City Council
Report
City Council Meeting: December 13, 2022
Agenda Item: 5.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award RFP #SP2672 to Bureau Veritas Technical Assessments LLC for Professional Services for the Park Condition Assessment Project Recommended Action
Staff recommends that the City Council:
1. Award RFP #SP2672 to Bureau Veritas Technical Assessments LLC for preparation of a park condition assessment for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a professional services agreement with Bureau Veritas Technical Assessments LLC in an amount not to exceed $168,000 (including a 10% contingency); and
3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
This Park Condition Assessment Project would provide a comprehensive analysis of 30 selected sites within the City’s parks and recreation system and deliver a strategic 20- year capital plan for maintaining, renovating, and ultimately replacing existing park amenities and facilities by documenting existing conditions, projecting anticipated lifecycles, and estimating replacement costs. The results of the park condition assessment and capital plan will achieve the following:
1) Identify and prioritize the actions and funding requirements necessary for maintaining existing park assets; and
2) Inform the continued development of Santa Monica’s Parks and Recreation Master Plan update, a long-term strategic plan that will guide the evolution of the city’s parks and recreation system over the next 20 years. 2 of 6
Staff recommends awarding an agreement with Bureau Veritas Technical Assessments LLC to provide professional services for the Park Condition Assessment Project in an amount not to exceed $168,000 (including a 10% contingency). Staff anticipates project kickoff in early 2023 and completion within 6-9 months.
Discussion
Santa Monica’s multifaceted parks and recreation system includes the beach, community gardens, award-winning parks, community facilities, portions of Santa Monica-Malibu Unified School District (SMMUSD) sites, and a variety of recreation programs and services. Between 1997 and 2017, the parks and recreation system was guided by the City’s first Parks and Recreation Master Plan (PRMP). Adopted in 1997 and based upon the Open Space Element, which was prepared simultaneously, the PRMP set forth specific actions over 20 years to help implement Open Space Element objectives and policies. In 2018, the City began the process of updating the PRMP to respond to current community needs, values, and opportunities and guide the evolution of the City’s park system for the next 20 years; however, the drafting of the PRMP update was halted in early 2020 at the start of the COVID-19 pandemic. Given the disruption and economic losses that accompanied the COVID-19 pandemic and the City’s budget and economic recovery realities, staff identified the need for a condition assessment of existing park amenities and facilities as the appropriate first step to restarting and completing the PRMP update process.
The City intermittently completes a citywide facility condition assessment (FCA) assessing all of the City’s existing structures, including park facilities, but has not yet completed a park condition assessment (PCA) that comprehensively assesses park amenities such as play equipment, picnic tables, pathways, signage, plantings, and lighting. Most recently, the citywide FCA was completed in 2011. Through the years, the City has continued to add new parks and facilities to better serve the needs of its residents and visitors. Recent additions to the City’s park and recreation system include Tongva Park, Ishihara Park, and Historic Belmar Park. The City’s aging parks and recreation system currently represents an unknown future expenditure due to the lack of a recent and comprehensive condition assessment and maintenance, repair, and 3 of 6
replacement (MR&R) analysis. To advance the development of the PRMP, the City needs a clear understanding of the current state of the parks and recreation system, including the repair and replacement needs of existing assets.
This necessary project would provide a comprehensive analysis of 30 selected sites within the City’s parks and recreation system and deliver a strategic 20-year capital plan for maintaining, renovating, and ultimately replacing existing park amenities and facilities by documenting existing conditions, projecting anticipated lifecycles, and estimating replacement costs. Two sites are excluded from the assessment: (1) Colorado Center Park, owned and maintained by the Colorado Center and (2) Ocean Park Green Space, a series of five small planted areas along Ocean Park Boulevard ranging in size from 2,200 square feet to approximately 6,000 square feet, totaling less than half an acre of land. Staff does not see a need to analyze either of these sites. The project also excludes all park spaces that fall within the boundary of Santa Monica State Beach. Examples of these sites include North Beach Playground and Beach Park #4 (also known as Dorothy Green Park). A condition assessment of beach amenities will be completed as part of the Beach Master Plan, which was adopted as part of the FY2022-24 Biennial CIP Budget.
Primary project objectives include:
• Complete park condition assessments for 30 selected sites comprised of 27 city parks, portions of 2 SMMUSD sites, and the Main Street community garden (see Attachment A)
• Complete facility condition assessment for 42 selected park facilities (see Attachment B)
• Complete public outreach and present to the Recreation and Parks Commission • Using data obtained from the park and facility condition assessments, establish a meaningful baseline; develop a list of MR&R priorities and create a strategic capital plan for the next 20 years
• Identify deficiencies and recommend and provide cost estimates for corrections • Analyze budget implications based in part on an amenity life-cycle cost analysis 4 of 6
• Identify funding options, capital budget requirements, and revenue sources • Develop a protocol for on-going monitoring of park and facility conditions, work performed, and records information/documentation in an appropriate database The results of the park and facility condition assessments and capital plan will achieve the following: 1) Identify and prioritize the actions and funding requirements necessary for maintaining existing park assets and 2) Inform the continued development of Santa Monica’s PRMP update. To continue the system’s functionality in the near-term and plan for its highest and best use in the long-term, both ongoing investment into parks and visionary master planning efforts are essential.
Vendor/Consultant Selection
The City received a total of five proposals. An evaluation panel composed of Architecture Services and Public Landscape staff evaluated the proposals and recommend Bureau Veritas Technical Assessments LLC as the best qualified firm to provide professional services for the Park Condition Assessment Project.
Bidder Recommendation
Best Qualified Person/Firm Bureau Veritas Technical Assessments LLC Evaluation Criteria Experience/technical competence, work plans/timeline, cost of services/cost control, value added/breadth of service, sample materials, and stability/references.
Municipal Code SMMC 2.24.190
RFPs Received
Bricolage Bureau Veritas Technical
Assessments LLC
Jones Payne Group, Inc.
Kayuga Solution Sasaki
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
08/23/2022
City's Online
Bidding Site Santa Monica Daily Press 56 09/27/2022
Justification to Award
Based on this criteria, and criteria in SMMC 2.24.190, staff recommends Bureau Veritas Technical Assessments LLC as the best qualified firm to provide professional 5 of 6
services based on proven experience in performing park and facility condition assessments, project approach and understanding, competitive cost proposal, and their ability to provide a locally based team familiar with local climate conditions and our unique community needs to support the commitment to deliver the project to the City on schedule and within budget.
Next Steps
Bureau Veritas Technical Assessments LLC would initiate background research and data collection, conduct required field work, and present the project scope and team to the Recreation and Parks Commission. Following the public outreach process, Bureau Veritas Technical Assessments LLC would deliver City-approved final reports. Staff anticipates project kickoff in early 2023 and completion within 6-9 months.
Environmental Assessment
This is not a project for the purpose of the California Environmental Quality Act (CEQA).
Past Council Actions
Meeting Date Description
03/09/10
(Attachment C)
Facility Condition Assessment & Condition Analysis Study for all 148 of the City’s existing structures
02/08/22
(Attachment D)
Approval of FY21-22 and FY22-23 Budget Changes – Park
Condition Assessment
06/28/22
(Attachment E)
Adoption of FY22-23 Budget and Adoption of FY22-23 CIP Budget and Approval of FY23-24 CIP Budget Plan – Citywide Facilities Renewal Program
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Special Revenue Source Fund comprised of Parks and Recreation Development Impact Fees and the General Fund to award an agreement to Bureau Veritas Technical Assessments LLC for professional services for the Park Condition Assessment Project.
Agreement
FY 2022-23 Request Amount CIP Account # Total Contract
Amount
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$118,000 C1008230.689000 $118,000
$50,000 C0104580.689000 $50,000
Total $168,000
Prepared By: Linda Cogswell, Architectural Associate
Approved Forwarded to Council
Attachments:
A. Park Condition Assessment Selected Sites
B. Park Condition Assessment Selected Park Facilities
C. March 9, 2010 Staff Report
D. February 8, 2022 Staff Report
E. June 28, 2022 Staff Report
F. Bureau Veritas Technical Assessments LLC Oaks Initiative Form