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HomeMy WebLinkAboutStaff Report 3.D 10/17/2005Agenda Title: CITY OF PETALUMA, CALIFORNIA AGENDA 13ILL ID October 17, 2005 Meeting Date: October 17, 2005 Resolution Awarding the Contract to Design the Proposed 4 -Acre Park Located at the Fox Hollow park Site to Gretchen Stranzl Meeting Time: ® 3:00 PM McCann Landscape Architects of Napa for $90,955. ❑ 7:00 PM Category (check one): ® Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department: I Drre6l Contact Person: Phone Number: Parks and Recreation Jim C Jim Carr (707) 778-4380 Cost of Proposal: $90,955./ / Account Number: 3700-C400305 Amount Budgeted: Total budget of $829,000 Name of Fund: Parkland Acquisition and Development Fee Attachments to Agenda Packet Item: a. Attachment 1: List of Firms Solicited to respond to a Request for Proposal, and firms who did respond and were interviewed. b. Attachment 2: Request for Proposal: Scope of work and schedule. c. Resolution Awarding the Contract to Design the Fox Hollow Park Site to Gretchen Stranzl McCann Landscape Architects of Napa. Summary Statement: The City Council authorized funding to design the 4 -acre Fox Hollow Park site. Five firms were invited to respond to a Request for Proposal, with two firms responding and interviewed. The firm of Gretchen Stranzl McCann Landscape Architects of Napa is the unanimous choice of the interview panel. Recommended Citv Council Action/Suggested Motion: The Parks and Recreation Director recommends the firm of Gretchen Stranzl McCann Landscape Architects of Napa be awarded the contract for the design of the Fox Hollow Park site. Reviewed by Finance Director: Date: ' Todav's Date: 1 Reviewer Attornev: � t Revision # and Date Revised: 0 Approved by City Manager: n /�/ 7 Date: File Code: 4 October 17, 2005 6 AGENDA REPORT 7 FOR 8 Awarding the Contract to Design the 4 -Acre Park 9 at the Fox Hollow Park Site to Gretchen Stranzl McCann 10 Landscape Architects of Napa. 11 12 13 1. EXECUTwE SUMMARY: 14 15 The City Council allocated $829,000 towards the design and construction of the 16 4 -acre Fox Hollow Park site. Five firms were invited to respond to a RFP. Two 17 firms submitted proposals and were interviewed on September 15, 2005. 18 Following interviews the unanimous choice of the interview panel was the firm of 19 Gretchen Stranzi McCann Landscape Architects of Napa. 20 21 2. BACKGROUND: 22 23 The City Council allocated $829,000 to design and construct the proposed 4 -acre 24 park at the Fox Hollow Park site. A request for proposal was developed and sent 25 to five firms with experience in constructing similar parks. Two responses were 26 received and were invited to appear before an interview panel comprised of 27 Recreation, Music and Parks Commissioners Mark Ferguson and Joseph Noriel, 28 and Jim Carr, Director of Parks and Recreation. Interviews were held on 29 September 15, 2005 at the Petaluma Community Center. 30 Of the two firms interviewed, the firm of Gretchen Stranzl McCann Landscape 31 Architects was the unanimous choice of the interview panel. The firm has 32 completed similar sized parks for public agencies in the Fairfield, Cordelia, Napa 33 and Petaluma areas, and is small enough to provide the personalized service to 34 ensure a good team approach. 35 While cost is not to be the deciding factor, there is a marked difference between 36 the two firms regarding proposed cost for their work. The firm of Gretchen 37 Stranzl McCann's fee is $ 90,955. ZAC Landscaping's proposal is for an amount 38 of $193,595. It was made clear to all firms who attended the walk through prior to 39 submitting proposals and in the RFD's Scope of Work, that the site, by its 40 geographical attributes, would be a passive park only. The discrepancy of 41 proposal costs points to a lack of understanding of the project and the limitations 42 of the site. 43 All firms had their references checked before the interviews. '� Once the City Council authorizes the award to design the proposed park, a public meeting will be scheduled in order to receive input from local neighbors. Mailed public notices will be sent to neighbors living within 1,000 feet of the proposed park site. News releases will also be issued notifying the public about the meeting. 3. Altematives: 9 A Approve the recommendation to award the contract to Gretchen Stranzl 10 McCann Landscape Architects of Napa, to design the proposed park at the 11 4 -acre Fox Hollow Park site. 12 B. Direct staff to consider another firm. 13 C. Not award the contract to design the 4 -acre Fox Hollow Park site at this 14 time. 15 16 4. FINANCIAL IMPACTS: 17 18 The proposed contract to design the 4 -acre Fox Hollow Park site is for an amount 19 of $90,955. The City Council has allocated $829,000 for the design and 20 construction of the proposed new park. 21 The firm not selected had submitted a proposal totaling $193,595. While the fees 22 between the two firms are substantially different, the overall experience in 23 working with public agencies and the designing and constructing of 24 Neighborhood Parks was the overriding factor for the interview panel. 25 26 5. CONCLUSION: 27 Two firms responded to a request for proposal to design the 4 -acre park slated for 28 the Fox Hollow site. Both firms were interviewed and the unanimous selection of 29 the interview panel is the firm of Gretchen Stranzl McCann Landscape Architects 30 of Napa. 31 32 6. OUTCOME OR PERFORMANCE MEASUREMENTS THAT WILL 33 HDENTIFY SUCCESS OR COMPLETION: 34 35 Once the appropriate signed contracts and insurance are received, a notice to 36 proceed will be issued. The first public meeting will be scheduled. Construction 37 for the proposed park is the summer of 2006. 38 39 7. Recommendation: :[1.' 41 The Parks and Recreation Director recommends that the firm of Gretchen Stranzl 42 McCann Landscape Architects of Napa be awarded the contract to design the 4- 43 acre Fox Hollow Park site for a contracted amount of $90,955. 44 45 46 g:/forms/2003 agenda bill Attachment One Firms Invited to Resnond to the Reauest for Proposal: Jonathan Herr & Assoc. 850 River Road Fulton, CA 95439 Phone: (707) 528-8880 Attn: Jonathan Herr Gretchen Stranzel McCann Landscape Architects 1785 Third Street Napa, CA 94559 Attn: Gretchen Stranzl McCann CSW Stuber-Stroh 1310 Redwood Circle — Suite 200 Petaluma, CA 94954 Attn: Steve Arago RBL Design Group, Inc. 1137 North McDowell Blvd. Petaluma, CA 94954-1110 Attn: Gilbert Bean ZAC Landscaping 145 Keller Street Petaluma, CA 94952 Attn: Sandy Reed Firms Responding to the Reauest for Proposal Gretchen Stanzl McCann Landscape Architects, Napa @ $ 90,955 Zac Landscaping, Petaluma @ $193,595 53 S:1Pos Bollow Pn k Projec410S 10 05 Bidders UsLdoc ATTACHMENT TWO SCOPE OF WORK Summary RFP — Fox Hollow Park Exhibit "A" The City of Petaluma is requesting proposals to provide professional landscape architectural and engineering service for the development of a park master plan, preparation of design development drawings, site topographical map, final plans, specifications, and cost estimates for the park to be located at the Fox Hollow Park site. The City's objectives are as follows: 1. Develop a park master plan for the proposed 4 -acre Fox Hollow Park site following at least two public meetings involving the community, meetings with City staff, the Recreation, Music and Parks Commission, and the City Council. 2. Prepare a detailed design development drawing based on the master plan and citizen input to direct the future development of the Fox Hollow Park site. 3. Prepare construction documents for the initial public access facilities and park features, and obtain all permits for bid and construction during the 2006 construction season. 4. Develop plans which follow the approved park master plan, while respecting the environmental constraints of the site. The park site to be developed is located adjacent to Lynch Creek, bordered by Sonoma Mountain Parkway to the west, Windmill Lane to the east, Church of Christ to the north, and Lynch Creek to the south. Considerable input from the community will be solicited at a public meeting to be held October 12, 2005. Parks and Recreation staff will review public input and define the program for park development prior to commencement of consultants work It is expected that the consultant will attend the public meeting in order to hear the community's comments. Due to the characteristics of the site it is anticipated that the neighborhood park may contain turf, a walking path, a playground, picnic areas, and benches. A detailed scope of work will be prepared for the consultant by staff after review of public comment including a description of the exact recreational facilities and park amenities to be constructed on the site. Phase I — Detailed Desien Develooment Drawing The selected consultant shall review acquired and available data and documentation to determine the best layout for proposed park facilities as shown on the park master plan to be developed. 1. At the commencement of the project, provide a topographic survey sufficient for detailed design development. 2. Meet with City staff to review existing conditions, budget availability, maintenance requirements, and Building Permit requirements. During the Park Master Plan process, participate in public meetings to allow the public to provide input regarding the park master plan. Develop with staff a final schedule for the project. r(a 08/03/05 RFP — Fox Hollow Park 3. Develop at least one proposed preferred design plan for presentation to staff and to the Recreation, Music and Parks Commission in a study session. 4. Based on comments from the meeting with staff and the Recreation, Music and Parks Commission study session, develop a final preferred design development plan for presentation to and approval by the Recreation, Music and Parks Commission. Alter that plan as requested following the Commission meeting and prepare the plan for presentation to the City Council for final approval. Phase II — Construction Documents The selected Consultant shall provide the following for review and approval by the City of Petaluma by submitting the number of sets indicated. A. Working drawings and completed technical specifications setting forth in detail the requirements for the construction of the entire project (including grading, drainage, paving, utilities, irrigation, and landscape plans) with necessary bidding information, special provisions and itemized quantities list. These items to be presented in 7 sets at 50%, 90% and 100% completion for review, comment and corrections. B. For bidding, provide one set of camera ready plans on Mylar for printing, one set of camera ready technical specification including electronic data on "Auto Cad 2005." Also two sets of wet signed prints of plans, specifications and calculations for building permit. Plans and specifications to include the signature by a licensed landscape architect and engineer, certifying their respective work. The landscape architect will assume responsibility for the design. C. Structural Soils analysis of the site and a statement from the soils engineer that the design complies with all recommendations. D. Completed structural calculation for any proposed structural elements (7 sets). E. Final itemized estimate of project construction quantities and costs. F. Final bid form coordinated with payment sections in technical specifications. G. Final approval for the City of Petaluma Building Department to issue a building permit to chosen contractor. Phase III — Biddine Based on approval of the Construction Documents Phase by the City of Petaluma, if the City proceeds to advertise for bids, the selected Consultant shall assist in obtaining bids and in awarding construction contracts for the project as follows. 08/03/05 RFP — Fox Hollow Park A. Prepare and keep records of necessary addenda and modifications both written and drawing form for timely issuance prior to bid opening date. B. Participate in a Pre -Bid Meeting and on-site "walk through" with the prospective bidders approximately two weeks prior to Bid Opening. C. Consult with and advise the City on bids submitted by contractor for the construction of the project. D. Attend a Pre -Award Meeting between selected Contractor's Staff and City Staff. Phase IV — Construction Phase After the award by the City of a contract for the construction of the project, the Consultant will generally assist during process of the project so as to assure proper construction according to the construction contract terms. This assistance shall include the following: A. Furnish definitions and interpretations of the plans and specifications for the project as requested. B. Review for compliance any product submittals specified written guarantees, instruction books, diagrams and charts required by the Contract Documents and proposed method of operation and training of City personnel in proper operation by contractor's consultants. C. Prepare, if necessary and in a timely manner, any contract change orders during construction of project. D. Provide a minimum of five (5) site visits, as needed, to insure project construction consistent with contract documents. Phase III & N — Should be listed as alternates 23 08/03/05 10/04/05 RFP — Fox Hollow Park Exhibit "E" t1'1__DI •.101 J August 3, 2005 RFP issued August 17, 2005 Pre -Proposal Meeting September 1, 2005 RFP responses due September 14, 2005 Interviews September 19, 2005 Consultant Selection October 17, 2005 Contract Awarded by City Council November 2005 Public Meeting to Receive Community Input. Draft Environmental Initial Study December / January Recreation, Music and Parks Commission Study Session Review Preliminary Park Plan January / February 2006 Recreation, Music and Parks Commission Review and Approval of Park Master Plan February / March 2006 Posting of Environmental Review City Council Certification, Approve Conceptual Design May 2006 Construction Documents Completed June 2006 Building Permits and other Needed Permits Secured June / July 2006 Project Out To Bid July / August2006 Bids Due August 2006 City Council Award September 2006 Construction to Commence 1 2 3 4 5 6 7 12 13 14 RESOLUTION AWARDING THE CONTRACT TO DESIGN THE 4 -ACRE PARK LOCATED AT THE FOX HOLLOW PARK SITE TO GRETCHEN STRANZL MCCANN LANDSCAPE ARCHITECTS OF NAPA FOR AN AMOUNT OF $909955. 15 Whereas, the City Council has allocated funding to design and 16 construct the 4- acre park to be located at the Fox Hollow Park 17 Site; and 18 19 Whereas, a Request for Proposal was distributed, with two 20 responsible firms responding and invited to appear before an 21 interview panel; and 22 23 Whereas, the firm of Gretchen Stranzl McCann Landscape 24 Architects of Napa was the unanimous choice of the interview 25 panel and is the recommended firm for the design of the new 4- 26 acre park. 27 28 Now, Therefore, Be It Resolved that the City Council awards 29 the project to design the 4 -acre park located at the Fox Hollow 30 park site to Gretchen Stranzl McCann Landscape Architects of 31 Napa for $90,955, and authorizes the City Manager to sign the 32 required contracts. 33 91