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    19.    
City Council Regular
Meeting Date: 11/13/2018  

SUBJECT:
AWARDING DESIGN CONTRACT FOR THE TORREY PINES PARK MODIFICATION PROJECT
RECOMMENDATION:
Authorize execution of a Professional Services Agreement with Architerra Design Group, Inc. in a not-to-exceed amount of $52,971 for the preparation of conceptual and design plans, special provisions, and estimates (PS&E) along with construction support services for the Torrey Pines Park Modification Project.
BACKGROUND/ANALYSIS:
The Torrey Pines Park Modification Project, hereinafter referred to as “Project,” is located at 5011 Torrey Pines Drive in the City of Chino Hills and is part of the approved FY 2018-19 Capital Improvement Program (CIP) budget for Parks/Open Space.  The Project includes, but is not limited to, the following:  removal of the existing equestrian corral/arena and octagon picnic shelter and replacement with a full-size tennis court and an age-appropriate tot lot play area for ages 5 to 12 years; re-striping of the existing parking lot, and modification of the park’s landscaping and irrigation system along with security lighting.
 
On April 4, 2018, a Request for Proposals (RFP) was issued for professional services for the Project.  The City received a total of eight (8) proposals in response to the RFP.  Each response was reviewed and ranked.  The following three firms scored the highest from which Architerra Design Group, Inc. (Consultant) was selected.
 
            Architerra Design Group, Inc.
            RJM Design Group
            David Volz Design
 
Consultant services in the Professional Services Agreement sought under the not-to-exceed amount of $52,971 includes, but is not limited to:
 
  1. Review and documentation of existing conditions and constraints;
  2. Topographic Survey of existing site conditions – including landscape features and identification of species and size;
  3. Preparation and submittal of a photometric illumination plan and calculations;
  4. Preparation and submittal of conceptual and design plans, special provisions and estimates;
  5. Preparation and submittal of a project specific Water Quality Plan to address the inclusion/addition of impervious surface area;
  6. Presentation to Parks Commission and Council if needed;
  7. Responding to bidders;
  8. Responding to and reviewing Contractor submittals; and
  9. Preparing as-built/record drawings.
ENVIRONMENTAL (CEQA) REVIEW:
The subject activity (Agreement for Professional Services) does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) Guidelines Section 15060(c)(2) and CEQA Guidelines Section 15378; if a project for CEQA analysis, this activity falls within the “Common Sense” CEQA exemption set forth in CEQA Guideline Section 15061(b)(3).
FISCAL IMPACT:
The total estimated cost for this project is as follows:
 
Item Description Amount
Design, Contract and Project Management $ 64,000
Construction Contract $240,000
Contingencies (10%) $ 24,000
Construction Management $ 22,000
Total $350,000
 
Funding for this project will come from the following source:
 
Project No. Funding Source Amount
P18004 Capital Improvement Fund $ 350,000
 
The total approved budget for this project is $350,000 with funding coming from a General Fund transfer.
REVIEWED BY OTHERS:
This item has been reviewed by the Community Services Director, Finance Director and the City Attorney.
Attachments
Location Map - Project Site
Architerra Agreement

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