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APPROVE MOTION TO AWARD A PROFESSIONAL SERVICES CONTRACT FOR THE EQUINOA PARK PHASE II PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to Callander Associates of Gold River, CA, in the amount of $198,942, for design of the Equinoa Park Phase II, Project No. WP13173.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Matt Equinoa Park, located at 9499 Glacier Point Drive, is a master-planned community park of approximately 14 acres. Matt Equinoa Park - Phase I was completed in 2004 and constructed six of the total 14-acre park site (Attachment A - Vicinity Map). The design for Matt Equinoa Park Phase II improvements was completed around 2012 and after the Phase I park was constructed. The Phase II park design includes dual-purpose soccer/softball field improvements, lighting, meandering concrete pathways, benches, trash receptacles, turf, and water-wise landscaping. Construction of the park was pending the availability of sufficient Public Facility Parks fee revenues. Public Facilities Parks fee revenues are now available for construction, and design plans will need to be revised substantially to incorporate new standards and water requirements. The project was included in the 2022-27 Five-Year Capital Improvement Plan (CIP).
On April 13, 2023, the City advertised a Request for Proposals (RFP) for design of the Equinoa Park Phase II, Project No. WP13173. On June 7, 2023, four firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Callander Associates of Gold River, CA, to be the most qualified and highest-ranked firm.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract in the amount of $198,942 with Callander Associates. It is anticipated that the final design documents will be completed by fall 2024.
DISCUSSION
Background
Matt Equinoa Park, located at 9499 Glacier Point Drive, is a master-planned community park of approximately 14 acres. Construction of the park was planned in two phases to coincide with the development build-out and available funding. Phase I was 6 acres, and Phase II was 8 acres. The original master plan and Phase I design for Matt Equinoa Park was completed in 2004, with construction completed in 2008. The Phase I park improvements included a playground, tennis and basketball courts, restrooms, parking, picnic, and other park amenities. More residential development progressed in the neighborhood, and the City commenced with Phase II design plans for Matt Equinoa Park . The design was completed in 2012 partly by City staff and contracted engineering support services. The Phase II park design includes dual purpose soccer/softball field improvements, lighting, meandering concrete pathways, benches, trash receptacles, turf, and water-wise landscaping. Unfortunately, construction of the Phase II park was put on hold until sufficient Public Facility Parks fees were available.
Over the years, the City has managed to collect sufficient Public Facility Parks fees to support construction of Matt Equinoa Park -Phase II. However, the design plans completed in 2012 will need to be revised substantially to incorporate new standards and water requirements. The project was included in the 2022-27 Five-Year (FY) CIP.
Present Situation
On April 13, 2023, the City advertised an RFP for design of the Equinoa Park Phase II, Project No. WP13173. On June 7, 2023, four proposals were received from the following firms:
• Callander Associates (Gold River, CA)
• O’Dell Engineering (Modesto, CA)
• RHAA Landscape Architects (San Francisco, CA)
• Seigfried Engineering, Inc. (Stockton, CA)
The Selection Committee, comprised of Public Works’ staff evaluated and ranked all proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications, technical ability, project approach, cost proposal, and local firm participation.
Callander Associates received the highest ranking based on the noted criteria and was determined to be the most qualified firm for this project. Staff negotiated a fee of $198,942 with Callander Associates for design services. The estimated construction cost for Equinoa Park-Phase II, as shown in the FY 2022-27 CIP, was $2.6 M. Callander Associates design fee is approximately seven and a half percent of the total estimated project cost, which is reasonable for a project of this size and complexity. It is anticipated that the final design documents will be completed by fall 2024, with construction taking approximately one year, weather permitting.
Staff recommends Council approve a motion to award a Professional Services Contract in the amount of $198,942 to Callander Associates for design services of the Equinoa Park Phase II, Project No. WP13173 (Attachment B).
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have sufficient staff available to complete design documents for this project.
2. The scope of work requires a landscape Architect/Engineering firm experienced in preparing design documents for a community park of this size.
3. Use of the RFP process is appropriate for this Professional Services Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
4. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
There are sufficient funds available in the Equinoa Park Phase II, Project No. WP13173, to award a Professional Services Contract in the amount of $198,942 to Callander Associates of Gold River, CA, for the design of the Equinoa Park Phase II.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract with Callander Associates