REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with David L. Gates & Associates, Inc. for Design Professional Services for the Henry Schmidt Park Playground Rehabilitation Project
Report
COUNCIL PILLARS
Deliver and Enhance High Quality Efficient Services and Infrastructure
Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
In 1965, the City of Santa Clara acquired eight and a half acres of farmland, previously used as a prune orchard, since 1894, from Martin and Ann Perlenda. Dedicated in 1977, Henry Schmidt Park master plan contains a recreation and restroom building, four tennis courts, a basketball court, a softball field, an open grass play area, a playground, an on-site parking lot, picnic areas, and various park amenities. The park is bounded by Los Padres Boulevard to the west, Saratoga Avenue to the south, and residential properties to the north and east. The 2018 facility condition assessment indicated that the playground and amenities were in poor condition and the building was in fair condition. However, since then, the playground condition was downgraded to critical as the apparatus (train station theme) were removed due to their unsafe condition.
The Henry Schmidt Park Playground Rehabilitation Project (Project) will be completed in two phases. Phase I of the Project includes reviewing the condition of the park site, obtaining community input, developing a prioritized renovation plan, and completing a preferred schematic design for the playground rehabilitation. Phase II of the Project includes development of the construction plans according to the approved schematic design meeting current regulations, and construction of the Project.
The proposed Agreement for Phase I of the Project includes the following scope of services: conduct a detailed site and facility condition assessment, and ADA evaluation; perform community outreach; and prepare an overall site plan, scope of work, and schematic design for the playground rehabilitation, including a presentation of the proposed plans to the Parks & Recreation Commission for recommendation to City Council. The scope of work for Phase II of the Project will depend on the results of Phase I, but will generally include: preparation of bid documents (plans, specifications, and engineer’s estimate - PS&E) for public works bidding based on the approved schematic design and project site plan; assistance with obtaining Building and Fire permits; and provision of engineering support services during the bid, award, construction, and post-construction stages of the Project.
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 whereby proposers are evaluated and the most qualified is selected, subject to negotiation of fair and reasonable compensation.
In August 2022, the City published a Request for Proposal (RFP) seeking proposals from qualified engineering firms to provide engineering services to develop a park master design and construction documents for the Henry Schmidt Park and Warburton Park & Pool Rehabilitation Projects. Two proposals were received from the following firms:
• David L. Gates & Associates, Inc.
• O’Dell Engineering, Inc. (O’Dell)
The proposals were independently evaluated by a three-member team. Both firms were invited to participate in oral interviews to introduce their proposed project team members and demonstrate their experience and capacity to meet the City’s requirements. After concluding the evaluation process, the team recommends the award of the Henry Schmidt Park Playground Rehabilitation Project to David L. Gates & Associates, Inc. and the Warburton Park & Pool Rehabilitation Project to O’Dell Engineering, Inc. Staff will bring the agreement with O’Dell Engineering, Inc. for Council approval under a separate report.
Staff will return to Council for Phase II services after Council and the Parks & Recreation Commission have reviewed and approved the final schematic design at the end of Phase I.
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 because it does not pose a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The proposed Agreement for David L. Gates & Associates, Inc. is for a total not-to-exceed amount of $109,566. This amount includes $99,605 for basic services and a contingency of $9,961 (10%) for additional services due to the age of the playground, park site, building and unforeseen conditions that may require additional effort. There is current funding of $235,000 for this agreement (Phase 1) in the Henry Schmidt Park Playground Rehabilitation Project in the Parks & Recreation Capital Fund. When additional funding is needed to implement Phase 2, Park In-lieu fees will be requested for allocation towards the Project.
COORDINATION
This report has been coordinated with the Parks & Recreation Department, Public Works Department, the Finance 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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute an agreement with David L. Gates, Inc. to provide professional design and engineering services for the Henry Schmidt Park Playground Rehabilitation Project, with maximum compensation not-to-exceed $109,566; and
2. Authorize the City Manager to execute amendments to the Agreement with David L. Gates, Inc. to make minor revisions and to extend the term, as needed.
Staff
Reviewed by: James Teixeira, Director of Parks & Recreation
Approved by: City Manager’s Office
ATTACHMENTS
1. Agreement - David L. Gates & Associates, Inc.