Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 9, 2023
SUBJECT: DESIGN CONTRACT FOR PARKS MAINTENANCE YARD
IMPROVEMENTS PROJECT P4028
DEPARTMENT: Neighborhood Services
PRESENTER: Susan Nelson
RECOMMENDED ACTION
City Council:
1. Award a design contract to Psomas for the Parks Maintenance Yard Improvements Preliminary Investigation and Concept Design and Studies, Project P4028, in the amount of $259,519 and authorize a contingency in the amount of $38,928, for a total contract amount not to exceed $298,447.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
This design project will provide site improvements and additional amenities to support the Parks and Facility Maintenance operations at the Central Park Yard (Yard), located on a 5.25-acre area in the eastern portion of Central Park. The Yard is the hub for the City of Santa Clarita (City) Parks and Facility Maintenance Divisions (Divisions). The facility includes staff offices and parking, storage for equipment and supplies, City vehicle parking, and space for maintenance operations.
The existing building was built as part of the initial construction of the Central Park development in 2000. Interior tenant improvements were completed in 2010 to expand office space for the supervisory team, and a portable classroom was transformed into a locker room for field staff.
With the continued growth of staff, City facilities, parks, trails, and open space, the Yard and building structure need to be reevaluated and restructured for today's capacity and the City's future growth.
This project supports the Sustaining Public Infrastructure theme of the City’s five-year strategic plan, Santa Clarita 2025.
This design project encompasses improvements identified through site studies and close engagement with the Divisions. The project will include improvements to the existing staff building, including functional workspaces for all staff, offices, and meeting spaces. Site enhancements will include improvements to the staff parking area, City vehicle and equipment parking, materials storage, maintenance facilities, gym and locker room facilities, wash bay, improved circulation, and drainage and technology upgrades. A location map with an aerial view of the project site is attached.
The scope of work for this design contract includes engineering and architectural design services required to complete a comprehensive investigation of the site, research existing conditions, prepare concept studies to deliver conceptual design plans, and prepare cost estimates for the project. Upon completion of the concept, staff will request authorization from the City Council to award a Construction Document Preparation Contract to Psomas to complete design services.
A Request for Proposal (RFP) for the project's design was prepared and posted on BidNet on January 31, 2023. The RFP asked firms to identify their relevant experience with similar projects and demonstrate their design approach for this project. On March 2, 2023, two firms submitted proposals. Staff reviewed the proposals and, based on their evaluations, scored the firms on a 100-point scale.
Rank Company Location Score
1 Psomas Valencia, CA 89.8
2 TAIT & Associates Santa Ana, CA 84.6
The scoring system was based on the following criteria: responsiveness to the RFP, qualifications and overall project team 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 to prepare the plans, specifications, and an engineer's estimate.
Psomas 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 must 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 Psomas.
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 project's design. 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 the selection of architectural and engineering services 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 reached an agreement with Psomas at a fair and reasonable price.
ALTERNATIVE ACTION
Other actions as determined by the City Council.
FISCAL IMPACT
Adequate funding is available in project account P4028723-516101.
ATTACHMENTS
Location Map
Psomas Proposal P4028 (available in the City Clerk's Reading File) Fee Proposal Psomas (available in the City Clerk's Reading File)