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CC - ACTION ITEM: Approval of a Professional Services Agreement with Johnson Favaro, LLP for a Bill Botts Fields and Veterans Memorial Park Feasibility Study in an Amount Not-to-Exceed $298,939.
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Meeting Date: August 14, 2023
Contact Person/Dept.: Jesse Mays, Assistant City Manager
Adam Ferguson, Senior Management Analyst, PRCS
Phone Number: City Manager’s Office - (310) 253-6000
PRCS - (310) 253-6685
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/09/2023)
Department Approval: John Nachbar, City Manager (08/08/2023)
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RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Johnson Favaro, LLP (“Johnson Favaro”) for a Bill Botts Fields and Veterans Memorial Park Feasibility Study, in an amount not to exceed $298,939.
BACKGROUND
At the City Council Meeting on May 8, 2023, the City Council directed staff to proceed with an expedited request for proposals (RFP) for a feasibility study for Bill Botts Fields and Veterans Memorial Park. The City Council also obtained consensus to request staff bring back an item for City Council to consider creation of an Ad Hoc City Council Subcommittee to advise City Staff on the feasibility study.
On June 12, 2023, the City Council created an Ad Hoc Bill Botts Fields and Veterans Memorial Park Feasibility Study City Council Subcommittee (“Subcommittee”) and appointed Mayor Vera and Council Member O’Brien to the Subcommittee. The Subcommittee met on June 20, 2023 to discuss and approve the RFP.
DISCUSSION
The RFP, Request for Proposals #2348, was posted on Planet Bids on June 29, 2023 and bids were due on July 27, 2023. Four bidders submitted a proposal:
1. Johnson Favaro, LLP, $298,939
2. Public Works Partners, LLC, $297,440
3. RTI Consulting, Inc. $213,250
4. Mardena Construction, $213,000
Staff reviewed and scored the proposals. Evaluation criteria included demonstrated understanding of the project’s objectives, scope, and goals; qualifications and experience with similar projects; cost; efforts to service underrepresented populations and disabled communities; and efforts to identify and apply creative, non-traditional, and diverse opportunities for community engagement. Johnson Favaro was rated highest overall based on the criteria. Staff presented its recommendations to the Subcommittee on August 4, 2023. Staff recommends that the City Council select Johnson Favaro as the vendor.
Scope of Work
Johnson Favaro has separated its scope of work into three phases:
Discovery Phase (45 calendar days, approximately 9/5/23 - 10/15/23),
• Review of previous studies, City documents, national and regional best practices
• Analyze the park sites by documenting their existing conditions.
• Issue community surveys and hold community and stakeholder engagement meetings to determine needs and priorities.
• Development a long, medium, and short-term needs assessment and building program.
• Assemble the findings of the Discovery Phase into a preliminary report.
Options Phase (105 calendar days, approximately 10/15/23 - 2/1/24),
• Develop park site configuration options, including 3-D models
• Identify preferred long-term site and facility configuration options, including the preferred site plan, floor plans, field layouts and configurations, volumetric building configurations, landscape plans, and site development requirements.
• Develop preferred near, medium, and long-term park plans options, including establishing an approach for inclusion and equity towards historically underrepresented groups and the disabled community; assisting with the identification of financing sources; identifying bronze (low cost), silver (medium cost), and gold (high cost) near term (phase 1) project options; and establishing long term phasing plans
• Assemble findings of the Options Phase into a progress report.
Recommendations Phase (30 calendar days, approximately 2/1/24 - 3/1/24)
• Provide deliverables including concept site plan, final building program, pre-schematic floor plans, sections and elevations, conceptual field layouts and configurations, conceptual volumetric building configuration, concept landscape plans and sustainability strategies, conceptual site development plan including roadway improvements, infrastructure upgrades, earth movement and storm water management, conceptual 3-D aerial visualizations, conceptual interior and exterior ground level visualizations, operations and maintenance cost plan, and cost of construction and capital outlay plan.
• Presentations including City Council, Parks, Recreation and Community Services Commission, Planning Commission (as necessary), City staff, stakeholder and interest groups, and at large community meetings.
• Assemble findings of Recommendations Phase into a Final Report
FISCAL ANALYSIS
The agreement with Johnson Favaro will be for an amount not-to-exceed $298,939. The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding for these services in CIP No. PP019 (Parks Feasibility Study).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a professional services agreement with Johnson Favaro for a Bill Botts Fields and Veterans Memorial Park feasibility study, in an amount not-to-exceed $298,939; 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.