REPORT TO CITY COUNCIL
SUBJECT
Title
Action on an Amendment to an Agreement with LPA, Inc. for Engineering, Design and Construction Support Services for the International Swim Center
Report
COUNCIL PILLAR
Enhance Community Sports, Recreational, and Arts Assets
BACKGROUND
The George F. Haines International Swim Center (ISC) was designed in 1965, constructed in 1966, and opened to the general public on July 1, 1967, at a cost of $725,000. The ISC is located at 2625 Patricia Drive within Central Park and features three pools (a 50-meter x 25-yard racing pool, a deep diving well, and a training pool), decks, mechanical circulation, filtration and heating systems, 3,000-seat viewing stands, roof, diving tower, changing/shower facilities, staff offices, training rooms and several support spaces. Since the last major renovation in 1999, the facility and its infrastructure have aged, prompting various projects proposed to study, improve, enlarge, or replace the ISC (Attachment 1).
On December 6, 2022, the City issued a solicitation seeking qualified engineering firms to evaluate ISC’s structure and operating components. The selected firm would also provide engineering design and construction support services should the City decide to proceed with improvements.
On August 10, the City entered into an agreement with LPA, Inc. (Attachment 2) to conduct an initial assessment of the facility. LPA was tasked with identifying systemic deficiencies, determining remaining operational life, assessing risks and compliance with building codes, providing an itemized cost estimate for rehabilitating the facility at its current location versus relocating it within Central Park or another location elsewhere in the City. This evaluation included architectural, structural, mechanical, Building Code, Americans with Disabilities Act (ADA) compliance, forensic engineering and investigative expertise.
On January 11, 2024, staff met with LPA to review preliminary findings. Based on their assessment, LPA recommended that the ISC not be used until necessary repairs or replacements were made to address safety and structural concerns noted. Out of an abundance of caution, the City Manager directed staff to close the facility immediately, pending the completion and presentation of LPA’s final report.
The agreement with LPA has a three-year term through June 30, 2026, with a maximum compensation of $238,920. On April 22, 2024, the City executed Amendment No.1 to increase the total not-to-exceed amount by $10,000, bringing the total to $248,920 (Attachment 3).
DISCUSSION
On October 22, 2024, the City Council approved a project for Adams Pool Solutions to replaster the pool at ISC. During the course of this work, additional structural and mechanical issues were discovered, prompting the need for LPA’s engineering design and construction support services. City Council will receive a staff recommendation in April 2025 on whether to rehabilitate the existing facility or pursue a replacement facility at a different site.
To advance this work, staff requests City Council authorization to amend the agreement (Amendment No. 2) with LPA to increase the maximum compensation by $400,000 for a revised not-to-exceed amount of $648,920 and to extend the contract term end date from June 30, 2026, to December 31, 2027. Amendment No. 2 will allow staff to begin working with LPA on schematic design services including construction cost estimating, topographic surveying, and architectural color site renderings. At the conclusion of this phase (Phase 1), LPA will deliver a schematic design package and cost estimate.
If the City moves forward with rehabilitation, LPA will provide a subsequent scope and fee for the production of construction documents, bidding assistance, and construction administration services for the approved scope of the project.
At a later date, staff will return to City Council to address Phase 2, which will focus on the viewing stands canopy, staff offices, changing/shower facilities, training rooms and support spaces.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no 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 Amendment No. 2 to the LPA agreement increases the maximum compensation by $400,000, from $248,920 to $648,920, and includes $340,000 for the base scope of services and $60,000 in contingency funds for supplemental services. The Agreement with LPA will be funded by the Planning and Construction of Temporary and/or Permanent ISC Replacement Facility project in the Parks and Recreation Capital Fund. Depending on timing of the expenditures and issuance of bond dollars, these costs may be reimbursed by the Measure I Bond at a later date.
COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and City Manager’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. Authorize the City Manager or designee to negotiate and execute an amendment(s) to the agreement with LPA, Inc. (Agreement) to provide engineering services for the International Swim Center and increase the maximum compensation by $400,000 for a revised not-to-exceed maximum compensation of $648,920, and extend the term from June 30, 2026, to December 31, 2027, subject to the review and approval as to form by the City Attorney; and
2. Authorize the City Manager, or his designee, take any actions as necessary to administer the Agreement and execute future amendments to: (1) add or delete services, (2) extend the term as required to complete the project, and (3) make other modifications, provided that the not-to-exceed maximum compensation is not exceeded, subject to the review and approval as to form by the City Attorney.
Staff
Written by: Carolyn McDowell, Senior Management Analyst
Reviewed by: Damon Sparacino, Park and Recreation Department Director
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. International Swim Center - Timeline
2. Agreement with LPA, Inc.
3. Amendment to Agreement with LPA, Inc