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SR 01-23-2018 3H City Council Report City Council Meeting: January 23, 2018 Agenda Item: 3.H 1 of 5 To: Mayor and City Council From: Susan Cline, Director, Public Works, Architecture Services Subject: Award of Design Agreement for the Memorial Park Feasibility Study and Master Plan Recommended Action Staff recommends that the City Council: 1. Award RFP #SP2509 to AHBE Landscape Architects, a California-based company, for the feasibility study and master plan design of the Memorial Park Redevelopme nt and Expansion Project; and 2. Authorize the City Manager to negotiate and execute an agreement with AHBE Landscape Architects, in an amount not to exceed $326,706 (including a 10% contingency). Executive Summary The Memorial Park Redevelopment and Expansion Project would combine the existing 10.3-acre Memorial Park with an adjoining City-owned 2.9-acre site to the north into a newly renovated and expanded community park. The recommended feasibility study and master plan would examine existing conditions and park program elements, and propose a single cohesive park program and layout with a focus on sports fields, particularly baseball and softball. Staff recommends entering into an agreement with AHBE Landscape Architects to provide feasibility study and master plan design services for an amount not to exceed $326,706 (includes a 10% contingency). Staff will return to Council in fall 2018 to present the preferred master plan option for final approval. Background Santa Monica’s Parks and Recreation Master Plan, adopted in 1997, (Attachment A) stated that it was necessary to consider redefining the role of Memorial Park to better serve the community. Staff recommended the development of a Memorial Park Master Plan as part of the 1997 Recreation and Parks Master Plan (Attachment B). However, the City did not take control of the Fisher Lumber site until 2005 , and in lieu of a viable 2 of 5 alternate site, the Fisher Lumber site has since housed the City’s Colorado Yards and Public Landscape Division’s equipment and staff. A Memorial Park Master Plan has not yet been developed. In October 2004, Council adopted resolution 9987 (CCS) approving a negative declaration and authorizing the City Manager to negotiate and execute a purchase of sale agreement for the property located at 1601 14th Street, at the time occupied by Fisher Lumber. The acquisition would preserve the possibility of expanding Memorial Park, although no project to expand Memorial Park was contemplated at that time (Attachment C). On March 22, 2016, Council adopted the recommendation of the Recreation and Parks Commission and staff and formally selected the City’s highest priority park projects to be included in the Los Angeles Countywide Parks Needs Assessment Report (Attachment D). The Recreation and Parks Commission’s Recommendations included the expansion of Memorial Park to include the former Fisher Lumber Site as a priority project to be included in the Countywide Needs Assessment Report. Today, Memorial Park is Santa Monica’s primary public park for diamond sports, including little league baseball, Santa Monica High School softball and baseball teams, and adult league softball and baseball. The park also houses the only public gymnasium in Santa Monica. Funding for preliminary planning and design for the Memorial Park Expansion Project was included in in the 2016-2018 Capital Improvements Program Adopted Biennial Budget. Funding options for construction will need to be explored and identified pending the completion of the Master Plan. Discussion The Memorial Park Redevelopment and Expansion Project consists of two adjacent land parcels. Parcel 1 is the existing 10.3-acre Memorial Park site. Parcel 2 is the adjoining 2.9-acre former Fisher Lumber site to the north of the existing park. The two 3 of 5 adjoining parcels are bound by Colorado Boulevard to the northwest, 16th Street to the northeast, Olympic Boulevard to the southeast and 14th Street to the southwest. Parcel 1 includes six baseball/softball fields, a skate park, four tennis courts, gated children’s play structures, on-site parking, restrooms, a dog run area and three City- owned and operated community buildings. The existing buildings house the Santa Monica Police Activities League (P.A.L.), the community fitness room, staff offices and the Memorial Park gymnasium. Along the proposed project’s Northwest boundary sits Parcel 2, the former Fisher Lumber site, which currently houses the City’s Public Landscape Division offices, covered storage areas and vehicle and equipment storage lots. The City is considering relocating the Public Landscape Division offices to a site at the Santa Monica Airport. The core objective of this feasibility study and master planning process is to complete site analysis, define the project program requirements and study options to arrive at a conceptual master plan. The master plan is intended to inform the design and phased construction of the Memorial Park Redevelopment and Expansion Project. Vendor/Consultant Selection On August 22, 2017, the City issued a Request for Proposals (RFP) to provide feasibility study and master plan design services for the 13 -acre Memorial Park Redevelopment and Expansion Project. The RFP was posted on the City’s on -line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code Section 2.24.075(a) provisions. A total of 120 vendors downloaded the RFP. Ten proposals were received and publicly opened on September 28, 2017. Responses to the RFP were reviewed by a selection panel of staff from the Public Works, Planning and Community Development (PCD) and Community and Cultural Services (CCS) departments. The 10 firms that submitted proposals are listed below:  AHBE Landscape Architects 4 of 5  Brightview  Design Workshop  Koning Eizenberg  KSA Design Studio  MIG  Studio-MLA  Rios Clementi Hale Studios  RJM Design Group  SWA Landscape Architects Evaluation was based on the following selection criteria: fees, previous work experience on similar projects, track record performing public sector work, hourly rates for services, demonstrated understanding project scope, work approach, community outreach, project team qualifications and proposed schedule. Staff then interviewed two shortlisted firms, AHBE Landscape Architects and SWA Landscape Architects, for interview. Based on the above criteria and criteria in SMMC 2.24.073, staff recommends AHBE Landscape Architects as the best qualified firm to provide feasibility study and master plan design services for the Memorial Park Redevelopment and Expansion Project. AHBE Landscape Architects provided a clear fee structure, exhibited a full understanding of the project scope, and has completed projects of similar size and scope. In addition, the project team displayed good composition with required skills, and has experience working with governmental agencies and conducting community outreach. Staff contacted references that had previously worked with AHBE and all highly recommend the firm. Next Steps Pending Council approval, staff expects to b egin design work in March 2018. Staff would return to Council in October 2018 to present a preferred design option and to solicit Council’s comments and recommendations. The selected design would be further developed, and staff would return to Council in January 2019 for approval of the Final Master Plan document. 5 of 5 Financial Impacts and Budget Actions The agreement to be awarded to AHBE Landscape Architects is for an amount not to exceed $326,706. Funds are available in the FY 2017-18 Capital Improvement Program budget in account C019154.589000. Prepared By: Danny Welch, Architectural Associate Approved Forwarded to Council Attachments: A. Parks and Recreation Master Plan - 1997 B. July 1, 1997 Staff Report C. October 12, 2004 Staff Report D. March 22, 2016 Staff Report E. AHBE Oaks Form REFERENCE: Agreement No. 10611 (CCS)