Agenda Item Wording:
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Authorize the City Manager to enter into a not to exceed contract for $271,140 with Odell Engineering for professional consulting services for Phase VI of the Riverway Sports Park, encompassing enhancements north of the existing park area. These enhancements include the community dog park and overflow parking lot.
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Jaklin H Rowley, Assistant Engineer, Jaklin.Rowley@visalia.city, (559) 713-4369
Frank Senteno, City Engineer, Frank.Senteno@visalia.city, (559) 713-4331
Alvin Dias, Parks and Facilities Manager, Alvin.Dias@visalia.city, (559) 713-4564
Nick Mascia, Assistant City Manager, Nick.Mascia@visalia.city, (559) 713-4323
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to award the design contract to Odell Engineering for professional consulting services to prepare plans, specifications, and estimates for Phase VI of the Riverway Sports Park Project in the amount total not to exceed of $271,140. The allocation will be split as follows $126,809 for the community dog park and $144,331 for the remaining elements of the total project including the paving of the overflow parking lot (respective Project numbers: 3010-72000/CP0612-999 & 3010-72000/CP0299-999).
Background Discussion:
The City is seeking the services of a Consultant to develop the Plans, Specifications, and Estimates (PS&E) necessary for Phase VI of the Riverway Sports Park Project. This phase aims to enhance the area north of the existing Riverway Sports Park by creating a comprehensive plan. It involves designing an off-leash dog park as well as a paved overflow parking lot (see attachment A - Vicinity Map). In addition to producing the PS&E documents, the consultant will collaborate with city staff to refine project deliverables, amenities, and the design itself at key milestones.
With the introduction of the Prop 68 Grant through the 2018-2019 California State Budget, municipalities gained the opportunity to apply for the Prop 68 Per Capita Grant Program. To be eligible, applications needed to be submitted by November 1, 2019, to the Office of Grants and Local Services (OGALS). The California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All Act of 2018 - Per Capita Grant Program, funded by the State of California Natural Resources Agency Department of Parks and Recreation Office of Grants and Local Services (OGALS), allocated $177,952 to the City of Visalia. This grant program supports local park rehabilitation, creation, and improvement projects on a per capita basis.
The Parks and Recreation Department convened to strategize on the most beneficial use of the grant funding for Visalia residents. Various factors such as grant criteria, funding amount, areas within Visalia's park system in need, City-owned properties, and the ability to sustain the project were extensively considered. After thorough discussion and research, the staff reached a consensus that a new community dog park would be the optimal project aligned with the allocated funding. This decision was endorsed by the Parks and Recreation Commission and subsequently approved by the Council on June 7, 2021.
An update was provided by City staff to the Parks and Recreation Commission on September 13th, 2022. This update conveyed the necessity for additional funds beyond the grant to fully realize the design and construction of the dog park. Despite this, the commission expressed their continued interest in pursuing the project if supplementary funds were available. On February 6th, 2023, Council approved the additional funding required to complete the community dog park. Furthermore, they expanded the project's scope to encompass the design and construction of a permanent overflow parking area. This enlarged endeavor is now identified as Phase VI of the Riverway Sports Park project.
Selection Process:
The City of Visalia has received two (2) proposals in response to the advertised Request for Proposals, RFP 22-23-56, seeking Professional Design Services for Phase VI. These proposals were received on August 16th, 2023, one from Odell Engineering located in Modesto, CA, and another from 4Creeks located in Visalia, CA.
To ensure a thorough and fair evaluation of the consultants' proposals, a review committee was assembled. This committee diligently reviewed and scored the proposals, providing detailed comments during the process. The primary objective was to select a consultant who demonstrated the highest level of qualification for the project and a comprehensive understanding of the scope of work. Through the review committee's evaluations, Odell Engineering was identified as the most qualified candidate due to their meticulously outlined and well-structured proposal.
It is worth noting that our staff has a history of collaboration with Odell Engineering, particularly in their assistance with preliminary grant applications for the Inclusive Park Project. Given their proven expertise, Odell Engineering has been chosen as the designated design consultant for Phase VI of the Riverway Sports Park Project.
Project Timeline:
The project's progression is outlined through a series of pivotal milestones, each closely tied to a specific completion date. Beginning with the Property Annexation stage slated for Fall 2024, the parcel set for the dog park will be officially brought into the city from the County setting the stage for subsequent phases. As Winter 2024 approaches, the focus will shift to Public Engagement, where community involvement will be sought for elements within the project. Moving forward, the Design Completion milestone is set for the Summer of 2025. During this phase, the details of the project's architectural and functional aspects will be finalized. This careful planning then paves the way for the Request for Bids (RFB) phase in Fall of 2025, enabling contractors to submit competitive proposals based on the project's well-defined parameters. The final milestone will be the Construction Completion projected for Fall of 2026. At this point, the project's vision will have transformed into a tangible reality, and the new phase of the Riverway Sports Park will be completed. Additional details are broken out below by milestone:
1. Preliminary Concept Submission (completed): Staff submitted the preliminary concept to the community development department to receive comments on the potential project entitlements. This resulted in learning that the parcel for the dog park must be annexed prior to the approval of the project's SPR.
2. Annexation (6 months): Annexation must be completed before the Site Plan Review (SPR) can be approved. Assuming no issues arise, this process is estimated to take 6 months.
3. Design (1 year): The design team will have 1 year, after the completion of the annexation, to complete the project design including all construction documents, CEQA, public outreach, and building permits. Staff is exploring the option to have the design team work on the design concurrently with annexation, to potentially save a few months’ time.
4. Request for Bids (RFB) (6 months): Once the design package is complete, Staff can begin coordinating the RFB, a process that typically takes 3-4 months. Subsequently, the project will be advertised for 1 month, followed by an additional 1.5 months for council approval and contract signing, totaling approximately 6 months.
5. Construction (6-8 months): Construction will commence and is estimated to take 6-8 months.
6. Final Inspections, Approvals, and NOC (2 months)
In total, the project is estimated to take approximately 3 years to complete, broken down as follows:
• 1.5 years for design, annexation, CEQA, and permits.
• 6 months for advertising and contract award.
• 1 year for construction and final inspections.
Fiscal Impact:
The Community Dog Park is being tracked separately from the remaining elements of the total Phase VI of the Riverway Sports Park project including the paving of the overflow parking lot. Notably, the City has been granted $177,952 dedicated to the development of the Community Dog Park project. No matching funds are required for this grant. However, the City has allocated funds from the Park Impact Fee fund to ensure the comprehensive design and successful completion of the project.
Outlined below is a preliminary project budget summary based on a concept-level construction estimate. Soft costs have been calculated as a percentage of the construction costs. It's important to acknowledge that this budget will undergo further refinement and evolution as our staff advances through the design phase. As of now, the preliminary project budget stands as follows:
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Budget Summary: CP0612 Community Dog Park - Phase VI of the Riverway Sports Park |
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Project Funding |
|
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Allocated Grant Funds (Dog Park) |
$177,952 |
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Parks & Rec Impact Fee Fund (211) |
$114,000 |
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Total Project Funding (CP0612) |
$291,952 |
|
|
|
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Estimated Project Costs: |
|
|
Estimated Construction Cost |
$111,132 |
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Architect/Engineer/Annexation |
$126,809 |
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Surveying (2%) |
$5,839 |
|
City Staff Time (8%) |
$23,356 |
|
Construction Contingency (5%) |
$14,598 |
|
Construction Inspection (1.5%) |
$4,379 |
|
Materials Testing (2%) |
$5,839 |
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|
|
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Total Estimated Project Costs: |
$291,952 |
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Budget Summary: CP0299 - Phase VI of the Riverway Sports Park (includes overflow parking lot) |
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Project Funding |
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Total Project Funding (CP0299) Parks & Rec Impact Fee Fund (211) |
$1,750,000 |
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|
|
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Estimated Project Costs: |
|
|
Estimated Construction Cost |
$949,419 |
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Architect/Engineer |
$144,331 |
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Surveying (5%) |
$87,500 |
|
City Staff Time (10%) |
$175,000 |
|
Construction Contingency (15%) |
$262,500 |
|
Construction Inspection (5%) |
$87,500 |
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Materials Testing (2.5%) |
$43,750 |
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|
|
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Total Estimated Project Costs: |
$1,750,000 |
Prior Council Action:
June 7, 2021
Approval to adopt Resolution No. 2021-28 approving the application accepting the requirements set forth and appropriating funds by the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All Act of 2018 - Per Capita Grant Program funded by the State of California Natural Resources Agency Department of Parks and Recreation Office of Grants and Local Services (OGALS) for local park rehabilitation, creation, and improvement grants to local governments on a per capita basis, for the construction of a new community dog park at Riverway Sports Park.
February 6, 2023
Council approved the City Manager to appropriate $1.7M for Phase VI of the Riverway Sports Park.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City manager to enter into a contract with Odell Engineering for professional consulting services to prepare plans, specifications, and estimates for Phase VI of the Riverway Sports Park Project in the amount not to exceed $271,140.
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Environmental Assessment Status:
TBD
CEQA Review:
Expected - Catagorical Exemption
Attachments:
1. Vicinity Map
2. Odell Engineering Ownership Disclosure
3. Odell Engineering Proposal Budget