REPORT TO COUNCIL
SUBJECT
Title
Award a Contract for Fair Oaks Park Renovation Project and Park Design Standards for Construction Project (F17-176)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $1,081,511 to Verde Design, Inc. of Santa Clara for professional design work associated with the Fair Oaks Park Renovation Project and Park Design Standards for Construction Project (“Project”) and find that the procurement process for the Park Design Standards for Construction portion is in the best interest of the City; and to approve a contract contingency in the amount of $108,151.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of professional services are awarded pursuant to a Request for Proposals (RFP) best value process unless otherwise exempt from competitive bidding. Further, City Council approval is required for contracts exceeding $100,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
This Project will provide design services for a major renovation of the Fair Oaks Park, a 15-acre park facility originally built in 1969 and centrally located within the City. This renovation ensures its sustainability for the future by enhancing recreational usability, increasing attractiveness, and improving accessibility for all potential park users. Additionally, this project includes replacement of the athletic fields with the City’s first synthetic turf field, renovation of the picnic areas and park amenities, upgrading the existing lighting, ADA improvements, replacement of the water play feature, addition of a dog park, basketball and tennis courts, installation of a new restroom facility, and a new parking lot.
This Project will incorporate an all-inclusive playground design through the Magical Bridge Foundation approved by Council for both conceptual design and funding on June 14, 2017 and July 11, 2017, respectively (RTC # 17-0328 and 17-0671). This Magical Bridge Playground in Sunnyvale would be the first in the South Bay.
A Request for Proposal (RFP) process was utilized to solicit proposals for this Project. The RFP was prepared by Public Works and Purchasing staff and was posted on the City’s public procurement network. The RFP was directly distributed to 10 Bay Area firms and posted on the City’s website. Thirty-eight (38) firms requested the RFP documents. Ten responsive proposals were received on September 1, 2017 from Callander Associates, David Volz Design, Gates & Associates, Harris Design, LPA, Inc., Petersen Studio, PGAdesign Inc., RRM Design Group, SSA Landscape Architects, and Verde Design.
Proposals were reviewed by an evaluation team consisting of Public Works Project Administration and Parks Division staff. The firms were evaluated on qualifications, experience, project overview, approach and innovation. Following the evaluation process, four firms were invited for scripted presentations and interviews. Following the evaluation, Verde Design was unanimously selected as the highest ranked consulting team with the most relevant experience.
Concurrent with this project, staff was prepared to independently request proposals from firms for development of Park Design Standards for Construction project (832810). This project would develop standard details and guidelines that will be utilized for all major park renovations in the future. Due to the overlapping work effort between the Fair Oaks Park design and Park Design Standards for Construction project, staff approached Verde Design to add an optional service into their cost proposal for the Fair Oaks design work. Since the design of Fair Oaks Park includes standardizing a majority of a park’s assets the Purchasing Officer determined that this method of procurement for the development of the Park Design Standards for Construction to be in the best interest of the City as authorized by Sunnyvale Municipal Code Section 2.08.060 (f) and does not inhibit fair and open competition or compromise the integrity of the procurement process.
The cost proposal submitted for this optional service work in the amount of $90,198 was within the budget set for the Park Design Standards for Construction Project.
FISCAL IMPACT
Budgeted funds are available in Project 830340, Fair Oaks Park Renovation Project and Project 832810, Park Design Standards for Construction.
Funding Source
This project is funded by Park Dedication Fee revenue.
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 not to exceed $1,081,511 to Verde Design, Inc. for design and construction support for Fair Oaks Renovation Project and Park Design Standards for Construction Project, in substantially the same form as Attachment 1 to the report, and authorize the City Manager to execute the contract when all necessary conditions have been met and find that the procurement process for the Park Design Standards for Construction portion is in the best interest of the City; and 2) approve a contract contingency in the amount of $108,151.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Craig Mobeck, Interim Director of Public Works
Reviewed by: Teri Silva, Interim Assistant City Manager
Approved by: Kent Steffens, Interim City Manager
ATTACHMENT
1. Draft Consultant Services Agreement