REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for the Design of Park Buildings Rehabilitation at Washington, Raynor, De Anza and Ponderosa Parks (F15-29)
Report
REPORT IN BRIEF
Approval is requested to award a design contract to Dougherty + Dougherty Architects, LLP of Oakland in the amount of $330,785 to design and provide construction support for the Park Buildings Rehabilitation at Washington, Raynor, De Anza and Ponderosa Parks (Public Works Project No. PR-14/08-15). Approval is also requested for a 15% design contingency in the amount of $49,618, as more fully explained below.
ENVIRONMENTAL REVIEW
This award of an engineering design contract is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA). Project CEQA review will be conducted when the design work is complete.
BACKGROUND AND DISCUSSION
Capital Project 818550 (Park Buildings - Rehabilitation) provides for repairs and renovations to existing park buildings such as replacement of flooring, window coverings, fixtures, HVAC, roofs, and other work required to keep existing structures in a safe, usable, and attractive condition. These projects are evaluated and prioritized according to applicable codes, safety issues, and relationships to other rehabilitation projects that may trigger work to the buildings such as playground renovations or ADA upgrades to restrooms.
The scope of this project is to renovate the existing recreation buildings at Washington, Raynor, De Anza and Ponderosa Parks, as well as the auxiliary restrooms at Washington Park's Jelcick Field and De Anza Park. The renovation improvements are intended to bring the buildings into compliance with current federal, state and local regulations; improve the functionality and accessibility of the buildings for all users; and enhance the building aesthetics.
Request for Proposal (RFP) specifications were prepared by Public Works and Purchasing staff. Request for Proposals No. F15-29 was directly distributed to three Bay Area architectural firms and posted on the Onvia Demandstar public procurement network. Twenty two (22) firms requested the RFP documents. Proposals were received on December 3, 2014. Two responsive proposals were received as follows:
Dougherty + Dougherty Architects, LLP of Oakland $388,470
IBI Group Architecture, of San Jose $679,580
Subsequent to an evaluation process, Dougherty + Dougherty was selected as the highest ranked proposer, at which point project scope and fee negotiations commenced. Ultimately, proposal pricing was reduced from $388,470 to $330,785, mainly by reconciling the actual project scope with the assumptions the consultant used to estimate the cost.
The buildings proposed for rehabilitation were constructed in the 1940's and 1950's. While routine maintenance has occurred throughout the years, the buildings have never undergone major renovations. For this reason staff is requesting a 15% design contingency in the amount of $49,618 to address unknown design and code compliance challenges as the plans and specifications are developed.
FISCAL IMPACT
Project costs are as follows:
Project design (including construction support) $330,785
Design contingency (15%) $49,618
Total cost $380,403
Budgeted funds are available in Capital Project 818550 (Park Buildings - Rehabilitation), funded by the Park Dedication 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 and in the amount of $330,785 to Dougherty + Dougherty Architects, LLP 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 15% design contingency in the amount of $49,618.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement