CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
4/25/2023
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
GRISSEL CHAVEZ
DEPUTY CITY MANAGER
SUBJECT:
REQUEST FOR PROPOSALS (RFP) FOR THE PREPARATION OF A CIVIC CENTER
MASTER PLAN
Summary:
The City Council will consider authorizing the City Manager to solicit an RFP for preparation of a master plan for the City’s Civic Center. The Master Plan will guide future improvements and development of the Civic Center based on the prioritization of community needs and desires. The document will include preliminary site designs, conceptual drawings, as well as schedules and preliminary cost estimates for construction. The Master Plan will also explore siting options for a new amphitheater, either as a standalone structure or in conjunction with a project to build a new Community Center. The services are expected to be completed within six (6) months from the City’s issuance of a Notice to Proceed.
Recommendation:
Direct the City Manager to issue an RFP for the preparation of a master plan for the City’s Civic Center and solicit proposals from qualified consultants.
Fiscal Impact:
Funding for the master plan in the amount of $250,000 is included in the proposed FY 2023-24 Capital Improvement Program (CIP) budget.
Strategic Plan Objective:
Goal No. 4: Maintain and improve the public infrastructure.
CITY OF SIGNAL HILL Page 1 of 6 Printed on 4/20/2023
powered by Legistar™
4/25/2023
Background:
The City of Signal Hill is requesting proposals from qualified firms (Proposers) for the preparation of a Signal Hill Civic Center Master Plan. The Civic Center Master Plan will guide future improvements and development of the Civic Center based on the prioritization of community needs and desires.
The plan will include preliminary site designs and conceptual drawings and renderings, as well as schedules and costs/funding sources for construction.
The goal of this Master Plan project is to capitalize on the centralized location of the Civic Center to function as a hub for all things Signal Hill, not just a destination for traditional government services.
The new Civic Center will create an attractive and diverse recreation that serves Signal Hill residents and visitors. The City is seeking the redevelopment of the Civic Center to more efficiently utilize the land and real estate potential, based on community’s received input and feedback following thorough community engagement efforts. The new Civic Center will have flexibility and functionality; connect to nature and views; and maintain the City’s legacy while focusing on community. Lastly, the Master Plan will allow for a revamped space for community activities, yielding an aesthetic attraction and improving City pride.
Expected community outreach will include social media and website content updates; online surveys; and attendance at two summer community events. Proposers will be expected to lead and facilitate eight stakeholder meetings, to present draft and final master plans at two Parks and Recreation Commission meetings; one Planning Commission meeting; one Diversity Coalition Committee meeting; two City Council meetings; and two community meetings.
Staff anticipates the master plan would be completed by February 2024, approximately six (6) months from City’s issuance of a Notice to Proceed.
Analysis:
The attached draft RFP specifies services to be provided, as summarized below.
TASK 1 - Administration
1. Conduct kick-off meeting with City team to present project scope, plan and schedule.
2. Maintain regular communication with City staff and conduct biweekly meetings to update schedule and progress milestones.
3. Provide a detailed project schedule with updates monthly to City team.
TASK 2 - Plan Preparation
1. Perform assessment of existing conditions and future trends in conjunction with stakeholder input, to develop a vision for the new Civic Center campus.
2. Evaluate physical dimensions and constraints along with potential new components. Addition of design elements such as landscape and art to complement the existing surroundings.
3. Create a detailed vision concept for the Signal Hill Civic Center. This includes potential park CITY OF SIGNAL HILL Page 2 of 6 Printed on 4/20/2023 powered by Legistar™
4/25/2023
3. Create a detailed vision concept for the Signal Hill Civic Center. This includes potential park and building related improvements, and recommendations for changes and new additions.
4. Identify the placement and orientation of a new standalone amphitheater (as currently grant funded).
5. Identify options to integrate the amphitheater with a new community center for outdoor connection.
6. Consultant review of applicable portions of the Signal Hill Zoning Code, General Plan, Parks Master Plan and Prioritization and Implementation Plan (PIP).
7. Produce a draft and final Civic Center Master Plan, identifying a minimum of three different potential design options to include increased parking capacity.
8. Incorporates high sustainability standards into buildings and site design.
9. Delivery of programming recommendation and site conceptual plan design for recommended alternative that maximizes program space and flexibility of use of basketball court, parking lot, Civil Center/City Hall, children’s play area, open space, and Spud Field.
10. Prepare a master plan life cycle limited to 10 years.
11. Consultant shall obtain the services of a Licensed Traffic Engineer to perform a study and analyze circulation of both vehicles and pedestrians, parking, signal improvements, in relation to the final master plan.
12. Consultant shall include technology components such as high-speed internet, high-definition speakers, lighting, and modern entertainment concepts throughout the open spaces and amphitheater areas as part of the master plan.
13. Survey, assessment, and recommendations for programming to be provided at the new Civic Center sites that incorporates the administrative and operational needs from City departments and feedback from the Community.
14. The Master Plan incorporates final input from community engagement efforts.
TASK 3 - Design and Construction Estimations
1. The Final Master Plan shall include:
· Programming document, conceptual plans, and phased capital improvement plan with timeline, milestones, and estimated costs.
· Financing strategy plan.
· Project delivery method analysis and recommendation.
2. Prepare preliminary site designs and 3-D drawings visualizing the minimum three options CITY OF SIGNAL HILL Page 3 of 6 Printed on 4/20/2023
powered by Legistar™
4/25/2023
2. Prepare preliminary site designs and 3-D drawings visualizing the minimum three options demonstrating the potential for the new Civic Center. These will be used for presentations at community meetings.
3. Produce a preliminary schedule for implementation of each of the potential Civic Center options, to be built in multiple phases in the most efficient and logical sequence. Schedule must include Acquisition, Preconstruction, Construction.
4. Prepare estimated design and construction costs for each of the options, to reflect the multiyear phase construction schedule (10 year maximum). Include the identification of funding sources for each of the options.
TASK 4 - Community Outreach
1. Lead and facilitate community outreach/workshop meetings to obtain community input.
Present the minimum three Master Plan concept options identified in the DRAFT plan, at five community outreach/workshop meetings, to include one Parks and Recreation Commission meeting; one Diversity Coalition Committee meeting; one Planning Commission meeting; and one City Council meeting. One additional community meeting shall be in person, with an option for virtual participation.
2. Lead and facilitate community outreach/workshop meetings to obtain community input. Present the minimum three Master Plan concept options identified in the FINAL plan, at three community outreach/workshop meetings, to include one Parks and Recreation Commission meeting; and one City Council meetings. One additional community meeting shall be in person, with an option for virtual participation.
3. Participation in two summer community events, staffing an event booth to solicit community feedback in person.
4. Develop and release two electronic community surveys for online submission.
5. Develop progress/plan information monthly to be shared for City’s website and social media platforms.
6. Provide a detailed outreach schedule with updates.
RFP Schedule
The proposed RFP project schedule is as follows:
CITY OF SIGNAL HILL Page 4 of 6 Printed on 4/20/2023
powered by Legistar™
4/25/2023
Evaluation Process
The City’s selection committee will conduct a two-step evaluation process to select the best qualified firms. The process will be overseen by the Deputy City Manager. Those proposals deemed to be complete and that conform to the requirements contained in the RFP will be evaluated on the following criteria:
a) Qualifications of the Firm: Technical experience in performing work of a similar nature; experience working with public agencies; strength and stability of the firm; and assessment by client references.
b) Proposed Team and Organization: Qualifications of proposed personnel and key personnel; logic of organization; and adequacy of labor commitment and resources to satisfactorily perform the requested services and meet the City's needs. Firm’s current work load and ability to demonstrate their ability to deliver the project based on the committed resources and within the proposed defined schedule.
c) Detailed Work Plan: Thorough understanding of the City's requirements and objectives; logic, clarity, specificity, and overall quality of work plan. Defined approach to carry out and acquire the community input; perform the services in an efficient and effective manner; and ability to deliver quality final work product per the proposed project schedule.
The committee will rank the written proposals and select the top ranked firms in each category to participate in an interview/presentation. Following the interview ranking process, the City will then enter into negotiations with the top-rated firm to develop a mutually agreeable agreement. In the event that the City is unable to reach an agreement, the City will proceed, at its sole discretion, to negotiate with the next highest ranked firm. After negotiating a proposed agreement that is fair and reasonable, City staff will make the final recommendation to the City Council.
Staff recommends that City Council authorize the City Manager to release the RFP on May 5, 2023.
Award of contract will be scheduled for City Council consideration at the July 11, 2023, City Council CITY OF SIGNAL HILL Page 5 of 6 Printed on 4/20/2023
powered by Legistar™
4/25/2023
Award of contract will be scheduled for City Council consideration at the July 11, 2023, City Council meeting.
Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Carlo Tomaino
Attachment:
A. Request for Proposals for the Civic Center Master Plan CITY OF SIGNAL HILL Page 6 of 6 Printed on 4/20/2023
powered by Legistar™