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APPROVE RESOLUTION TO AWARD CONTRACT FOR DESIGN OF THE NORTHEAST STOCKTON LIBRARY AND RECREATION CENTER
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Award a Professional Services Contract to Architectural Nexus, Inc. of Sacramento, CA, in the amount of $1,323,236, for engineering/architectural design and environmental services for the Northeast Stockton Library and Recreation Center, Project No. PW1724.
2. Appropriate additional funds in the amount of $1,170,000 from the Public Facility Fees Libraries Fund 950 fund balance to the Northeast Stockton Library and Recreation Center, Project No. PW1724.
3. 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 resolution.
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Summary
On November 8, 2016, Stockton voters approved the Strong Communities Initiative (Measure M). The Northeast Stockton Library and Recreation Center is a Measure M project that will provide citizens with critically needed library and recreational services in the northeastern portion of Stockton.
On February 8, 2018, the City advertised a Request for Proposals (RFP) for the design of the Northeast Stockton Library and Recreation Center project. On March 6, 2018, eight firms submitted proposals for this project. The Selection Committee evaluated the proposals, interviewed four firms, and found Architectural Nexus, Inc. of Sacramento, CA, to be the most qualified and highest ranked firm.
It is recommended that the Council adopt a resolution authorizing the City Manager to execute a Professional Services Contract in the amount of $1,323,236 with Architectural Nexus, Inc. It is anticipated that the final design documents will be completed by the summer of 2019.
DISCUSSION
Background
On November 8, 2016, Stockton voters approved the Strong Communities Initiative (Measure M), a one-quarter cent transaction and use tax, dedicated to City of Stockton recreation and library programs, services, and facilities. On August 21, 2017, Community Services staff presented to Council a recommended expenditure plan for the 16-year lifespan of the Measure M Initiative. The Northeast Stockton Library and Recreation Center was identified in the expenditure plan as a priority capital project within the Measure M Initiative. The expenditure plan was approved by Council by Resolution No. 2017-08-21-0801. The project was included in the FY 2017-22 Capital Improvement Plan with a total estimated budget of $15.1 million.
The Northeast Stockton Library and Recreation Center will be located at 9501 West Lane, at the northwest corner of West Lane and Ronald E. McNair Way (East Morada Lane). The undeveloped site is 4.83 acres in area, and adjacent to the Ronald E. McNair High School (Attachment A - Vicinity Map).
The Northeast Stockton Library and Recreation Center is proposed to provide citizens with critically needed library and recreational services in the northeastern portion of Stockton. The library portion of the facility is proposed to include, but not be limited to, a combined circulation and reference desk, learning center, children’s area, teen area, and group and individual seating areas. The recreational area of the facility will feature play areas, a large gymnasium that also serves as a meeting or event space, and kitchen facilities. The facility will also have a shared common space for holding programs, classes, and lounge area.
Present Situation
On February 8, 2018, the City advertised a RFP for engineering/architectural design and environmental services of the Northeast Stockton Library and Recreation Center project. On March 6, 2018, eight proposals were received from the following firms:
• Architectural Nexus, Inc. (Sacramento, CA)
• Derivi Castellanos Architects (Stockton, CA)
• Dialog Design LP (San Francisco, CA)
• Group 4 Architecture, Research + Planning, Inc. (South San Francisco, CA)
• LDA Partners, Inc. (Stockton, CA)
• LPA, Inc. (Sacramento, CA)
• WLC Architects, Inc. (Folsom, CA)
• WMB Architects, Inc. (Stockton, CA)
A Selection Committee, comprised of Public Works and Community Services staff, evaluated and ranked all proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications and technical ability, project approach, cost proposal, and local firm participation. In addition to the evaluation of the written proposals submitted, the Selection Committee interviewed the four top-ranked firms - Architectural Nexus, Inc.; Group 4 Architectural, Research + Planning, Inc.; LDA Partners, Inc.; and WMB Architects, Inc. - to further explore each proposal and ask questions of the project teams. Firms were asked to bring conceptual design concepts for a library and recreation center joint-use facility to the interview. Of the four finalist firms, Architectural Nexus, Inc. had the best experience in designing joint library/recreation facilities and presented the best and most unique library and recreation center design. Additionally, Architectural Nexus, Inc. proposed a superior public outreach method to gather input from the community. At the completion of the evaluation, Architectural Nexus, Inc. received the highest ranking, and was determined to be the most qualified firm due to three main criteria:
• Experience of the team with combination library/recreation facilities
• Superior public outreach process - Architectural Nexus, Inc. is certified in a public outreach process called SEED - Social Economic Environmental Design. This process will help identify size requirements of the building to meet community needs
• Best conceptual design concept
Staff negotiated a fee of $1,323,236 with Architectural Nexus, Inc. for engineering/architectural design and environmental services. This fee is approximately 8.8 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 the end of 2019. The construction project will then be bid and awarded in the spring of 2020. Construction is estimated to commence in FY 2020-21 and take approximately 18 months to complete.
Staff recommends Council adopt a resolution to award a Professional Services Contract in the amount of $1,323,236 to Architectural Nexus, Inc. for engineering/architectural design and environmental services of the Northeast Stockton Library and Recreation Center project.
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 staffing available to complete design documents for this project.
2. The scope of work requires an engineering/architectural firm experienced in preparing design documents and environmental analysis for library and recreation facilities.
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.
The recommended resolution will approve a Professional Services Contract with Architectural Nexus, Inc. in the amount of $1,323,236 for the Northeast Stockton Library and Recreation Center, Project No. PW1724.
FINANCIAL SUMMARY
The existing project budget is $500,000. To enable the planned construction in FY 2020-21, staff recommends advancing part of the funding that is programmed in FY 2020-21 of the Capital Improvement Plan. The recommended action will appropriate $1,170,000 from Public Facility Fees (PFF) Libraries Fund 950 fund balance to the Northeast Stockton Library and Recreation Center, Project No. PW1724 to complete the design phase. The PFF Libraries Fund is eligible and appropriate for this project. The total project costs are anticipated to be equally divided between Measure M and PFF Libraries.
The additional funding appropriation in the amount of $1,170,000 is requested to provide a project budget for the design phase of $1,670,000. This will be sufficient to award a Professional Services Contract in the amount of $1,323,236 to Architectural Nexus, Inc. for the Northeast Stockton Library and Recreation Center (Project No. PW1724; 950-3020-640). The remaining funds will be used for staff costs, contingencies, and any contract amendments necessary to complete the design phase of the project.
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