REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Group 4 Architecture, Research and Planning for Design Professional Services for the International Swim Center Rehabilitation Phase 2 Project and Approve the Related Budget Amendments
Report
BACKGROUND
Over the past several years, the City Council approved various actions towards the rehabilitation of the International Swim Center. The International Swim Center Rehabilitation project is planned to be completed in phases which will expedite the reopening of the aquatic facility and its various community programs.
The International Swim Center Rehabilitation Project Phase 1 is currently under construction and focuses on the rehabilitation of three pools designated for diving, racing, and training activities. The scope of work includes increasing the depth of the racing pool to meet competitive aquatic standards; upgrading pool decking and gutter system; replacing pumping and filtration systems; replacing the dive tower; implementing accessibility improvements; demolition of the existing administrative building; installing utilities to support the current and future phases of the project; and completing additional upgrades necessary to meet current building, health, and other codes and regulations.
The International Swim Center Rehabilitation Project Phase 2 (Project) includes the design and construction of a new administrative building, which is anticipated to be approximately 10,000 to 12,000 square feet in size. The purpose of the administrative building is to provide space for inclusive, safe, and accessible amenities within the aquatics center, including administrative space to support daily operations, full-time staff, and program management as well as dedicated and flexible spaces for lifeguard operations (briefing/training, break room, and lockers). The project site is shown on the Location Map included as Attachment 1. The design phase of the Project will also evaluate additional elements including the existing bleachers, canopy structures, and accessory buildings located adjacent to the spectator seating areas to determine the feasibility of rehabilitation or replacement alternatives. If feasible alternatives are identified, the Project may include improvements to these additional elements as part of Phase 2, subject to cost estimates and available budget. To advance the Project through the design phase and public works construction, the City needs to retain a qualified consultant to provide comprehensive engineering design services.
DISCUSSION
Pursuant to City Code Section 2.105.140(c) and State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process. Under this process, proposers are evaluated based on their demonstrated competence and qualifications, and the most qualified proposer(s) is selected, subject to the negotiation of fair and reasonable compensation.
In December 2025, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform, which was viewed by over 100 members, including consultants, plan rooms, and builder exchanges, among others. Additional firms were able to view the RFP as members of various plan rooms and builder exchanges. Staff also provided direct notifications to consultants who had viewed similar projects in the past.
The City received six proposals from: CSHQA; DLR Group; ELS Architecture; Ethos; Group 4 Architecture, Research and Planning; and LPA. A proposal review panel consisting of staff from the Department of Public Works and the Parks and Recreation Department evaluated each proposal based on the criteria outlined in the RFP, including responsiveness to the RFP, qualifications of the firm, project approach, ability to meet the proposed schedule, and relevant project experience.
Based on the panel’s evaluation, staff recommend awarding the agreement to Group 4 Architecture, Research and Planning (Group 4). Group 4 demonstrated a strong understanding of the Project requirements and presented a comprehensive and effective approach to addressing the services identified in the RFP. Group 4 also brings extensive architectural experience in California and a proven track record of successfully delivering similar projects.
The proposed Agreement (Attachment 2) includes a negotiated scope of services and fees based on the anticipated services required for the Project. The scope of services generally includes preliminary engineering, preparation of construction documents, bidding support, construction support, and project closeout. Staff recommend entering into an agreement with Group 4 to provide design professional services for the Project. The agreement includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. Environmental review in accordance with CEQA will occur as part of the design and approval process.
FISCAL IMPACT
The total not-to-exceed amount for the proposed Agreement is $3,106,127, including $2,700,980 for basic services and $405,147 for additional services. The fees are based on the approximate size and programming of the proposed building, the scope of work required to complete the design of the project, and the anticipated engineering support needed during construction of the Project.
Partial funding of $2.2 million is available from the first tranche of Measure I General Obligation Bond funds. Funding includes $2.0 million in the Community ISC Aquatic Facility Renovation/Replacement (Phase 2) project and $0.2 million in the Parks, Library, Senior Center & Aquatics Facilities Contingency/Escalation/Administration (CEA) project in the Measure I General Obligation Bond Projects Fund. The remaining project costs of approximately $0.9 million exceed the available funding and result in a funding gap.
To address the funding gap and ensure sufficient funding is available for the Project, staff recommend appropriating $0.9 million of Mitigation Fee Act (MFA) funds to the Community ISC Aquatic Facility project in the Parks and Recreation Capital Fund on an interim basis. Staff anticipate that the MFA funds will be reimbursed upon receipt and appropriation of future Measure I General Obligation Bond Tranche 2 proceeds designated for the Community Aquatic Facility/ISC Renovation/Replacement project area. However, if Phase 2 project costs exceed current estimates, some or all of the MFA funds may remain allocated to the project and may not be reimbursed from future bond proceeds. The use of MFA funds for this project is consistent with the purpose and intended use of the fee program. MFA funds are used to support public park and recreational facilities needed to accommodate growth attributable to new development. The proposed improvements support that purpose by expanding administrative, staffing, lifeguard, training, and operational support spaces needed to accommodate increased aquatics programming and facility use generated by population growth.
Additional funding, if necessary for the construction phase of the Project, will be brought forward for the City Council’s consideration at a future date. The recommended budget actions are summarized below.
Budget Amendments
FY 2026/27
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|
Current |
Increase/ (Decrease) |
Revised |
|
|
|
|
|
|
Parks and Recreation Capital Fund |
|
|
|
|
Ending Fund Balance |
|
|
|
|
Fund Balance Mitigation Fee Act |
$17,642,196 |
($906,127) |
$16,736,069 |
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|
|
|
|
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Expenditures |
|
|
|
|
Community ISC Aquatic Facility |
$5,600,771 |
$906,127 |
$ 6,506,898 |
COORDINATION
This report has been coordinated with the Finance Department, Parks and Recreation Department, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement with Group 4 Architecture, Research and Planning for design professional services for the International Swim Center Rehabilitation Phase 2 Project with maximum compensation not-to-exceed $3,106,127 and a term through December 31, 2032, in a final form approved by the City Attorney;
2. Authorize the City Manager to negotiate and execute amendments to the agreement to make modifications as needed, including time extensions, subject to the compensation limit and appropriation of funds, in final forms approved by the City Attorney; and
3. Approve the following FY 2026/27 budget amendment in the Parks and Recreation Capital Fund to increase the Community ISC Aquatic Facility project by $906,127 and decrease the Mitigation Fee Act ending fund balance by $906,127 (five affirmative Council votes required for the use of unused balances).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Location Map
2. Agreement