Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: December 10, 2024
SUBJECT: THE RINK SPORTS PAVILION - PHASE II, PROJECT P3034 -
PLANS AND SPECIFICATIONS, CONSTRUCTION CONTRACT,
AND PROFESSIONAL SERVICES CONTRACTS
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Approve the plans and specifications for The Rink Sports Pavilion – Phase II, Project P3034.
2. Award the construction contract to AMG and Associates, Inc., in the amount of $21,553,000 and authorize a contingency in the amount of $2,155,300, for a total contract amount not to exceed $23,708,300.
3. Award a professional services contract to Willdan Engineering to provide labor compliance services, in the amount of $40,550 and authorize a contingency in the amount of $4,055 for a total contract amount not to exceed $44,605.
4. Award a professional services contract to Twining, Inc., to provide special inspections and material testing services in the amount of $348,631 and authorize a contingency in the amount of $34,863, for a total contract amount not to exceed $383,494.
5. Extend the current professional services contract and authorize an increased expenditure authority for construction support services with Anil Verma Associates, Inc., in the amount of $621,878 and authorize a contingency in the amount of $62,188, for a revised total contract amount not to exceed $2,396,653.
6. Extend the current professional services contract and authorize an increased expenditure authority for construction management services with RP Development Services, in the
amount of $309,925 and authorize a contingency in the amount of $30,993, for a revised total contract amount not to exceed $918,167.
7. Extend the current professional services contract and authorize an increased expenditure authority for geotechnical construction support services with RT Frankian and Associates, in the amount of $60,000 and authorize a contingency in the amount of $6,000, for a revised total contract amount not to exceed $166,140.
8. Appropriate one-time funds in the amount of $300,000 from the Facilities Fund (Fund 723) to The Rink Sports Pavilion, Project P3034, expenditure account P3034723-516101.
9. Appropriate one-time funds in the amount of $219,936 to The Rink Sports Pavilion Art account A3004602-516101; increase Facilities Fund transfers out account 7239500-710602 and transfers in account 602-600723 by $219,936.
10. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The Rink Sports Pavilion (Rink), will be the first of its kind in the City of Santa Clarita (City) and will offer the community a new intergenerational recreation amenity. The Rink's multi-use facility will offer a roller-skating rink with overlays of a basketball court, pickleball courts, volleyball court, spectator seating, an audio/disc jockey booth with a sound and lighting system, designated area for special events, and a commercial kitchen/concession area. Other improvements include landscape and hardscape enhancements surrounding the facility. The project is located at the Santa Clarita Sports Complex, adjacent to the gymnasium, as shown on the attached Location Map. This project supports the Building and Creating Community theme of the City of Santa Clarita's five-year strategic plan, Santa Clarita 2025.
The Rink project is divided into two phases:
• Phase I includes the rough grading, relocation of the sand volleyball court to a temporary site, grading certification of the building pad, and utility adjustments. The construction contract for Phase I was awarded at the April 9, 2024, City Council meeting.
Construction began in September and is anticipated to be completed by the end of December 2024.
• Phase II includes the construction of the Rink building, landscaping, walkways, utility connections, and parking lot improvements. Construction of Phase II is anticipated to begin in February 2025 and be completed by Summer 2026.
The California Environmental Quality Act (CEQA) requirements were previously completed for the final build out (Phases IV-VI) of the Santa Clarita Sports Complex. On December 19, 2006, the City of Santa Clarita Planning Commission passed, approved, and adopted Resolution P06- 31, approving Master Case 06-114, Conditional Use Permit 06-009, and adopted the Initial Study and Mitigated Negative Declaration for the project. A Notice of Completion was posted at the State Clearinghouse Number 2006111072.
Construction Contract
An invitation to bid was published and circulated via the City’s e-procurement system, BidNet, on October 2 and 9, 2024. The City transmitted the solicitation to 1,786 vendors on BidNet, of which 141vendors downloaded materials. A total of two bids were submitted and opened on November 14, 2024. The results of the bids are shown below.
Company Location Bid Amount
AMG and Associates, Inc. Santa Clarita, CA $21,553,000 The Nazerian Group Encino, CA $21,614,123
Staff recommends the project be awarded to AMG and Associates, Inc., the lowest responsive and responsible bidder. This contractor possesses a valid contractor’s license and is in good standing with the Contractors State License Board. The contractor’s bid was reviewed for accuracy and conformance to the contract documents and was found to be complete. The bid proposal adheres to the project’s plans and specifications and is available in the City Clerk’s Reading File.
Labor Compliance Services
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified firms to provide labor compliance services for the Rink project. The RFP was published and circulated via the City’s e-procurement system, BidNet, on September 16, 2024. The City transmitted the solicitation to 1,874 vendors on BidNet, of which 38 vendors downloaded the RFP. A total of six companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company's ability to meet the specific needs of the City. An evaluation panel comprised of staff from the Public Works Department scored the responses using the following categories of weighted criteria:
• Proposed methodology and ability to meet the scope of work (25 points) • Responsiveness to the RFP including content, format, and thoroughness of the written proposal (25 points)
• Consultant qualifications and overall project team experience (20 points) • Project understanding (20 points)
• References (10 points)
The evaluation panel scored the responses based on a 100-point scale, with the results outlined below:
Rank Company Location Score
1 Willdan Engineering Ventura, CA 96
2 The Solis Group Pasadena, CA 92
3 Parsons Constructors, Inc. Pasadena, CA 92
4 Padilla and Associates, Inc. Santa Ana, CA 91
5 MNS Engineers, Inc. Santa Barbara, CA 90
6 School Construction Compliance, LLC Huntington Beach, CA 71
In reviewing proposals, the evaluation panel awarded the highest score to Willdan Engineering.
The evaluation panel determined that Willdan Engineering’s proposal offered the best overall value to meet the labor compliance services needs.
Willdan Engineering demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. Based on its experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the labor compliance services contract to Willdan Engineering. The proposal is available in the City Clerk’s Reading File.
Special Inspections and Material Testing Services
The City conducted an RFP to solicit proposals from qualified firms to provide special inspections and material testing services for the Rink project. The RFP was published and circulated via the City’s e-procurement system, BidNet, on October 2, 2024. The City transmitted the solicitation to 1,048 vendors on BidNet, of which 30 vendors downloaded the RFP. A total of six companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company's ability to meet the specific needs of the City. An evaluation panel comprised of staff from the Public Works scored the responses based on a 100-point scale using the following categories of weighted criteria:
• Responsiveness to the RFP including content, format, and thoroughness of the written proposal (20 points)
• Consultant qualifications and overall project team experience (20 points) • Proposed methodology and ability to meet the scope of work (20 points) • Project understanding (20 points)
• References (20 points)
Following an initial review by the evaluation panel, two firms, Twining, Inc. and RMA Group, were selected for interviews due to the competitiveness of their proposals. During the interviews, several technical questions related to the scope of work were asked along with follow-up inquiries to ensure a full understanding of each proposer’s offering to the City. Interviews were scored based on a scale of 60 additional possible points. The results of the evaluation and interviews are outlined below:
Rank Company Location Score
1 Twining, Inc. Ventura, CA 155
2 RMA Group Carson, CA 145
3 Fenagh Engineering and Testing Rancho Cucamonga, CA 77 4 MTGL, Inc. Anaheim, CA 68
5 Monterroso Inspections Los Angeles, CA 66
6 Willdan Engineering Industry, CA 65
In reviewing proposals, the evaluation panel awarded the highest score to Twining, Inc. The evaluation panel determined that Twining, Inc.’s proposal offered the best overall value to meet
the special inspections and material testing services needs.
Twining, Inc. demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. Based on its experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the special inspections and material testing services contract to Twining, Inc. The proposal is available in the City Clerk’s Reading File.
Construction Support Services
The City Council awarded a professional services contract for design services to Anil Verma Associates, Inc., (AVA) in April 2022. AVA was selected through a competitive RFP process.
The City Council subsequently authorized contract amendments in April 2023, November 2023, and April 2024 to increase the total contract amount in order to complete Phase II design and provide construction support services for Phase I, for a total contract amount of $1,712,587.
AVA is the architect of record.
In order to provide appropriate construction support throughout Phase II construction, it is recommended that the existing contract with AVA be increased by a total of $684,066, including contingency. This increase will allow AVA to provide construction support as the project is constructed. The revised total contract amount including this increase will be a total not to exceed $2,396,653. The proposal is available in the City Clerk’s Reading File.
Construction Management Support Services
The City Council awarded a professional services contract for constructability review to RP Development Services in April 2023. RP Development Services was selected through a competitive RFP process. The City Council subsequently authorized a contract amendment in April 2024 to increase the total contract amount in order to provide construction management support services through Phase I and continue the constructability review services for Phase II, for a total amount of $577,249.
In order to provide appropriate construction management services throughout Phase II construction, it is recommended that the existing contract with RP Development Services be increased by a total of $340,918, including contingency. This increase will allow RP Development Services to provide construction management services and support at regular meetings, review submittals, respond to requests for information, and address design issues as the project is constructed. The revised overall contract amount including this increase will be a total not to exceed $918,167. The proposal is available in the City Clerk’s Reading File.
Geotechnical Construction Support Services
R.T. Frankian and Associates (RTFA) was awarded a professional services contract in June 2023 through an RFP process for as-needed services to prepare a geotechnical investigation report.
The City Council subsequently authorized a contract amendment in April 2024 to increase the total contract amount in order to provide geotechnical support and testing services through Phase I, for a total amount of $100,140.
In order to provide appropriate geotechnical support and testing services throughout Phase II construction, it is recommended that the existing contract with RTFA be increased by a total of $66,000, including contingency. This increase will allow RTFA to provide geotechnical support and testing services as the project is constructed. The revised overall contract amount including this increase will be a total not to exceed $166,140. The proposal is available in the City Clerk’s Reading File.
Budget Appropriation
The requested budget appropriations will be used for construction support costs, which include labor compliance, construction management, geotechnical services, special inspections and material testing services, permitting fees, and project management.
The requested contingency will cover the cost of unforeseen conditions such as design constraints and modifications, field adjustments, additional special inspection and material testing services, change order requests made by the contractor, and additional work requested by the City.
In addition, this project will have a civic art component that will be accessible to the public, mounted on the existing gymnasium wall that is adjacent to the Rink building. Under the Civic Art Policy, the Rink qualifies as a City capital improvement project that allocates one percent of eligible project costs towards civic art. The requested budget of $219,936 will provide for costs related to labor, material, and installation of the art component. The City Council will consider approval of the Arts Commission's selected artist and concept through a separate item during its regular meeting on January 14.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, project budget will be increased in expenditure account P3034723-516101 (Facilities Fund) by $300,000. $219,936 will be made available in The Rink Sports Pavilion Art expenditure account A3004602-516101 (Civic Art Projects Fund) to support the art component project costs. Project funding previously budgeted is available in project expenditure accounts P3034305-516101(Quimby Park Dedication Fund) and P3034723- 516101 (Facilities Fund) to support the recommended contracts and associated project costs for a total construction budget of $25,300,000.
ATTACHMENTS
Location Map
Bid Proposal for AMG and Associates, Inc. (available in the City Clerk's Reading File) Proposal for Willdan Engineering (available in the City Clerk's Reading File)
Proposal for Twining, Inc. (available in the City Clerk's Reading File) Proposal for Anil Verma Associates, Inc. (available in the City Clerk's Reading File) Proposal for RP Development Services (available in the City Clerk's Reading File) Proposal for R.T. Frankian and Associates (available in the City Clerk's Reading File)