REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for the Fair Oaks Park Recreation Building Renovation and Skatepark Lighting Project (F16-13) and Approval of Budget Modification No. 25 to Appropriate $1,020,800 in Housing-Related Parks Program Grant Funding
Report
REPORT IN BRIEF
Approval is requested to award a contract to Brad Cox Architect, Inc. of San Jose in an amount not-to-exceed $202,011 for design and construction support services for the Fair Oaks Park Recreation Building Renovation and Skatepark Lighting Project (Public Works Project PR-15-06), and for a 10% design contingency in the amount of $20,201. The contract consists of $168,477 in base services and $33,534 in optional services, as more fully explained below. Approval is also requested for Budget Modification No. 25 to appropriate $1,020,800 in Housing-related Parks Program Grant Funds to provide funding for both project design and construction.
EXISTING POLICY
Consistent with the provisions of Chapter 2.08 of the Sunnyvale Municipal Code, civil engineering design work is solicited through a Request for Proposals (RFP) process, unless otherwise exempt from the competitive bidding process.
ENVIRONMENTAL REVIEW
This award is for the design phase and is not a project which has the potential for causing a significant effect on the environment under the California Environmental Quality Act (“CEQA”) Guidelines section 15061(b)(3), however it is expected that the CEQA determination for the actual construction of this project will be a categorical exemption pursuant to Class 1 Section 15301(a) and (d) for existing facilities.
BACKGROUND AND DISCUSSION
On February 10, 2015 City Council adopted a resolution (684-15) authorizing staff to apply for a Housing Related Parks Program (HRP) Grant through the State of California’s Department of Housing and Community Development (HCD) (RTC 15-0056). The scope of work for the submitted project included renovating the existing 2,600 square-foot multi-purpose meeting room located at Fair Oaks Park, to include new interior finishes, roofing repairs and other ancillary work, as well as installation of new energy efficient light fixtures around the perimeter of existing skatepark for evening usage. On June 26, 2015, staff was notified by the Department of Housing and Community Development (HCD) that the City was awarded an HRP grant in the amount of $1,020,800 to be used for this project.
This project is part of a major, phased renovation of the 15-acre Fair Oaks Park. A construction contract for the first phase of the project was awarded by Council on December 15, 2015 to construct auxiliary restrooms, renovate the parking lot, abandon an obsolete sanitary sewer pipe, and make landscape/irrigation modifications. The first phase is being funded by a different HRP grant (RTC 15-1076).
A Request for Proposals (RFP No. F16-13) was distributed in October 2015 to five Bay Area architectural firms with experience in park and recreation building renovations. No responses were received. In situations where no proposals are received, the Purchasing Officer may reissue the solicitation, or the awarding authority may authorize the procurement without additional competitive bidding. In this instance, a new RFP was not issued due to tight grant funding deadlines (design and construction must be completed by June 30, 2017), and the likelihood of not receiving a significant number of proposals (some of the firms who declined to submit cited current workload as a factor).
After conducting additional research on architectural firms, staff was able to locate Brad Cox Architect (BCA), who has substantial experience designing community buildings and spaces. BCA submitted an initial proposal in the amount of $163,023, but subsequent scope and fee discussions resulted in increasing the base proposal to $168,477 and adding optional services in the amount of $33,534 to evaluate seismic improvements, pathway lighting and path of travel upgrades that were not part of the original work scope, but may be beneficial to incorporate into the project.
FISCAL IMPACT
Budget Modification No. 25 appropriates $1,020,800 in grant funding to a new project for the design and construction of the Fair Oaks Park Recreation Building Renovation and Skatepark Lighting. The Housing-Related Parks Program grant will cover 100% of the project expenses. No matching funds are required.
Budget Modification No. 25
FY 2015/16
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Infrastructure Fund |
|
|
|
|
Revenues |
|
|
|
|
Housing-Related Parks Program Grant |
$0 |
$1,020,800 |
$1,020,800 |
|
Expenditures |
|
|
|
|
New Project - Design and Construction of Fair Oaks Park Recreation Building Renovation and Skatepark Lighting |
$0 |
$1,020,800 |
$1,020,800 |
Funding Source
This project is funded by a Housing-Related Parks Program Grant from the California Department of Housing and Community Development. The grant was awarded in June 2015 with a deadline for design and construction of June 2017.
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) Approve Budget Modification No. 25 to appropriate $1,020,800 in Housing-related Parks Program Grant Funds for design and construction for Fair Oaks Park improvements; 2) award a design contract, in substantially the same format as Attachment 1 to the report in an amount not-to-exceed $202,011 to Brad Cox Architect, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and approve a 10% design contingency in the amount of $20,201.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Acting Director, Finance
Reviewed by: Trudi Ryan, Director, Community Development
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Draft Consultant Services Agreement