City Council
Report
City Council Meeting: August 27, 2024
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award Request for Proposal and enter into Agreement with SWA Group for Design Services for the Memorial Park Redevelopment and Expansion Project
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15262, Feasibility and Planning Studies, of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP #SP2509 to SWA Group for professional design services for the Memorial Park Redevelopment and Expansion Project;
3. Authorize the City Manager to negotiate and execute a professional services agreement with SWA Group in an amount not to exceed $4,405,000 (including a 15% contingency) for two years with a one-year renewal option; and
4. Authorize budget amendment as outlined in the Financial Impacts and Budget Actions section of this report (requires 5 votes).
Summary
Established in the 1950s and geographically located in the center of Santa Monica, Memorial Park is important to the city’s overall parks and recreation system as it serves as the primary park for baseball and softball as well as being the home for the City’s only public gymnasium, skate park, and pickleball courts. The Memorial Park Redevelopment and Expansion Project (Project) would combine the 10.3-acre Memorial Park and the adjacent 2.9-acre City-owned former Fisher Lumber site into a 13.2-acre newly renovated and expanded community park to meet an increasing demand for recreational activities. The Project would also integrate components of the City’s Pedestrian Action Plan and Bicycle Action Plan. An extensive community outreach 2 of 14
process guided the development of a master plan layout and park program for the future renovation and expansion of Memorial Park that would include additional diamond sports fields and other highly desired community amenities.
On August 22, 2023, Council directed staff to seek proposals for design (including preconstruction) services of phases 1 and 2 of the Project. In addition, with Council authorization from September 2022, staff reengaged Santa Monica College (SMC) and Santa Monica-Malibu Unified School District (SMMUSD) and is actively negotiating Fiscal and Use Agreements for capital improvement construction costs and their associated programmed joint uses for the implementation of phases 1 and 2. If successfully negotiated, the Fiscal and Use Agreements would fund the bulk of the construction costs of phases 1 and 2. The ability to proceed with construction is therefore contingent upon the City’s ability to reach final agreement(s) with SMC and/or SMMUSD. The Project also includes design of a regional stormwater improvement component under the proposed fields in Memorial Park (phase 0).
Staff recommends awarding a professional services agreement for design services of a potential phase 0 for an underground storm water storage capture and reuse and/or infiltration system and phases 1 and 2 for Memorial Park redevelopment and expansion as described herein to SWA Group in an amount not to exceed $4,405,000 (including a 15% contingency), broken down as follows:
• Phase 0 design (including pre-construction and construction administration) services are funded with Clean Beaches and Ocean Parcel Tax Funds in an amount not to exceed $2,492,000 (including a 15% contingency); • Phase 1 design (including pre-construction) services are funded through a payment agreement with SMC in an amount not to exceed $1,213,000 (including a 15% contingency); and
• Phase 2 design (including pre-construction) services are funded with a combination of Park and Recreation Impact Fee and Clean Beaches and Ocean Parcel Tax Funds in an amount not to exceed $700,000 (including a 15% contingency)
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Staff anticipates up to 18 months for the design phase beginning fall 2024 and returning to Council in spring 2026 with a recommendation to award a construction contract for the Project, upon which time staff would also seek approval to modify SWA Group’s agreement to include construction administration services for phase 1 only or phases 1 and 2.
Background
The need to expand and redefine the role of Memorial Park was established in Santa Monica’s 1997 Parks and Recreation Master Plan. The City purchased the Fisher Lumber site in 2004 with the intention of expanding Memorial Park. The City took occupancy of the site in 2005 and has since used the property to house the Public Landscape Division (PLD) staff, materials, and equipment.
Figure 1: Project Location
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In March 2016, Council adopted and formally selected the expansion of Memorial Park as one of the City’s highest priority park projects and incorporated it into the Los Angeles Countywide Parks Needs Assessment Report. After a competitive procurement process, Council awarded an agreement to AHBE Landscape Architects in January 2018 to provide professional design services for the development of a feasibility study and master plan layout for an expanded and redeveloped park that would meet the following objectives:
• Maximize opportunities for fields with a focus on diamond sports; • Consider community programs such as the gymnasium, Santa Monica Police Activities League (PAL), and fitness facilities;
• Integrate appropriate buffering along busy vehicular corridors; • Integrate the City’s Bicycle and Pedestrian Action Plans; and • Consider the park’s relationship to the surrounding neighborhood and City context.
On October 15, 2019, Council reviewed the Memorial Park Redevelopment and Expansion Master Plan that was the product of a community engagement process and directed staff to seek proposals for design (including pre-construction) services of phases 1 and 2 of the Project. Council also authorized staff to negotiate Fiscal and Use Agreements with SMC and SMMUSD.
On February 11, 2020, Council awarded a design-build agreement to W.E. O’Neil Corporation to begin design of the Project, but before the contract could be fully executed, the COVID-19 pandemic emerged, and the Project was suspended.
On September 27, 2022, staff returned to Council and presented a reduced scope of work for phase 1 in consideration of limited funding and increased construction costs. Of the previously identified $30 million, only the $20 million dedicated to park redevelopment from the SMC bond measure remained available. Council directed staff to proceed with the proposed revised scope and to return with next steps, to reengage SMC and SMMUSD in negotiations for potential fiscal and use agreements, and to 5 of 14
present a recommended alternate site for the temporary relocation of the PLD operations yard.
On August 22, 2023, Council directed staff to seek proposals for design (including preconstruction) services of phases 1 and 2 of the Project. Council also authorized (1) the negotiation and execution of a payment agreement not to exceed $2,750,000 with SMC for preparation of the environmental impact analysis, geotechnical engineering, and design (including pre-construction) services of phase 1 only, and (2) the negotiation and execution of a reinstatement and fifth modification of agreement #9910 (CCS) with WSP (formerly Wood Environmental and Infrastructure Solutions Inc. and AMEC Environment & Infrastructure, Inc.) for environmental consulting services related to the Memorial Park Redevelopment and Expansion Project. This resulted in a 2-year extension with an 11- year amended agreement with a new total amount not to exceed $149,000 (including a 10% contingency), with future year funding contingent on Council budget approval.
Upon the reinstatement and execution of a fifth modification to agreement #9910 in April 2024, WSP began preparing the environmental impact analysis in compliance with CEQA.
Regional Stormwater Improvement Project Component
The stormwater project component was earmarked and identified within the approved Watershed Management Plan (WMP) for the Central Santa Monica Bay Jurisdictional Groups 2 & 3 (J2/J3) Watershed recently approved by the Regional Water Quality Control Board (RWQCB) in April 2023. The WMP is required as part of the Municipal Separate Storm Sewer System (MS4) National Pollutant Discharge Elimination System (NPDES) Permit thru Order No. R4-2021- 0105 (Permit) which was adopted by the RWQCB. The WMP identifies the Memorial Park Regional Project as a multiple benefit stormwater project consisting of multiple storm drain diversions from upstream drainage areas that would convey runoff to a proposed maximum 3 million gallon (3 MG) storage, reuse and/or infiltration tank under the proposed Memorial Park fields. Previous feasibility studies have identified and evaluated preliminary diversion strategies and analyzed site location and sizing for the underground tank at Memorial Park. The City’s efforts in stormwater and watershed management are centered around compliance with 6 of 14
state and federal permits and mitigating contaminants entering the Santa Monica Bay.
This project represents a major step towards achieving that goal.
Discussion
The Memorial Park Redevelopment and Expansion Project would combine the 10.3- acre Memorial Park and the adjacent 2.9-acre City-owned former Fisher Lumber site into a 13.2-acre newly renovated and expanded community park to meet an increasing demand for recreational activities. The master plan envisions a phased approach that would be implemented over time as funding is available. The Project areas and major program elements to be designed as part of phases 1 and 2 of the Project are described below. With Council authorization from September 2022, staff reengaged Santa Monica College (SMC) and Santa Monica-Malibu Unified School District (SMMUSD) and is actively negotiating Fiscal and Use Agreements for capital improvement construction costs and their associated programmed joint uses for the implementation of phases 1 and 2. If successfully negotiated, the Fiscal and Use Agreements would fund the bulk of the construction costs of phases 1 and 2. The ability to proceed with construction is therefore contingent upon the City’s ability to reach final agreement(s) with SMC and/or SMMUSD.
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Figure 2: Existing Memorial Park and Approved Memorial Park Master Plan In addition, an underground storm water storage capture and reuse and/or infiltration system at Memorial Park is to be designed as a potential construction phase 0, also described below. Phases 0 and 1 would be constructed as one project only if grant awards and funding is available for phase 0. At the time of this report, phase 0 is not fully funded for construction and the City is seeking grant funding. Phase 1 has construction funding and would proceed with or without the construction of phase 0.
Potential Phase 0 – Stormwater Harvesting
The Memorial Park site is identified as a potential stormwater harvesting site in the Watershed Management Plan (WMP) for the Central Santa Monica Bay Jurisdictional Groups 2 & 3 Watershed.
Underground Stormwater Harvesting Tank (Phase 0)
An underground storm water capture and reuse and/or infiltration system, envisioned to have a maximum capacity of up to 3-million gallons (3 MG), with storm drain diversion 8 of 14
structures and pumping systems. These features would harvest stormwater and urban runoff through the existing storm drainage system from approximately 135 acres of drainage area in the Pico-Kenter sub-watershed within the city limits.
Phases 1 and 2 – Approved Program Elements of the Master Plan The program elements listed may be subject to design alterations to accommodate the Additional Items for Design Consideration (Attachment A) and additional information gathered by the design team during Schematic Design.
Figure 3: Phase 1 (left) and Phase 2 (right) of the Project Combo Fields (Phases 1 and 2)
The masterplan establishes seven diamond sports fields at Memorial Park which will provide for an additional field from what exists today and will allow for greater flexibility, including the ability to play simultaneous games on Fields 1 - 4, something the existing fields cannot currently accommodate. Fields 1 - 4, referred to as the combination (or combo) fields, would utilize synthetic turf to create adaptable play space for baseball and softball groups of all ages. They are designed for flexibility; each combo field would be able to accommodate a single regulation high school baseball game, adult softball game, or collegiate softball game. Additionally, each combo field could be divided with temporary fencing to accommodate two youth baseball or two youth fast pitch softball games played simultaneously. Each field would feature covered dugouts, shaded 9 of 14
spectator seating, and LED sports lighting. A batting cage for shared use sits adjacent to the combo fields. Amenities such as pitchers’ bullpens, additional batting cages, and electronic scoreboards shall be considered by the selected design team in the schematic design phase.
Mobility and Streetscape Improvements (Phases 1 and 2)
For those who prefer to walk or bike to Memorial Park, the master plan layout includes 4’-wide planted areas that would provide a buffer between generous 8’-wide perimeter sidewalks and field activity within the park. Street trees and parkway planters would create a sense of comfort for pedestrians walking along the street and a shared use bike path completely separated from the street along the Colorado Avenue park frontage (Class I bike path), would allow for future connections to the Exposition Corridor Bike Path.
Tennis/Pickleball Courts (Phase 1)
Four tennis courts striped for pickleball would be elevated over the new on-site surface parking lot and include stairs and an elevator. The courts would feature LED sports lighting, wide perimeter clearance spaces, and dedicated equipment storage immediately adjacent to the play area.
Parking (Phase 1)
The covered parking lot would increase parking inventory by 49 spaces for a total of 128 spaces to be used exclusively by park patrons and would include a safe and convenient passenger loading zone and turnaround area. The parking lot’s central location would make it easily accessible from all areas of the park. The footprint of Memorial Park would be expanded into portions of 16th Street and Colorado Avenue, resulting in a reduction of 37 metered street parking spaces adjacent to the park.
Community Hub (Phase 2)
The community hub would be centrally located within the park and include a children’s play area, restrooms, concessions, storage for field permit groups and park maintenance equipment, and a small office for field monitor staff. The playground would 10 of 14
be universally accessible and feature ample integrated shade. The location of the community hub relative to the diamond sport fields, tennis/pickleball courts, The Cove skate park, and parking lot would make it the active center of the park.
PLD Relocation
The City’s Public Landscape Division (PLD) operations are currently headquartered at the former Fisher Lumber site adjacent to Memorial Park. Phase 1 of the Project would partially extend the park into the former Fisher Lumber site, requiring the temporary relocation of PLD operations until a permanent location is identified and becomes available. On September 27, 2022, Council directed staff to study possible temporary relocation sites for PLD operations. An Information Item dated August 2024 describes the evaluation of possible temporary relocation sites and scenarios, provides construction and lease cost estimates and schedules based on preliminary concepts, and ultimately identifies the City Yards as the only feasible relocation site.
In anticipation of phase 1 construction starting in Summer 2026, staff is proceeding with the City Yards as the final site selection so that efforts to meet scheduling requirements for design, permitting, and construction for the temporary relocation of PLD operations may begin. The estimated cost for relocating PLD to the City Yards is approximately $1M-$1.5M.
Staff continues to investigate all other steps necessary to ensure the timely relocation of PLD to the City Yards and will develop a comprehensive list and schedule of anticipated milestone dates as more information becomes available.
Engagement
On February 17, 2022, staff provided an update to the Recreation and Parks Commission (RPC) on the status of the Public Landscape Division Relocation Process.
Staff returned to RPC on April 24, 2024, to provide an update on the Memorial Park Redevelopment and Expansion Project, including PLD relocation.
Consultant Selection
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The City received a total of six proposals. From those six proposals, an evaluation panel composed of Architecture Services and Civil Engineering staff shortlisted and invited three teams to participate in interviews the week of June 24, 2024. Of the final three teams, the evaluation panel selected and recommend SWA Group as the best bidder.
Bidder Recommendation
Best Qualified
Person/Firm
SWA Group
Evaluation
Criteria
Experience/technical competence, stability/references, work plans/timeline, project team, cost of services/cost control, and value added/breadth of services.
Municipal Code SMMC 2.24.190
RFPs Received (shortlist in bold)
AtkinsRéalis USA, Inc. Kimley-Horn MIG, Inc.
Psomas RIOS SWA Group
RFP Data
Posted On Posted On Advertised In (City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
04/15/2024 City's Online
Bidding Site
Santa Monica Daily
Press
161 05/17/2024
Justification to Award
Staff recommends SWA Group as the best qualified firm to provide professional design services based on its team composition and proven experience in designing and advancing functional and activated public spaces, project approach and understanding, competitive cost proposal, and ability to provide an integrated team of consultants for all scopes of work. SWA Group has also demonstrated its ability to deliver quality work on past projects for the City of Santa Monica.
Next Steps
SWA Group would initiate background research and data collection, conduct required site survey work, and identify design alternatives to be considered. Following staff review of alternatives, SWA Group would develop one refined alternative based on staff’s feedback and present the Revised Plan to the City’s Recreation and Parks 12 of 14
Commission and City Council and invite comment and input to be considered in Design Development. Staff anticipates returning and presenting the Revised Plan to Council in spring 2025.
Environmental Review
Per Council direction in August 2023, staff solicited proposals for design of the Memorial Park Redevelopment and Expansion Project in April 2024 with the understanding that state law requires CEQA completion prior to final design. This allowed for the initial design of the project to commence and is categorically exempt from CEQA pursuant to Section 15262 (Feasibility and Planning Studies) of the CEQA Guidelines. Council is being asked to enter into the recommended agreement with SWA Group for professional design services, prior to CEQA completion. In compliance with Section 15004 of CEQA Guidelines, final design and approval of the project would not begin until CEQA completion, and as such, the City would not be bound to a specific action, nor would it prohibit the City from considering any feasible mitigation measures and alternatives as required by the CEQA process. It is anticipated that CEQA documentation for the project will be presented to Council in Spring 2025, prior to commencement of final design.
Past Council Actions
Meeting Date Description
01/23/18 (Attachment B) Award of Design Agreement for the Memorial Park Feasibility Study and Master Plan
10/15/19 (Attachment C) Memorial Park Redevelopment and Expansion Master Plan Review
02/11/20 (Attachment D) Design-Build Contract for Memorial Park Expansion 09/27/22 (Attachment E) Memorial Park Expansion Study Session 08/22/23 (Attachment F) Enter into Agreement with SMC and Proceed with Solicitation for Design Services of Phases 1 and 2 of the Memorial Park Redevelopment and Expansion Project
Financial Impacts and Budget Actions
Approval of the recommended action(s) requires the following budget amendment:
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FY 2024-25 Budget Amendment
Release Funds Appropriate Funds
Account Number Amount Account Number Amount
10.370334 – Park
Impact Fee
$200,000 C1007060.689000
Memorial Park
Expansion
$200,000
With Council approval of the above budget amendment, staff seeks authority to approve available funding from the Clean Beaches and Ocean Parcel Tax Fund, General Fund, and Special Revenue Fund to award an agreement with SWA Group for professional design services.
Agreement
Fund FY 2024-25
Request Amount
CIP Account # Total Contract
Amount
Clean Beaches and
Ocean Parcel Tax
Fund
$2,492,000 C1608450.689000
Pico-Kenter Outfall &
MS4
$2,492,000
General Fund $1,213,000 C0107060.689000
Memorial Park
Expansion
$1,213,000
Special Revenue
Source Fund
$700,000 C1007060.689000
Memorial Park
Expansion
$700,000
$4,405,000 Total $4,405,000
Future year funding is contingent on available funds and Council budget approval. Staff anticipates returning to Council in spring 2026 with a recommendation to award a construction contract for the Project, upon which time staff would also seek approval to modify SWA Group’s agreement to include construction administration services. 14 of 14
Prepared By: Amelia Feichtner, Capital Program Manager
Approved Forwarded to Council
Attachments:
A. Memorial Park Additional Considerations
B. January 23, 2018 Staff Report (Web Link)
C. October 15, 2019 Staff Report (Web Link)
D. February 11, 2020 Staff Report (Web Link)
E. September 27, 2022 Staff Report (Web Link)
F. August 22, 2023 Staff Report (Web Link)
G. Oaks Initiative Form - SWA Group
H. Levine Act Disclosure Form - SWA Group
I. Written Comments
J. Written Comments