Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 22, 2022
SUBJECT: SANTA CLARITA SPORTS COMPLEX BUILDOUT, PROJECT F3024 - AWARD DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award a design contract to Kimley-Horn and Associates, Inc., for the Santa Clarita Sports Complex Buildout, Project F3024, in the amount of $3,049,816 and authorize a contingency in the amount of $304,982, for a total contract amount not to exceed $3,354,798.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The design for the Santa Clarita Sports Complex (SCSC) Buildout will primarily focus on the undeveloped 38-acre area in the southeastern portion of the SCSC. It will feature the addition of three full-size multipurpose fields and one multipurpose field for twelve and under youth sports.
This project will also incorporate a 400-meter running track with terraced seating around a portion of the track, a destination inclusive playground, a bike park with multiple tracks including a USA BMX sanctioned track, a self-contained dog park with shade canopies and fencing, open space trails, sand volleyball courts, picnic shelters, a restroom building, site and field lighting, and additional parking. This project supports the Building and Creating Community theme of the City of Santa Clarita’s (City) five-year strategic plan, Santa Clarita 2025.
The master planning process for the SCSC began in October 1998 and included two public workshops. The initial SCSC Master Plan was supported by City Council on May 4, 1999. In December 2002, City Council authorized staff to begin the process of revising the Master Plan for the SCSC to include the addition of an adjacent 38-acre parcel. The public participation
process included two public outreach meetings. The first meeting offered a community site awareness tour and planning workshop, and the second meeting presented the revised Master Plan for public review. A total of 76 people attended these two meetings and represented a good cross-section of organized sports and general recreation users. Staff also received several comment letters from those unable to attend the meetings, and these comments received consideration as part of the planning process. This process provided for the necessary site evaluations, and the folding together of community input, consistent with the City’s park development standards. The City Council approved the expansion of the SCSC Master Plan on February 24, 2004.
Staff updated the SCSC Master Plan in January 2022 based on findings outlined in the Parks and Recreation 5-Year Plan and as a result of two separate community surveys which were conducted by City staff, a series of focus group meetings with community stakeholders, and a scientific community survey conducted by an outside consultant.
The scope of work for this design contract includes architectural, engineering, and landscape design services required to prepare construction documents. These documents will consist of complete plans, specifications, and engineer’s estimates for construction. Bid assistance will also be provided to support the proposed site improvements.
A Request for Proposal (RFP) for the design of the project was prepared and posted on BidNet on July 6, 2022. The RFP asked firms to identify their relevant experience with similar projects and demonstrate their design approach for this project. On August 24, 2022, five firms submitted proposals. Staff reviewed the proposals, and based on their initial evaluations, the top three firms were invited to interview. Staff scored the firms on a 100-point scale and the following final ratings incorporated interview evaluations for the top three firms:
Rank Company Location Score
1. Kimley-Horn and Associates, Inc. Los Angeles, CA 94
2. Verde Design, Inc. Riverside, CA 92
3. BrightView Design Group Irvine, CA 88
4. RJM Design Group, Inc. San Juan Capistrano, CA 83
5. Anil Verma & Associates, Inc. Los Angeles, CA 81
The scoring system was based on the following criteria: responsiveness to the RFP, qualifications and design experience, proposed methodology, ability to meet the scope of work, project approach, and references. Additionally, the consulting firms were asked to provide a detailed schedule and scope of work required for them to prepare the plans, specifications, and an engineer’s estimate.
Kimley Horn and Associates, Inc., demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. They analyzed the project location and identified key design factors that will need to be addressed in the design.
Based on their design experience with similar projects and the completeness of their proposal for this project, staff recommends awarding the design contract to Kimley Horn and Associates, Inc.
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 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 Kimley-Horn and Associates, Inc., at a fair and reasonable price.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in expenditure account F3024723-516101 (Facilities Fund) to support the recommended contract and project administrative costs.
ATTACHMENTS
Location Map
Proposal for Kimley Horn and Associates, Inc. (available in the City Clerk's Reading File)