CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
1/10/2023
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
DESIGN AGREEMENT WITH ARCHITERRA DESIGN GROUP (ADG) FOR THE HILLBROOK PARK RENOVATION DESIGN SERVICES (PROJECT NO. 80.23007) Summary:
City Council will consider entering into a Design Services Agreement with ADG to prepare the Hillbrook Park Renovation Design (Project No. 80.23007).
Recommendations:
1. Authorize the City Manager to enter into a Design Services Agreement with ADG to prepare the Hillbrook Park Renovation Design, in a form approved by the City Attorney. The term of the agreement is for six months with a not-to-exceed contract amount of $145,726.
2. Authorize contingencies of $4,274 and up to a 180-day term extension pursuant to the City’s Purchasing and Contracting Guidelines, to be utilized if approved by the Public Works Director.
Fiscal Impact:
The total cost of services to be provided by ADG is a not-to-exceed amount of $145,726. The City’s Purchasing and Contracting Guidelines allow for an additional 10% compensation contingency, however for this Agreement, the contingency amount is $4,274 to stay within the limits of the Fiscal Year 2022-23 Capital Improvement Project (CIP) Budget, for a total contract authority of $150,000.
Sufficient funds are budgeted in the Fiscal Year 2022-23 CIP Budget (Project No. 80.23007).
Strategic Plan Objectives:
Goal No. 4: Maintain and improve the public infrastructure.
Goal No. 5: Ensure an enhanced quality of life for the residents.
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Background and Analysis:
On February 9, 2021, the City Council approved the 2021 Parks and Recreation Master Plan and authorized staff to create a Prioritization and Implementation Plan (PIP). to clearly define goals, objectives, and priorities for the Community Services Department, which was subsequently adopted in January 2022.
The PIP capital improvement priorities included the renovation/redesign of Hillbrook Park. Priorities listed for this project include:
· Repurposing the entire lot, such as removing the dry creek bed · Redesigning the playground by expanding it to include new, natural play equipment and a swing bay
· Adding shelter coverings to current cement picnic tables · Adding elements to encourage interaction with nature.
On October 28, 2022, staff issued a Request for Proposals (RFP) for Hillbrook Park Renovation Design Services on PlanetBids via the City’s online portal. Notice of the RFP was posted in accordance with Signal Hill Municipal Code Section 1.08.010 on the City’s website, at the City’s public notice locations, and published in the Signal Tribune newspaper on October 28, 2022.
Responses were due on November 18, 2022.
The desired scope of services are described in detail in the RFP, and summarized below:
1. Lead and facilitate community outreach/workshop meetings;
2. Coordinate with utility companies and prepare utility plans;
3. Conduct field Design Review meetings with City staff;
4. Prepare a minimum of three concept plans and engineering estimates, incorporating City and community input;
5. Prepare construction plans, technical specifications, and special provisions; and
6. Provide complete set of as-built drawings.
In response to the RFP, the City received four proposals from the following firms:
1. ADG
2. Community Works Design Group, LLC (CWDG)
3. Dake Landscape (Dake)
4. Lynn Capouya, Inc. (LCI)
Evaluation Process
The City utilized a three-member review committee consisting of the Community Services Director, Public Works Contracts Manager, and Public Works Associate Engineer. A qualifications-based selection process was employed to determine the best-qualified respondent. The committee reviewed all four proposals according to the following evaluation criteria:
· Qualifications of the Firm: Technical experience in performing work of a similar nature, experience working with public agencies, and strength and stability of the firm. · Proposed Team and Organization: Qualifications of proposed personnel and key personnel, CITY OF SIGNAL HILL Page 2 of 4 Printed on 1/6/2023
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· Proposed Team and Organization: Qualifications of proposed personnel and key personnel, logic of organization, adequacy of labor commitment and resources to satisfactorily perform the requested services and meet the City's needs.
· Commitment and Availability: Firm’s current workload and ability to demonstrate and deliver the project based on the committed resources and within the proposed defined schedule. · Detailed Work Plan: Thorough understanding of the City's requirements and objectives, logic, clarity, specificity, and overall quality of work plan. · Defined Approach: Approach to carry out and acquire the field review data, perform the design in an efficient and effective manner, and ability to deliver quality final work product per the proposed project schedule.
The ranking criteria was weighted as indicated in Table 1 below:
The results of the evaluation process were as follows:
Table 2.
Proposal Evaluations
Consultant Selection
On December 1, 2022, the review committee interviewed the four consultants that submitted proposals. Based on the results of the initial technical proposal evaluation and the interviews, staff determined that ADG best addressed the evaluation criteria, conveyed the most logical approach and methodology for the scope of services requested by the City, and best demonstrated the qualifications and competence necessary for the satisfactory performance of the services. As described in their proposal (Attachment A) and verified by staff through the interview and referenceCITY OF SIGNAL HILL Page 3 of 4 Printed on 1/6/2023 powered by Legistar™
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described in their proposal (Attachment A) and verified by staff through the interview and referencecheck process, ADG has significant experience and specialization in park design projects of this nature. ADG has prepared numerous park design plans for local agencies such as cities of Pomona, Claremont, and Riverside, California. During the interview, ADG personnel provided competent responses to staff’s questions, affirming their understanding of the scope of services requested by the City. Accordingly, the review committee concluded ADG was the best qualified firm for this project.
In accordance with best practice in qualifications-based selections for professional services, staff evaluated the proposed fee and negotiated adjustments to ensure completeness of the scope of services, reasonableness and competitiveness of fees, and sufficient budget. The total not-to-exceed fee of $145,726 is reasonable, competitive, and consistent with Staff’s estimates for the scope of services requested by the City. Sufficient funds for the Hillbrook Park Renovation Design are budgeted in accordance with the approved FY 2022-23 CIP Budget.
Upon approval of the contract and issuance of notice to proceed, ADG will begin services in January 2023 with initial site survey, utility coordination, evaluation of the City’s budget for construction (FY 2023-24), and community outreach and input efforts. ADG will then develop three initial proposed concept plans for residents’ and staffs’ input to be presented at community meetings in early 2023.
Final design plans for construction are estimated to be completed in July 2023.
Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Joe Hoefgen
Attachments
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