars Land and Gateway to LA at LAX. Based on their design experience with similar projects and the completeness of their proposal, staff recommends awarding the design contract to Anil Verma Associates, Inc.
The current project budget of $300,000 is insufficient to complete the design phase of this project. The appropriations request of $150,000 will cover the remaining contract cost, topographic survey, geotechnical investigations and report preparation, field investigations, potholing services, and permit fees for the project. The budget will also cover administrative costs associated with the anticipated public outreach component and staff time.
The requested contingency will cover the costs of unforeseen design constraints and account for potential design modifications requested by the City and other permitting agencies during the design of the project. This includes potential adjustments to the architectural drawings, engineered grades, change order requests made by the design firm, and change orders for additional work requested by the City.
California Government Code Section 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for
the satisfactory performance of the services required and does not authorize the selection of professional architect and engineering services based on cost. City staff was able to reach an agreement with Anil Verma Associates, Inc., at a fair and reasonable price.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in expenditure account P3034228-516101 to support the recommended contract.
ATTACHMENTS
Location Map
Proposal for Anil Verma Associates, Inc. (available in the City Clerk's Reading File)