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CC - Approval of a Professional Services Agreement with Land Images Landscape Architecture to Provide Design and Administrative Services for the Culver City Senior Center Courtyard Renovation Project, PF007, in an Amount Not-to-Exceed $33,200.00.
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Contact Person/Dept: Daniel Hernandez, PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [X] No []
Commission Action Required: Yes [X] No []
Commission Name: Parks, Recreation, and Community Services Commission
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/22/15); (Email) Senior Citizens (10/21/15); (Email) Culver City Senior Citizens Association Board of Directors (10/21/15); (Email) Parks, Recreation and Community Services Commission (10/21/15).
Department Approval: Daniel Hernandez, Director of Parks, Recreation, and Community Services (10/15/15)
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RECOMMENDATION
Staff recommends the City Council approve a Professional Services Agreement with Land Images Landscape Architecture to provide design and administrative services for the Culver City Senior Center Courtyard Renovation Project (Courtyard Project), PF007, in an amount not-to-exceed $33,200.00.
BACKGROUND
At the December 10, 2007 meeting, the City Council accepted a bequest on behalf of the Culver City Senior Center in the amount of $166,423.35 from Mrs. Gladys L. Paetzold (the Paetzold Bequest). Mrs. Paetzold was a long-time, active member of the Culver City Senior Center and the Culver City Retired and Senior Volunteer Program (RSVP). The only stipulation of the Paetzold Estate is that the funding be used for any project that benefits the Culver City Senior Center, as long as the funds are not used for maintenance and/or operational costs.
At the April 7, 2008 meeting, the City Council reviewed recommendations from the Culver City Senior Citizens Association (CCSCA) Board of Directors (the Board) and the Parks and Recreation Commission regarding the use of the Paetzold Bequest. In support of the Board’s and the Commission’s recommendation, the City Council determined that the funds should primarily be used to remodel the Senior Center Courtyard. At that time, planned improvements included removing the center raised planter and reducing the size of some of the perimeter planters to create additional usable square footage within the Courtyard for recreational and leisure activities and adding/enhancing shaded areas.
At the December 8, 2008 meeting, the City Council adopted a Resolution naming the Senior Center Courtyard in honor of Mrs. Gladys L. Paetzold. The language approved for the dedication plaque was “Mrs. Gladys L. Paetzold Courtyard.” The plaque will be installed when the renovation has been completed.
In 2010, the City entered into a professional services agreement with Land Images for “Landscape Analysis and Recommendations for the Senior Center.” The scope of work included producing conceptual designs for the improvements to the Senior Center Courtyard. Three conceptual designs were produced and presented to the CCSCA, unfortunately all three designs exceeded the level of funding available for the project.
DISCUSSION
During the Fiscal Year 2015/2016 Budget discussions, representatives of the CCSCA Board of Directors and several Association members urged the Parks, Recreation and Community Services (PRCS) Commission and the City Council to move forward with the Courtyard Renovation by adjusting the scope of the Project to accommodate the available funding source, the Paetzold Bequest.
In response to these requests, the City Council allocated $50,000 in Park Improvement Funds for the design of the adjusted scope of work. Once the design documents have been prepared, staff will have a better indication as to which of the following proposed improvements can be accomplished with the approximately $179,000 in Paetzold Bequest funds:
1. Removing the existing fountain and creating a flexible staging area where the fountain was located.
2. Removing the center tree and planter, creating more usable, open plaza space; patching the concrete deck with a permeable paving element.
3. Providing another shade area within the Courtyard.
4. Narrowing the perimeter planters to provide more usable, flexible space within the Courtyard.
5. Adding a shade structure to the existing shade structure to provide more shade over the entire Courtyard.
6. Installing a new, smaller, water-efficient fountain (with dedication plaque) on the opposite side of the plaza.
At the October 6, 2015 PRCS Commission meeting, the Commission called for public comment on the Senior Center Courtyard Renovation Project and discussed all of the above proposed improvements, including reviewing a schematic similar to the one provided this evening (Attachment). There were no speakers on the item, but Vice Chair Heineman (who was absent), in her role as the President of the CCSCA, submitted a letter of support to the Commissioners that was entered into the record. The Commission reached consensus regarding their support of the Courtyard Project, with the understanding that only after the design documents have been prepared will staff know exactly how many and which of the project components can be realized within the existing budget.
Pursuant to Culver City Municipal Code § 3.07.085.A, a contract for professional services may be awarded without complying with formal competitive bidding procedures; provided, the contract is based upon competitive quotations, whenever practical, as determined by the City Manager. In this case, Land Images has done considerable previous consultation and design work on the Courtyard Project, and staff believes that the adjustment to the scope of work can best be accomplished by this firm, based on their previous submissions. Therefore, the City Manager has determined receiving competitive quotations is not practical at this time.
FISCAL ANALYSIS
The City Council Adopted Budget for Fiscal Year 2015/2016 includes $50,000 in Account Number 41980000.730100.PF007 (Park Facilities Improvements / Senior Center Courtyard Renovation) for the design and administration of the Project.
ATTACHMENT
Culver City Senior Center Courtyard: Proposed Improvements
RECOMMENDED MOTIONS
That the City Council:
1. Approve a professional services agreement with Land Images Landscape Architecture to provide design and administrative services for the Senior Center Courtyard Renovation Project, PF007, in an amount not-to-exceed $33,200.00; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.