REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with O’Dell Engineering, Inc. for Design Professional Services for the Warburton Park Playground Rehabilitation Project
Report
COUNCIL PILLARS
Deliver and Enhance High Quality Efficient Services and Infrastructure
Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
Warburton Park & Pool (Park) is located at 2250 Royal Drive, bounded by Los Padres Boulevard to the west and residential properties to the east and south. The 3.95-acre Park was dedicated in 1954 and contains an open play area, playground, basketball court, and various park amenities. The pool and restroom building were funded by a 1959 bond measure and dedicated in August 1962. The 2018 facility condition assessment found that the playground and amenities are in poor condition and the building is in good condition. However, since then, the pool infrastructure, heating and mechanical systems have required extensive repairs, are in fair condition and will require further needs assessment. Currently, the City’s Capital Improvement Program (CIP) includes plans to rehabilitate the playground and park amenities.
Typically, park rehabilitation projects are completed in two phases. Phase I services include a consultant-led community input process, development ofa schematic design, and preparation of cost estimates. It includes onsite and remote community meeting(s), online surveys, Parks & Recreation Commission (PRC) and Council meetings. Phase II services include the consultant producing Plans, Specifications, and an Engineer’s Estimate (PS&E), preparing bid documents, assisting with pre-bid/pre-construction, obtaining permits and construction/post-construction activities. Phase II is contingent upon the Council’s approval to proceed after completion of Phase I 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 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 Warburton Park & Pool and Henry Schmidt Park Rehabilitation Projects. Two proposals were received from the following firms:
• David L. Gates & Associates, Inc. (Gates)
• O’Dell Engineering, Inc. (O’Dell)
The proposals were independently evaluated by a three-member evaluation 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 evaluation team recommended award of the Warburton Park & Playground Rehabilitation Project to O’Dell and the Henry Schmidt Park Rehabilitation Project to Gates. Staff will bring the agreement with Gates for approval under a separate report.
The term of the proposed agreement with O’Dell is through December 31, 2025. The maximum compensation is $128,425 for Phase I services which includes optional services of $19,040, and a 10% contingency in the amount of $11,675. 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. In addition to the services described in this report for Phase I and Phase II, O’Dell will assess the feasibility of converting the existing pool heater from gas to electric and assist staff with obtaining any available rebates from the City’s Silicon Valley Power Department as noted in the optional services of the proposed agreement.
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 O’Dell Engineering Inc. is for a total not-to-exceed amount of $128,425 for Phase I services which includes a 10% contingency in the amount of $11,675. The contingency is to be used for additional services due to the age of the playground, park site, buildings and potential unforeseen conditions that may require additional effort. There is sufficient funding of $1,331,800 for this agreement in the Warburton Park Playground Rehabilitation Project in the Parks & Recreation Capital Fund.
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 O’Dell Engineering, Inc. to provide professional engineering services for the Warburton Park Playground Rehabilitation Project, with maximum compensation not-to-exceed $128,425;
2. Authorize the City Manager or his/her designee to execute change orders limited to the deletion, addition, or modification of services, which result in no change to the compensation or any other term or condition of the Agreement with O’Dell Engineering, Inc.; and
3. Authorize the City Manager to execute amendments to the Agreement with O’Dell Engineering, 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 - O’Dell Engineering, Inc.