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sr-062811-3hCity Council Meeting: June 28, 2011 Agenda Item: J~ Ta Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Professional Services Agreement with Katherine Spitz Associates, Inc. for Universally Accessible Playground Project Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with Katherine Spitz Associates, Inc., a California-based company, in an amount. not to exceed $120,038 (includes a 10% contingency) to provide design and preconstruction services for the Universally Accessible Playground Project. Executive Summary The City plans to construct an approximately 20,000-square-foot universally accessible children's playground at 2900 Ocean Front Walk. This project is supported by the Disabilities and the Recreation & Parks Commissions. The playground will be designed to exceed ADA requirements to maximize the inclusion of children with various types of disabilities. Following a competitive bid process, staff recommends Katherine Spitz Associates, Inc., to provide design and preconstruction services for the Universally Accessible Playground Project in the amount of $120,038 (includes a 10% contingency). Background The City plans to construct an approximately 20,000-square-foot universally accessible children's playground on the site immediately south of the southernmost beach parking lot of the City. The address of the site is 2900 Ocean Front Walk. It is bounded by the Ashland Avenue pedestrian way and the City beach parking lot (Lot 5 at 2600 Barnard Way) to the north, Barnard Way to the east, the Marvin Braude Bike Path (bike path) and the Pacific Ocean to the west, and Ocean Front Walk and the bike path to the south. The proposed playground site is presently occupied by a sand play area, picnic tables, turf area, and palm trees. 1 For many years, both the Disabilities and the Recreation & Parks Commissions have advocated for the development of universally accessible playgrounds in Santa Monica. While the City's playgrounds are ADA accessible, universally accessible playgrounds go beyond ADA requirements to maximize the inclusion of children with various types of disabilities in the use of play equipment. Aidan's Place in West Los Angeles, Shane's Inspiration at the Griffith Park in Los Angeles, and Glen Alla in Marina del Rey are all examples of universally accessible playgrounds that have been completed in the last eight years. Specific program and amenities for the universally accessible playground will be determined through a community process involving stakeholder groups, and working closely with the Disabilities and the Recreation & Parks Commissions. Play features will incorporate unique design elements that integrate children of all abilities socially, physically and emotionally. Discussion On April 6, 2011, a Request for Proposals (RFP) was issued, emphasizing the unique qualities of the project. Responses to the RFP were reviewed by a selection panel of City staff from the Public Works and Community & Cultural Services Departments. Evaluation of the submitted materials was based on the following selection criteria, which were clearly stated in the distributed RFP: • Previous innovative design experience in the creation of universally accessible playgrounds. • A track record of professionally acknowledged, award winning and innovative design work. Proposed cost and unit cost break down for comprehensive design services. Timely completion of prior assignments. • Experience designing construction. projects in a coastal environment. • Thorough knowledge of California codes and regulations. 2 • Other municipal and/or community-based process experience. A total of 11 teams responded to the RFP. The selection panel short-listed four teams that represented four distinct design and collaborative team possibilities. Interviews with the short-listed teams were held on May 23, 2011. The degree of innovation, team strength, cohesiveness and specific experience, general approach to design, and comprehension of the unique challenges and opportunities presented by the project were evaluated. Following the interviews, the selection panel unanimously recommends Katherine Spitz Associates, Inc. (KSA) to be the project design team/consultant. KSA represents a strong cohesive team with demonstrated experience in the design of universally accessible playgrounds, collaborative public engagement processes, knowledge of child development theory, and familiarity with state of the art sensory and interactive play equipment. Other current projects by KSA include the Jane Vruwink Palmer Healing and Play Garden at Children's Hospital in Los Angeles, Orange Grove Park in Hacienda Heights, Havenhurst Park in West Hollywood, Reed Park in Santa Monica, and a universally accessible playground under construction in Hacienda Heights. Additionally, KSA's proposed fee and hourly rates were competitive with other firms. Next Steps Following execution of the agreement with KSA, the design consultant and City staff will initiate a community engagement process for the new playground. The process will include, but not be limited to, a series of community workshops, outreach to the special education community, and coordination with the Disabilities and Recreation & Parks Commissions, as well as review by advisory and regulatory bodies such as the Coastal Commission and the City Council. A critical consideration as the playground design moves forward is to integrate educational; therapeutic, and natural elements to create a safe and supportive environment where all children may explore, learn, and play together. 3 Financial Impacts & Budget Actions The contract to be awarded to Katherine Spitz Associates, Inc., is $120,038. This project is funded by the Community Development Block Grant (CDBG) in account 0196005.589000 Universally Accessible Playground. Funds in the amount of $100,000 have been included in the adopted budget for FY2010-11 and the remaining $20,038 has been included in the proposed budget for FY2011-12. Prepared by: Jean Gellman, Architect Forwarded to Council: Rod Gould City Manager 4 Director of Public Works Reference Contract No. 9388 (CCS)