REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design of the Orchard Heritage Park Project (F15-111)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Callander Associates Landscape Architecture, Inc. of San Jose in the amount of $123,363 for design of the Orchard Heritage Park Project. Approval is also requested for a 10% design contingency in the amount of $12,336.
EXISTING POLICY
Consistent with the provisions of Chapter 2.08 of the Sunnyvale Municipal Code, civil engineering design contracts are awarded pursuant to a Request for Proposals (RFP) process, unless otherwise exempt from the competitive bidding.
In addition, the City evaluates civil engineering design proposals in conjunction with the Qualification Based Selection (QBS) process established in California Government Code section 4525 et. seq.
ENVIRONMENTAL REVIEW
This award of a design contract is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA).
BACKGROUND AND DISCUSSION
Orchard Heritage Park is located in the Sunnyvale Community Center campus at 550 East Remington Drive. The park is approximately ten acres in size and occupies the southern-most portion of the site. It is bordered to the south by Crescent Avenue, to the west by Manet Drive and to the east by Michelangelo Drive. The park consists of a fruit orchard, an orchard barn, the Heritage museum, a multi-purpose building, the Orchard Heritage Park Interpretive Exhibit, gardens, landscaping, public art, and a trash enclosure and maintenance building that serve the entire Community Center campus.
Capital Project 830480 (Orchard Heritage Park) will make accessibility and usability improvements to the Heritage Park Museum and surrounding areas. This will be achieved by removing the cinder block wall separating the museum from the nearby parking lot, relocating the maintenance building and adjacent dumpster enclosure elsewhere on the site, and improving the area between the museum and the parking lot per the direction of the Heritage Park Master Plan. The project also includes reviewing the existing site drainage between the orchard and the Heritage Museum and possibly designing improvements, such as retaining walls, if necessary.
The contract scope with Callander consists of design and preparation of bid documents for demolition of the existing trash enclosure and maintenance building and construction of replacement facilities and other new park amenities. Neighborhood input is expected to be an important part of the design process so the project scope includes a public outreach component. Two meetings are planned in which the neighborhood, Community Center user groups, and other stakeholders from the museum and orchard will have the opportunity to provide input regarding locations of the new structures and desired design elements for the project. The goal will be to build consensus on the locations of the new buildings and choose a preferred conceptual design for the park improvements.
Additionally, the scope of work includes a review of siting options for the “Butcher House.” This review includes determining an appropriate location for the Butcher House within Orchard Heritage Park and consideration of the conceptual elements such as access, utilities, and the affect on other park features. Once the conceptual infrastructure needs and possible impacts have been identified, the options will be presented to Council.
An RFP process was conducted for the design contract, and three responsive proposals were received as follows:
Callander Associates Landscape Architecture, Inc. of San Jose $117,769
Harris Associates, Inc. of Berkeley $168,960
SSA Landscape Architects, of Santa Cruz $169,762
Proposals were reviewed by an evaluation team consisting of Public Works Parks and Engineering staff. The firms were evaluated on qualifications, experience and programmatic approach. Callander Associates was unanimously selected by the evaluation team due to a combination of factors, which include the successful completion of recent projects for the City and their strength in facilitating community input meetings. Subsequent scope and fee discussions revealed that Callander had underestimated the hours required for services during construction, so this task was increased to ensure an appropriate level of support.
FISCAL IMPACT
Project costs are as follows:
Project design (including outreach, bid and construction support) $123,363
Design contingency (10%) $12,336
Total cost $135,699
Budgeted funds are available in Capital Project 830480 (Orchard Heritage Park)
Funding Source
The work related directly to Orchard Heritage Park is funded by the Park Dedication Fund. Work related to siting the Butcher House is funded by the General Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract, in substantially the same format as Attachment 1 to the report and in the amount of $123,363, to Callander Associates Landscape Architecture, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) Approve a 10% design contingency in the amount of $12,336.
Staff
Prepared by: Pete Gonda, Purchasing officer
Reviewed by: Timothy J. Kirby, Assistant Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Jane Chambers, Interim Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Consultant Services Agreement