TITLE:
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PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES FOR THE KETCHUM-LIBOLT PARK EXPANSION PROJECT
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER (714) 754-5633
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Award a Professional Services Agreement (PSA) to Architerra Design Group, Inc., 10221-A Trademark Street, Rancho Cucamonga, California in an amount not to exceed $193,098 for the design of improvements and expansion of Ketchum-Libolt Park located at 2150 Maple Street, Costa Mesa.
2. Authorize an additional ten percent (10%) contingency in the amount of $19,310 as needed for any unforeseen costs related to this project.
3. Authorize the City Manager and the City Clerk to execute the PSA and any future amendments to the agreement within Council authorized limits.
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BACKGROUND:
Ketchum-Libolt Park is located at 2150 Maple Street at the intersection of Victoria Street and Maple Street. The park is dedicated in remembrance of fallen Costa Mesa police officers James “Dave” Ketchum and John “Mike” Libolt, in a helicopter crash on March 10, 1987.
The existing park of approximately 0.34 acres, currently includes a playground featuring elements for young children, a seating area and benches, turf, and a larger concrete pad that is occasionally used by the City’s mobile recreation van.
The City contracted with Pat West, LLC, and City Fabrick to conduct several community outreach meetings for the Ketchum-Libolt Park expansion. Conceptual renderings of different options are included as Attachment 1. In addition, the preliminary park design options were discussed with the City’s Parks and Community Services (PACS) Commission on August 10, 2023.
The City released a Request for Proposals (RFP) in order to retain the services of a highly qualified design firm with a specialty in park development projects.
The scope of professional services will include community outreach; presentations to Commissions and City Council; preparation of conceptual and schematic designs; final plans, specifications, and cost estimates; bid assistance services; construction support; and other professional services necessary to complete the project.
ANALYSIS:
Staff advertised the project for architectural and engineering design services on September 5, 2023, and received seven (7) proposals from qualified bid proposers on October 16, 2023.
After a careful review of the proposals, staff found Architerra Design Group, Inc. (Architerra), well qualified to perform the identified services at a competitive price of $193,098. The submitted proposal represents a thorough understanding of the project, complies with City specifications, and presents innovative approaches to providing requested services. Staff has determined the proposed cost for consultant services to be reasonable for meeting the City’s requirements as listed in the scope of services. The cost for services is competitive and within industry standards for these specialized architectural and engineering services.
Therefore, staff recommends the City Council award a Professional Services Agreement (PSA) to Architerra Design Group, Inc. (Attachment 2).
ALTERNATIVES:
The alternative would be to reject all proposals, re-advertise, and re-evaluate new proposals. Staff has determined that this will not result in a better outcome and will delay the project.
FISCAL REVIEW:
There is an adequate budget available for this contract. Funds are available from the $1.2 million state budget earmarked from state Assemblymember Cottie Petrie-Norris adopted in Fiscal Year 2023-24 Capital Improvement Program (CIP) budget, and from prior adopted funds in Fiscal Year 2022-23 that include Park Development Fees Fund, Capital Improvement Fund, and Prop 68 Per Capita Grant.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and prepared the proposed PSA and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
• Strengthen the Public’s Safety and Improve the Quality of Life
CONCLUSION:
Staff recommends that the City Council:
1. Award a Professional Services Agreement (PSA) to Architerra Design Group, Inc., 10221-A Trademark Street, Rancho Cucamonga, California in an amount not to exceed $193,098 for the design of improvements and expansion of Ketchum-Libolt Park located at 2150 Maple Street, Costa Mesa.
2. Authorize an additional ten percent (10%) contingency in the amount of $19,310 as needed for any unforeseen costs related to this project.
3. Authorize the City Manager and the City Clerk to execute the PSA and any future amendments to the agreement within Council authorized limits.