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HomeMy WebLinkAbout11/16/1999, 6 - RFP FOR CONSULTANT SERVICES TO DESIGN THE DAMON- GARCIA SPORTS FIELDS council ovember 16 199 agenda Report ® CITY O SAN LUIS OBISPO FROM: Paul LeSage, Director of Parks and Recreation SUBJECT: RFP FOR CONSULTANT.SERVICES TO DESIGN THE DAMON- GARCIA SPORTS FIELDS CAO RECOMMENDATION By motion: 1. Approve the request for proposals for consultant services to design the Damon-Garcia Sports Fields; 2. Designate the scope of this project as being limited to multiple, turf-based athletic fields and the related support facilities; 3. Authorize contract award by the City Administrative Officer if the selected proposal for Phase I services is within 50% of the $200,000 budget for all design services ($100,000); and 4. Authorize the Parks and Recreation Director to complete a contract for Phase H design service- with the selected consultant, and authorize the City Administrative Officer to award the contract if the fees for Phase I and Phase H of the design services do not exceed the total design budget of$200,000. DISCUSSION Backuound: One of the Major City Goals adopted by the City Council during the years 1995-01 calls for the development of a multi-fields sports complex on the recently purchased Damon-Garcia site. The site at 23.5 acres, offers 16.5 acres to be developed for athletic fields, 3.5 acres as a creek corridor, and 3.5 acres for the extension of Prado Road. The City is ready to begin the design of the fields. The next step in the process is the selection of a Project Design Team. The recommendation is to select one team for all project design services, beginning with environmental review/mitigations through the development of plans and working drawings. A staff team from all effected City Divisions and Departments has been assembled to manage this project, including representatives from: Parks and Recreation, Engineering, Transportation, Finance, Utilities, Natural Resources Management, Community Development, and Administration. In addition, a representative from the newly-formed Youth Sports Organization is also a member. The team was very valuable in developing this proposal and will continue to work to ensure that the most qualified design team is selected for this project. 6-1 a Council Agenda Report - RFP for Consult Services to Design Damon-Garcia Sports Fields Page 2 What will the Proiect Design Team do? The design project has been divided into two phases: ■ Phase I: includes all the work necessary to develop a preliminary site design concept. ■ Phase H: which is the design of the site concept, including plans, specifications, and working drawings. Phase I — Pre-Desien• The pre-design phase will be directed toward program development while at the same time completing all the environmental aspects of the project. A key element of the pre-design is public participation. This is a major City facility and it needs a design that has community support. The consultant will be expected to facilitate a number of community meetings to gain input. Then, working with the staff team, a preliminary design will be developed. This design will be reviewed by the public and the appropriate City Commissions before ultimately being presented to the City Council. The major environmental aspects of this project will be evaluated as a part of Phase I. Because there are two creeks on the property, permits will be required from both the Department of Fish and Game and the Army Corp of Engineers. Orcutt Creek will need to be reoriented as part of the design to effectively use the site. Obtaining the permits and designing anticipated mitigation of the relocation will be the major tasks of the environmental component of this project. As a minimum, in Phase I, staff expects the consultants to complete these tasks: ■ Constraints analysis related to flood, drainage, and soil ■ Review and permitting from associated agencies, such as the Army Corps of Engineers, Department of Fish and Game, California Department of Transportation, Community Development Department, Public Works Department, and Utilities Department ■ Environmental mitigation plan approval ■ Environmental Impact Report and associated studies ■ Community-input meetings ■ Attendance and presentations at City meetings of Parks and Recreation Commission, Architectural Review Commission, Planning Commission, meetings of sports enthusiast interest organizations, and the City Council ■ Preliminary site design ■ Cost estm=g for construction ■ Preliminary design 6-2 Council Agenda Report -RFP for Consult Services to Design Damon-Garcia Sports Fields Page 3 Why is it important to limit the scope of the proiect? Since it was announced that the City had acquired the Damon-Garcia site, a number of well- meaning and involved citizens have approached staff with ideas for other facilities that could be located there. This has included: Senior Center, Gymnasium, Off-Leash Dog Area, Frisbee Golf Course, Aggressive In-Line Skate Park, Roller Hockey Rink, Therapy Pool, BMX Course, and Tennis Courts. Staff concurs that these are needed and necessary projects. The simple fact is that, in order to construct a minimum of four multi-use fields on the site, all of the developable land is needed. Council's affirmation of this project as being for sports fields will clarify the overall purpose of the Damon-Garcia Sports Fields site. It will also make the consultant's job much easier and allow them to focus on the job at hand. Staff will continue to work with the advocates of other recreational needs to add the necessary facilities. The Community Center/Therapy Pool Study, and an anticipated update of the Parks and Recreation Element/Master Plan, offers the opportunity to plan for many of these needed services. Phase H — Final Design and Construction Plans: In late 2000 or early 2001, staff will bring a site design concept of the Damon-Garcia Sports Fields to the City Council. The consultant will have completed all necessary permitting at the local, state, and federal levels. The project will have been reviewed and endorsed by all the appropriate City Commissions. Council approval of the preliminary design ends Phase I of the project. If the consultant has performed satisfactorily in Phase I, staff will then negotiate a contract for the Phase II — Design Work. In this phase, all construction plans, specifications, and working drawings will be completed. City staff will be actively involved through plan checks and reviews. Community input will continue through Phase II. The plans will be reviewed and approved by the Architectural Review Commission, Parks and Recreation Commission, and Planning Commission. Final design of this project will include the Prado Road extension from South Higuera to Highway 227. By the time the design begins, the alignment of the road will have been determined. The design is necessary, as materials removed from the road site can be used as fill for the sports fields site. Additionally, the pipeline for delivering reclaimed water to the sport fields will be located in Prado Road. When the Phase II work is completed, staff will request Council authorization to begin the construction bidding process. Once a construction contract is awarded, the consultant will assist the City in inuring that construction proceeds in accordance with the approved plans. 6-3 Council Agenda Report- RFP for Consult Services to Design Damon-Garcia Sports Fields Page 4 Selection of a Consultant Team: , Staff is seeking a multifaceted design team experienced in field design to accomplish this project. Experience in designing similar projects is a must. Because the .environmental work is so critical to the project, especially the Orcutt Creek reorientation, previous experience working with the Department of Fish and Game and the Army Corps of Engineers is critical. The consultant team must also understand the value that is placed on public participation in San Luis Obispo and, while the project will be limited to turf-oriented sports, establishing consensus for the nature and orientation of the fields will be a major undertaking. Prospective consultants will first be asked to submit a statement of experience in designing similar facilities as well as resumes of their design team. Then, they will explain their approach to completing the work, with a time schedule. These written proposals will be evaluated by the staff team and the most qualified applicants will be invited to make oral presentations. The evaluation of the written material will be based on the previously identified criteria, such as experience, qualifications, and an understanding of the public input process. A committee of staff, Commissioners, and a public member representing local sports organizations will interview the finalists. Depending on the results of the interviews, one or more candidates will be asked back for a final review. In the end, the contract will be awarded to the design team that can best produce a sports fields project that the City will be proud of. The tentative schedule for the process, also found on Page 12 of the RFP, is noted below: Council authorization to advertise RFP 11/16/99 Issue RFP 11/22/99 Conduct pre-proposal conference 12/06/99 Receive proposals 02/03/00 Complete proposal evaluation 03/03/00 Conduct finalist interviews 03/20/00 Finalize staff recommendation 03/24/00 Award contract 04/18/00 Execute contract 04/24/00 Start work 05/01/00 Staff is confident that this schedule is reasonable and obtainable. CONCURRENCES This design process has the endorsement of: ■ Local Youth Sports Organizations ■ Joint Use Committee ■ Parks and Recreation Commission 64 Council Agenda Report - RFP for Consult Services to Design Damon-Garcia Sports !Fields Page 5 FISCAL IMPACT Design services are part of the approved budget for this project. The most recent estimate for construction of the Damon-Garcia Athletic Fields is $3,035,000. Based on a standard 7% design fee, approximately $200,000 is allocated for the work noted in this RFP. The fees assume a "normal" review.by the other.regulatory agencies, such as the Army Corps of Engineers. As the members of the City Council are well aware, sometimes these reviews can become complicated. Situations such as this can require.a renegotiation of the consultant contract. Those design firms invited for interviews will be asked to-submit a written bid for the Phase I Services and to indicate if the total budget is adequate or all the design services. As was previously noted, the Phase II contract will be negotiated after Council has approved the conceptual project-design, ending Phase L ATTACHMENT 1. RFP for.Design Services (Description of work only; Sections B-F`"boilerplate"available for review in.Council Reading File.) 6-5 Requestfor Proposals DAMON.GARCIA . SPORTS FIELDS DESIGN November 22, 1999 �- City of San WIS O 1 SPO 6-6 ��iiiii�llllllll I�u=1 I city of san Luis ompo 990 Palm Street ■ San Luis Obispo,CA 93401 Notice Requesting Proposals for DAMON-GARCIA SPORTS FIELDS DESIGN Specification No. 99826 The City of San Luis Obispo is requesting sealed proposals for comprehensive environmental, pre- design, and design services followed with development of plans and specifications for a multi-field sports fields pursuant to Specification No. 99826. All proposals must be received by the Department of Public Works by Thursday, February 3, 2000, 3:00 p.m., where they will be opened publicly in the Public Works Conference Room, 955 Morro St., San Luis Obispo,CA 93401. Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Department of Public Works in a sealed envelope plainly marked with the proposal title, specification number, proposer name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. A pre-proposal conference will be held at Parks and Recreation Administration Offices, 1341 Nipomo Street, San Luis Obispo, California, on Monday,December 6, 1999, 10:00 a.m.,to answer any questions that the prospective proposers may have regarding the City's request for proposals. . Proposal packages may be obtained by phoning Greg Zocher, (805) 781-7200 or at the Public Works, 955 Morro Street, San Luis Obispo, CA 93401. Additional information may be obtained by contacting Kathy Mills,Recreation Manager 11, at(805)781-7296. ® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities. Telecommunications Device for the Deaf(805)781-7410. 6_7 Specification No. 99826 TABLE OF,CONTENTS A. Description of Work 1 B. General Terms and Conditions 6 Proposal Requirements 6 Contract Award and Execution 7 Contract Performance 7 C. Special Terms and Conditions 11 Proposal.Content 11 Proposal Evaluation and Selection 11 Proposal Review and.Award Schedule 12 Pre-Proposal Conference 12 D. Agreement 15 E. Insurance Requirements 17 F: Proposal Submittal Forms 19 Proposal Submittal Summary 19 :References 20 Statement of Past Contract Disqualifications 21 Subconsultant List 22 Consultant Insurancednformation 23 6�� Section A DESCRIPTION OF WORK PURPOSE: The City is requesting proposals for comprehensive design services, development of plans, specifications and working drawings, and associated permitting and environmental mitigation and enhancement plans, of a four field, lighted sports complex, with support buildings, and parking on a 23.5+ acre parcel. BACKGROUND With the adoption of the San Luis Obispo Parks and Recreation Element of the General Plan in April 1995, development of athletic fields and support facilities was identified as the number one unmet need in the area of recreation facilities. In addition, it was adopted by the City Council as one of the top priority Major City Goals resulting from the Council Goal Setting exercises of 1995-97, 1997- 99, and 1999-01. To assist staff in successfully accomplishing the Major City Goal of constructing sports fields, the City of San Luis Obispo is requesting proposals for design services by an integrated design team. It is the City's further goal to have construction of the fields completed in the fall of 2001. After a lengthy search and negotiation process, the City of San Luis Obispo was able to successfully close escrow on a 23.5+ acre parcel of land near the northwest comer of Broad Street and Tank Farm Road. Present on the parcel are two creeks. Acacia Creek is the larger of the two creeks, along with an additional smaller creek, Orcutt Creek. Tentative plans are to incorporate Acacia Creek into the design. In order to accommodate all of the desired fields, it will be necessary to work with all the appropriate regulatory bodies in order to reorient Orcutt Creek. This task is viewed as a key component in the ultimate design of the facilities. Plans are currently being developed to address the realignment of Prado Road, which is to be extended from South Higuera Street easterly to Broad Street, (Highway 227). When finalized, Prado Road will border either the northerly or southerly border of the athletic field property. The City will have a decision on the alignment by January 2000. As a part of the scope of work, the consultant must identify and design any grading of Prado Road. Material derived from grading will be used for fill at the site. Additional fill will be required and it will be the responsibility of the consultant to determine the amount of fill required. Pending the completion of the alignment of Prado Road, there will be 16+acres available for the development of facilities. Additional fill will be needed other than that obtained from Prado Road grading. There are many other perceived needs in the community related to athletic and other facilities. These perceived needs include, but are not limited to, ice and roller hockey rinks, BMX biking courses, skateboard and "aggressive in-line skating"parks, a senior citizens' center, and tennis courts. However, it will not be the purpose of this site to accommodate such facilities. In developing community input on this project,it will be the consultant's responsibility to keep the community focused on the purpose of this project,which is to develop added turf related facilities. 6-9 1 Formally,the area has been named"Damon-Garcia Sports Fields." The complex will include one field being dedicated as "Daryl Damon Field" to commemorate a deceased member of the Damon family,one of the two families from whom the property was purchased. When completed, there will be four multi-use sports fields that will accommodate turf-based sports of soccer, softball, baseball, and football, primarily designed to accommodate youth competition-level sports. The complex may be designed in such a manner to allow for the later upgrade of one of the fields to be a tournament competition venue. The design should include consideration of the eventual connection to reclaimed water for irrigation. It may be necessary to design and utilize a temporary irrigation system, which can easily be converted to reclaimed water when available. Tentative plans indicate that the pipeline carrying the reclaimed water will be located in the newly developed section of Prado Road that is adjacent to the sports facility. The east border of the property is Highway 227. Frontage improvements and access to this roadway must be addressed. The area immediately adjacent to the Damon-Garcia Sports Fields to the west is tentatively identified for the development of a residential community that may incorporate a school. The southwest comer adjacent to the park area is identified as a site for commercial development. The rocky hill area above the northwest border of the Damon- Garcia Sports Fields is City owned and is to remain open space. WORKSCOPE Approach The City is seeking a multifaceted design team experienced in field design, to accomplish the work,a two-phased approach. Phase I will consist of preliminary . design, to include community information gathering, environmental impact report (EIR), environmental permitting, evaluation, mitigation and enhancement plan development, and a preliminary site plan. Phase II will consist of the preparation of plans, specifications for construction and working drawings in accordance with City standards. Participation in community based meetings and City and regulatory meetings will be a part of each phase. The selected design team will accomplish environmental and civil engineering components, in addition to field design. Aspects of the project will include but are not limited to: 1. Community meeting participation(5—9) 2. Environmental permitting 3. Mitigation 4. Developing mitigation programs 5. Environmental enhancement programs 6. Utilities 7. Soil analysis 8. Drainage and flood patterns 9. Archaeological 10. Site design 11. Frontage improvements 12. Working drawings 13. Plans 14. Construction specification development 6-10 2 Following contract award, the selected consultant firm will remain affiliated with the project to respond to requests for information (RFI's), clarification of plans, and review of submittals throughout construction completion and at the end of the one-year maintenance portion, for the purpose of clarification of plans and specifications,and to make recommendations for corrections,as necessary. Any documents or materials provided by the Consultant will be reviewed by City staff and the Consultant will be required to respond to staff comments and make changes, as appropriate. The City expects the Consultant to remain in regular communication with the Project Manager as to the status of the project. City staff will carry the project through the City Council and bidding process with the Consultant providing support. The City will fiunish a copy of the City Standard Specifications based on the Caltrans Standard Specifications, July 1995, a set of City Engineering Standard Details, example specifications, City plan and profile sheets and drafting standards. Plan and profile shall be famished on diskette using the City's standard software. Written documents are to be submitted on Standard English letter size(8.5 X 11)paper. One project manager is to be assigned as the contact point for all of the various work items. All survey and design to be completed in metric units. Project Budget The City has budgeted$3,035,000 for the design and construction of the Damon- Garcia Athletic Fields. It is expected that the design and environmental review services will utilize approximately 7% of the project budget, which includes both Phase I and Phase II, approximately $200,000. It is intended for the work on the design of the project to begin by May 1, 2000. Proposers are asked to submit bids broken into two phases,based on work outlined below. Phase 1: Pre-Design The pre-design phase will be directed towards program development for the athletic field complex. During pre-design, the selected design team will be responsible for attending and participating at public meetings for the purpose of information gathering related to design, as well as regular project review meetings. There will be at least five meetings and not more than nine in this phase, not counting regular project review meetings. These meetings will consist of community information gathering forums, including the Parks and Recreation Commission. Additional meeting requirements at this phase will include the Parks and Recreation Commission, Architectural Review Commission,and City Council. All environmental aspects associated with the development of the Athletic Fields will take place throughout this phase. It will be the responsibility of the selected design team to work with State and Federal Regulatory Agencies to develop a program for the site to reorient Orcutt Creek, provide mitigation for Acacia Creek and develop a plan, which will be acceptable to the regulatory agencies. The team will then be responsible for obtaining all necessary permits and clearances from these agencies.. 6-11 3 Phase I—Tasks Consultant to Provide The selected design team will be expected to complete the following as a minimum with the final product to meet necessary approvals in order to go forward with the development of construction plans, working drawings and specifications: ■ Constraints Analysis related to flood,drainage,and soil. ■ Identify conditions of design that will require permits to be secured in Phase II ■ Permitting from associated agencies of Army Corps of Engineers, Department of Fish and Game, California Department of Transportation, NPDES from Regional Water Quality Control Board, Environmental permitting,approval from regulatory agencies ■ Develop mitigation plans ■ Associated environmental studies and reports as required ■ Community-input meetings(5—9) ■ Attendance and presentations at City meetings of Parks and Recreation Commission, Architectural Review Commission, Planning Commission, and meetings of sports interest organizations ■ Preliminary site design ■ Preliminary design including Highway 227 frontage improvements Phase H—Design Phase I concludes with the City Council's approval of a preliminary design. It will then be the task of the consultant team to develop construction plans and working drawings for the fields. Public input will continue to be a critical element of the project and the consultants will be expected to keep the community posted on the progress of their work through additional community meetings. The consultants will make presentations to the Architectural Review Commission, Parks and Recreation Commission, and the Planning Commission to seek their approvals. Phase H Consultant to Provide M Review and secure permits from associated agencies of Army Corps of Engineers, Department of Fish and Game, California Department of Transportation, Regional Water Quality Control Board, City Building, Engineering,Fire,Planning,and Utilities ■ Secure encroachment permits from Cal Trans and others as required ■ Construction plans and working drawings to City standards ■ Plan checking reviews by Parks & Recreation, City Engineering, City Fire,and City Building ■ Correct plans and specifications to conform with building code prior to bidding the project M Cost estimating for construction at 50%, 95%,submittal,and final plan ■ Specification development conforming to City Standard Specification& layout 6-12 4 ® Responding to Requests For Information (R.FI's), clarification of plans, and plan interpretation throughout construction CITY TO PROVIDE The following information will be made available to the consultanttearn: 6 Boundary survey df property e Soil testing for foundations O Secure Building:and.Grading permit ® Standard design sheets and specifications electronic:format. 6-13 5 TING AGENDA DATE /r�jEW I'r council mcmomnbum November 16, 1999 B'COUNCIL EKDD DIR MAO ❑FIN D!1 I;ACAO ❑FIRE C:::- TO: City CouncilORNEY PFW D!R CLERKIORIG ❑POLICE C:'- VIA: John Dunn, City Administrative Offic o;+ e.TEAM ❑UTIL DIIn ❑ti ❑PERS DIR FROM: Paul LeSage, Director of Parks d Rec do SUBJECT: DAMON-GARCIA SPORTS FIELDS REQUEST FOR CONTRACT SERVICES, ITEM #6, NOVEMBER 16, 1999, COUNCIL AGENDA I have reviewed Council Member Schwartz' memo relative to the Damon-Garcia Sports Fields Request for Proposals. I find myself in general agreement and have prepared a legislative draft of the RFP that reflects the changes. For your convenience, I have referenced each point raised in the memo with the change in the document. 1. Council Member Schwartz' request to have a landscape architect principal required in the RFP has been addressed on Page 4 by adding a consultant team paragraph. While the paragraph does not specify a landscape architect as principal, it clearly' identifies the importance of this expertise on the team and as a part of the selection process. 2. The Lathrop Property is mentioned in the 5'b paragraph of Page 3. 3. The Background Section of the proposal has been divided into a Background Section, Workscope - Content and Key Considerations Section, and Workscope - Approach Section. This should more clearly identify the work program. The Recreation Trail is mentioned in the 1s'paragraph of Page 4. 4. A reference to an expanded environmental impact report requirement is made the I' paragraph of Page 6. 5. The staff "Project Management Team" referenced in the staff report is more correctly called a Technical Advisory Committee. Any response to technical questions and procedural matters will be coordinated through me. 6. The public meetings have been more correctly identified as public presentations on Pages 4 & 6. The likelihood of up to 9 meetings was placed in the RFP document to assist the consultants in preparing their proposals both in their timeline and project budget. A scenario for 7 meetings might look like this: N 0 V r—A—E-87EIVED O CIT a. Community meeting with field "users b. Meeting with design.group or additional community meeting c. Study'session with Parks and Recreation Commission and.Joint Use Committee d. Formal review by the Parks and.Recreation Commission e. Architectural Review Committee review f. Planning Commission review g. City Council approval. If all goes well,.the project can movethrough the system in 7 meetings. With one or more revisits, the number can easily reach 9. 7. The use of a community design group could speed up the design.process. If this concept is acceptable to the City Council, I will work with the staffs of-the relevant advisory bodies to develop the ad hoc group. Thus item is referred to on Page 15, Item 9, in the fall RFP, available for review in the City Clerk's office. Request for Proposals DAMON-GARCIA SPORTS FIELDS DESIGN- November 22, 1999 city of s Nn tuis OBI SPO ���iiiilllllll III+ city of san LUIS OBaspo - - -- 990 Palm Street ® San Luis Obispo,CA 93401 Notice Requesting Proposals for DAM_ ON-GARCIA SPORTS FIELDS DESIGN Specification No. 99826 The City of San Luis Obispo is requesting sealed proposals for comprehensive environmental, pre- design, and design services followed with development of plans and.specifications for a multi-field sports fields pursuant to Specification No. 99826. All proposals must be received by the Department of Public Works by Thursday, February 3; 2000, 3:00 p.m., where they will be opened publicly in the Public Works Conference Room, 955 Morro St., San Luis Obispo, CA 93401. — Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Department of Public Works in a sealed envelope plainly marked with the proposal title, specification number, proposer name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. A pre-proposal conference will be held at Parks and Recreation Administration Offices, 1341 Nipomo Street, San Luis Obispo, Califomia,.on Monday, December 6, 1999, 101.00 a.m., to answer any questions that the prospective proposers may.have regarding the City's request for proposals. Proposal packages may be obtained by phoning Greg Zocher, (805) 781-7200 or at the Public.Works, 955 Morro Street, San Luis Obispo, CA 93401. Additional information may be obtained by contacting Kathy Mills,Recreation Manager 11, at(805) 781-7296. ® The City of San Luis Obispo is committed to Including disabled ppersons in all of our services,programs and activibes. Telecommunications Device for the Deaf(805)781-7410. Specification No. 99826 TABLE OF CONTENTS A. Description of Work I B. General Terms and Conditions 6 Proposal Requirements 6 Contract Award and Execution 7 Contract Performance 7 C. Special Terms and Conditions 11 Proposal Content I 1 Proposal Evaluation and Selection 11 Proposal Review and Award Schedule 12 Pre-Proposal Conference 12 D. Agreement 15 E. Insurance Requirements 17 F. Proposal Submittal Forms 19 Proposal Submittal Summary 19 References 20 Statement of Past Contract Disqualifications 21 Subconsultant List 22 Consultant Insurance Information 23 Section A DESCRIPTION OF WORK PURPOSE: The City is requesting proposals for comprehensive design services, development of plans, specifications and worldng drawings, and associated permitting and environmental mitigation and enhancement plans, of a four field, lighted sports complex, with support buildings, and parldng on a 23.5+ acre parcel. BACKGROUND With the adoption of the San Luis Gbispe Parks end Reerea+ian Element of the General F!, development of ahYeiie fields and suppeA faeilities wasid .— er-one umnet need in the area of reer-eation f�eil In addition, it was adopted by the Gity Getineil as one of the tep pri�ty nn d 1999 97 To assist staff in s .,f_ll--. .-_ _m_l:_L:__ the Major GAY Goal of eens"eting speAs fields, the Gity ef San Luis Gbispe is requesting proposals fer design serN4ees by an i4egrated design team. It is the G4549 ftwdter goal to have eenstmetien of the fields eempleted in the &41 of 200 In f the Gity of San Luis Obispo was able to sueeessfully elese eserew on a 23.5 i aere pareel of land near neithwest eemer of Broad StFeet and Tiuik Farm Read. Present on the peree two ereelfs. Aeaeia Greek is the larger of the two ereft along %4th an additional smaller ereek Tentative plans are te ineerper Aeaeia /'`_ _t. :_a,. the design. In oder to d it C L desired fie 1.7_ reerient o eaR Greek. This task i viewed a key eempenent in the - --- design of the feeilities. nt are eurrentl . L,.:__ developed to ,.aa____ the realignment ef Prade Reay whieh is to be extended fr-ofn Seuth 0 eera Street easterly W Bread Street, (Highway x 27) V/ten finalized, li A Read will L.._.7:._ either the nerth.._7_. ,._ seuther4y bar-der ef the adAetie field prepefty. :Me Gify*411 have a deeisi the alignment by january 2000. As a paA of the seepe of work the eaftsultm must Went*and design any grading of Porde Read Ma4eri-1 derive' grading will be used for rill at the site A dditi.na4 fill %ill be required __d it will L L responsibility sibty _c the e nst lee detennine the C fin d Pendiftg the eempletion of the alignment of Prade Read, there 4.A.4111 be 3.6�. Aaerres availa-ble ftw the development of feeilities. Additional fill Yvill be needed ether than that obtained frem Prade Read grading. There afe many edier pereeived needs in the eemAntmity related te athleti etl3er feeilities. These pereeived needs inelude, but are not limited to, iee rollern L__t._y P_t__ nN.ly b:L: eourses, skatebaafd and as skating" aggressive iffl-line e eenter, and tennis eourts. However, it willeeffffntmity input en this it will be the e f Ly purpose f _ sed on the o f sL r j .. a et .List is to develop add Fennallyturf related f�eilities. the area has been itamed "Damen Garein Sports e ' eemplex "I inelude one field being dedieated as as Field" to1 d n*er of the Damon fioily, 6 of the two C rnihes softball,mWti use sports fields that will weenunedme tuff based sports of seeeer, r and r designed J ou verme. 4he design should inelude-eensideratien of the eventual eenneetien to reelairne water fer irrigation. it may be neeessafy to design and utilize a temperuy r e—eenvefted to reelainted water available. Tentative plans indieate that the pipeline earrying the reelitifned w %411 be leeated in the newly-develeped seetien of Prade Read that is adjaeent to the sports faeility. The east der of the propertyis Highway 227. aeeess to this roadway must be addressed. The area in�ediately acbaeent to the Damen Gereia Spoils Fields te the west is tentatively identified fe development. The reeky hill area above the nei4mest border of the Damon `BACKGROUND With the adoption;,of the uan L is-Obispo.Parks and Recreation Element of the, 1 General Plan m Aptl 1995;�development of+athlehc`_fields and supportfacilities'; C` was identified as the number one,uninet need ,in the rea aof recreation facilities:; Tn addition, rt v✓asadopted>iy the City�Cotincil as one of the top pnonty Mayor. r 'City Goals resulting from the Council Goal_Setting-.exercises of 1995 97, 1997 99,and'19.99,01 After a lengthy search and"negotiation process, the City of Saii Luis Obispo-was; able to 'successfully close escrow;,,,on a X23 5„+ acre=parcel of land near`•thej northwest comer.of Broad"Street-and TankTarm Road The`east border of thel property is Highway 227: :The area immediately'adjacent to the"Damon Garcai :Sports Fields'to ,the west. is tentatively identified;for thee:development of :a; residential comm"ututythat may incoArporae_`a school The;southwestIcorner :, . :y� ` adjacent totithe parr area'is.�dentifiedaas arsite for commercial development Thej '.rockylulT:area above theunorthwestborder of the DamonsGarcia,Sports°Fields is !" City owned and is to remani open space rF A T 1._ Torassistff uisuccessfiillyf,accompli§liingathe Ivla3orrCity Goal,of constructing; sta "s sports fields, the;Ciiy.ofSanjLuisiObispois requesting proposals for='design' services :by anxintegrated�,design::team ItFis theCrty's further goal to have construction of the�fields completed in'the fall;of 2001 as u WORKSCOPE Coni-ai nd Key-,ConsideratIon 'f :Overall Rraiect''Scone :What is :'and is-riot,ancluded ,The City has-issued this! :proposal to obtamiall pl`ans,,permi-ti-.4nd documentsynecessary to construct'four,! multi fields puipose sports at the Damon;Garcia;site When completed;LLthe; feldsv✓ill accoman modate ttirf�based sports, such as'soccersoftball,.liaseball; ds football: ,The primary use of the facility”will"be;'forFyouth„competition=lCV,el i sports The complex may.be designed ui,such as manner as;to allolfor the later; upgrade of one ofuthe.fells to be_a',toumament venue 2 Y. There afe_many other perceived needsSrn thekcommu'mty related to athletic slid; . other facilities These p�ercei�ee needs mclude,shut amore not rlimrted to;ace and; { TS' 7 IF r roller hgckey rinks; BMX :i ngicoursesx§kateUoard7and�`aggressive m line; t skatmg ;parks,a senior crtizens�4center, and_tjennis courtsr HOWCVer;,ft w. ilVi Ot! be; the purpose of�tlus siter to accommodate such-facilities ,In developing; r , s community mput on this project, itowtll be tJiejconsultant)'s responsibility to keep: _ s a , r - y the community focused on the purpose'of this protect;wluchtis to'de�el added'. 1 k turf related facihhes While the.scope;of this protect isrfour, mul'h purpose fields and the�associated� s'ports,: iel& the actuallayoutaof tfie site has,not_yet been decrdedr aIt�willFliei detenruned by a variety°of issues;includmg: regulatory agency authonzatioii,: i ;public -input, site P constraints„and commission ieview '-Usmg, iheir best; ,professional judgment; theconsultant team will ;be ,expected to;factor this, information into.a-plan:tl at mee&,the'needs iof+the'City. as identified 111 t ; ;workscope of this_project: _i Y Creeks PresenOdn-the)parcel are'two creeks Acacia Creek is the larger of tl ei "two creeks, along'with an•additional smaller creek;'Orcutt Creek Tentative plans are.to incorporate Acacia Creek mto the design. i =Environmental'Review The City views the environmental wgrk associated wrt}e ;flus project as a critical:component.Wor mstance;in'order'to,accomrri4Y&te all of tfie desired fields;'"it'will`be,necessaryKto work with all-the approprrate.#gulatory b6les.in,order to reorient Orcutt=Creek Ali"ent/Construction 6f--Prado_Road~Extension:,:.Plans are currently beuig developed to.address the•realignniefitfof Prado-Road, which is to:be extended from;•South Higuera Street- easterly to rBro'ad Street, (Highway 227,) Whepz finahzed,',Pradd;Road will.border;either.�the-:northerly or southerly boi-der of tl e ;athletic ;field property.,-; The Crty will have a decision on:the alignment tliy,; January:2000 The design of�lus preject vinll,include the idenhfrcation,offtlie; �gradmg of Prado Road .1Niatenal derived from grading will be:,used.for fill at the isite,,Additional fill-will bye*,equiirred anda it will be the,.responsib lity of� h -donsultarit to determine the amount oftfillrrequired <Pendmg,�the completion of lie 41ignrhent�^of:.-Prado RoaA-: the 6�7, lobe 16+acres ;available forTthe ldevelopnl* .6f facilities An additional%s'acce parcel may also be'added atthe southeastcorner ofthe parcel , t - p 1 <4 � r �Irngahon.and'Redhdrnd&Water4The planus,., the sports fields to be connected`; - s to, a reclaimed water;system ifor�ungation_"Edt may be necessary„to utilize'a tehiporary-itngation,system,�whrch:'can costly-be converted'-to*reclaimed water. q. :. awhen available rTentah�e plans mdicate that the pipelme'carry- mg thereclaimed' •water willbe,loca't'ed m-the newly developed°section of Prado Road thatT:is adjacent fo the sports facility Public Art. The City of;San`Luis Oliispo allocates 1�/0 of the cost,of construchop. !ofca ital:. ro ects.for ublic art While the actual art ro ect will not be a art of P P J P r P J P. tfie`designproiggspace_willbesgt;asigo.thedesign, 3 -Recreation Trail. - A, bicycle and/or :pedestrian trail will connect the site,. -beginning on the Acacia Creek corridor, through the South Hills Open Space (the northwest:border.), and:to•Meadow Park in the central-portion of the City.. Approach :Consultant Team. The City is seeking a multifaceted design team to accomplish ;the work,and proposals should clearly set forth the composition.of the .consultant team to be assigned to the project. Because of the scenic and :sensitive nature of the project;-landscape architectural design experience and expertise shall-'be essential and heavily considered during theselection.process. Phased Approach. To accomplish the work,a two-phased approach will be used. Phase I will consist of preliminary design,to include community information gathering, environmental impact report(EIR),environmental permitting, evaluation,mitigation and enhancement plan development,and a preliminary site plan. Phase II will consist of the preparation of plans, specifications for construction and working drawings in accordance with City standards. Participation in community based meetings and City and regulatory meetings will be a part of each phase. The selected design team will accomplish environmental and civil engineering components, in addition to field design. Aspects of the project will include but are not limited to: 1. Public presentations (7=9) 2. Environmental permitting 3. Mitigation 4. Developing mitigation programs 5. Environmental enhancement programs 6. Utilities 7. Soil analysis 8. Drainage and flood patterns 9. Archaeological 10. Site design 11. Frontage improvements 12. Working drawings 13. Plans 14. Construction specification development With regard to #1, Public Presentations, at least seven presentations are likely, and possibly up to nine, if follow-up meetings are needed at certain stages. An example of a scenario for seven meetings is as follows: 1. Community meeting with field users 2. Meeting with design group or added community meeting 3. Study session with Parks and Recreation Commission and Joint Use Committee 4. Formal review by the Parks and Recreation Commission 5. Architectural Review Committee review 6. Planning Commission Review 7. City Council review 4 Following contract award, the selected consultant firm will remain affiliated with the project to respond to requests for information (BFI's), clarification of. plans, and review of submittals throughout construction completion and at the end of the one-year maintenance portion, for the purpose of clarification of plans and specifications,and to make recommendations for corrections,as necessary. Any documents or materials provided by the Consultant will be reviewed by City staff, and the Consultant will be required to respond to staff comments and make changes, as appropriate. The City expects the Consultant to remain in regular communication with the Project Manager as to the status of the project. City staff will cavy the project through the City Council and bidding process with the Consultant providing support. The City will furnish a copy of the City Standard Specifications based on the Caltrans Standard Specifications, July 1995, a set of City Engineering Standard Details, example specifications, City plan and profile sheets and drafting standards. Plan and profile shall be furnished on diskette using the City's standard software. Written documents are to be submitted on Standard English letter size (8.5 X 11)paper. One project manager is to be assigned as the contact point for all of the various work items. All survey and design to be completed in metric units. Project Budget The City has budgeted$3,035,000 for the design and construction of the Damon- Garcia Athletic Fields. It is expected that the design and environmental review services will utilize approximately 7% of the project budget, which includes both Phase I and Phase II, approximately $200,000. It is intended for the work on the design of the project to begin by May 1, 2000. Proposers ate asked to submit bids broken into two phases,based on work outlined below. Phase I: Preliminary-Designe preliminary-design phase will be directed towards program development for the athletic field complex. During preliminary-design, the selected design team will be responsible for attending and participating at public meetings for the purpose of information gathering related to design, as well as regular project review meetings. There will be at least five meetings and not more than-nine in this phase, not counting regular project review meetings. These meetings will consist of community in gathering forums, including the Parks and Recreation Commission;user-groups, a design .group,_,..,and formal .presentations before -Addifiernal meeting. the Parks and Recreation Commission, Architectural Review Commission,and City Council. The design group noted above is composed of design-oriented members of key. City commissions. Its purpose. is .to assist the consultant prior to formal; commission review. Meetings would be informal and allow the consultants to; bounce ideas off of the commission members. The resource will be useful in speeding up the design process. - All environmental aspects associated with the development of the Athletic Fields will take place throughout this phase. It will be the responsibility of the selected design team to work with State and Federal Regulatory Agencies to develop a program for the site to reorient Orcutt Creek, provide mitigation for Acacia Creek and develop a plan, which will be acceptable to the regulatory agencies. The team will then be responsible for obtaining all necessary permits and 5 clearances from these agencies. The scope of this project is such.that ,the environmental review,of this project may result in the issuance of a negative declaration. However; design-teams should plan for an environmental impact report as being a_part;of the,project when maldng_their-proposals: Phase I—Tasks Consultant to Provide The selected design team will be expected to complete the following as a minimum with the final product to meet necessary approvals in order to go forward with the development of construction plans, working drawings and specifications: ■ Constraints Analysis related to flood,drainage, and soil. ■ Identify conditions of design that will require permits to be secured in Phase lI ■ Permitting from associated agencies of Army Corps of Engineers, Department of Fish and Game, California Department of Transportation, NPDES from Regional Water Quality Control Board, Environmental permitting,approval from regulatory agencies ■ Develop mitigation plans ■ Associated environmental studies and reports as required ■ _ _ _�� Public presentations(7—9) ■ Attendance at meetings to obtain input on field use and design, and presentations before the Parks and Recreation Commission, Joint Use Committee, Architectural Review Commission, Planning-Commission, and_City_Council. ■ Preliminary site design ■ Preliminary design including Highway 227 frontage improvements Phase II—Design Preparation of Construction Documents Phase I concludes with the City Council's approval of a preliminary design. It will then be the task of the consultant team to develop construction plans and working drawings for the fields. Public input will continue to be a critical element of the project and the consultants will be expected to keep the community posted on the progress of their work through additional community meetings. The consultants will make presentations to the Architectural Review Commission, Parks and Recreation Commission, and the Planning Commission to seek their approvals. Phase II Consultant to Provide ■ Review and secure permits from associated agencies of Army Corps of Engineers, Department of Fish and Game, California Department of Transportation, Regional Water Quality Control Board, City Building, Engineering,Fire,Planning,and Utilities ■ Secure encroachment permits from Cal Trans and others as required ■ Construction plans and working drawings to City standards_ 6 © Plan checking reviews by Parks & Recreation, City Engineering, City Fire,and City Building a.- Correct plans and specif cations.to conform with building codeprior to = bidding the project 0 Cost estimating-for construction at 50%, 95%, submittal,and Anal plan 0 Specification development conforming to City Standard..Specification & layout 0 Responding to Requests For Information (RFPs), clarification of plans, and plan interpretation throughout construction CITY TO PROVIDE The following information will be made available to the consultant team: ® Boundary survey of property Soil testing for foundations H Secure Building and Grading permit a Standard design sheets and specifications electronic format Nov 13 99 10: 48a P -horized User (R05 ) 783-7751 P. 1 MEMO Date: November 11, 1999 To: Paul LeSage From: Ken Sch Copies: Council Co s,John Dunn Re: Damon-Garcia Sports Fields request for contract services Item#6,November 160'Council Agenda Pau], I have just finished reading this agenda item and I have a number of questions which I believe should be resolved before the Council acts on the RFP. Should you agree that these questions have some validity,perhaps the RFP could be amended accordingly. 1. Shouldn't we be seeking the design talents of a landscape architect to provide consultant services for this type of project? If so, shouldn't we target our RFP to design firms offering landscape architecture services? 2. Is the Lathrop property before the Council as consent item#13 included in this proposal? 3. The work program from which the design consultant will be expected to evolve the design appears to be fragmented in several parts of the RFP as written. Wouldn't it be more clear if these segments were brought together under one heading? Incidentally, I see no mention of a recreation trail on the shoulder of the flood control channel;isn't this to be an important link in the future City to Sea system? 4. I rather suspect that an EIR may be required for this project,yet such a requirement is not clearly descnW in the RFP. Shouldn't this potential requirement be spelled out in greater detail? 5. I have a negative reaction to the term`project management team" Your description of this team makes it sound more like a technical advisory group. If I am correct, wouldn't it be well to make clear in the RFP that the purpose of such a team is to respond to technical questions and lend assistance in procedural matters? I suggest adding the Police. 6. The number of public meetings required of the consultant seems a bit excessive. I believe that defining the `work program"more specifically(as per item 93 above) could reduce the number of meetings. If however, _it is the expectation of staff that part of the consultant's duties will be to help define the work program and that a public meeting will be necessary to accomplish this task, then wouldn't it be better for the RFP to state that more specifically? .ov 13 99 10: 48a Ruthorized User LUUSJ iaa- iioi p. c Page 2 .7. There is the possibility that the consultant may want to bounce ideas off of a community deign oriented group (as opposed to a technical advisory group)prior to having formathearings before the P&R conTrmssion,the PC-and the-ARC.- Such a group might well.con4st of one member(the most de inn: oriented member)from the P &R commission,the.PC,the ARC and possibly the Joint Use Committee. Staff to that group would best be you,the P &R Director: Meetings would.be informal and called on an as needed basis- I think such a resource would be useful to the consultant and likely to speedup the process leading to a plan ready for submittal for the necessary public hearings. If this idea has merit;.it may need to be integrated into the RFP under a procedures heading- Nov 1:i UH 1U: 48a Huthorized User (805 ] 783-7751 p. l �.M ETING AUHM MEMO 4�l y 2 F,o /�.� ,s. '�,r .d^•.� • n _tAt, 65 c- J 0' &A E�T� MMD DIR or, /fuavl l" 0 FIN DIR Date: November 11, 1999 /�- /f=y y 0 FIRE CHIEF SIM DIR To: Paul LeSage EMEC DIR CHF From Ken Sch4 , o un4 DIR Copies: Council Co9s, John Dunn 0 PERS DIR Re: Damon-Garcia Sports Fields request for contract services Item#6,November 160'Council Agenda Paul, I have just finished reading this agenda item and I have a number of questions which I believe should be resolved before the Council acts on the RFP. Should you agree that these questions have some validity,perhaps the RFP could be amended accordingly. I. Shouldn't we be seeking the design talents of a landscape architect to provide consultant services for this type ofproject? If so, shouldn't we target our RFP to design firms offering landscape architecture services? 2. Is the Lathrop property before the Council as consent item#13 included in this proposal? 3. The work program from which the design consultant will be expected to evolve the design appears to be fragmented in several parts of the RFP as written. Wouldn't it be more clear if these segments were brought together under one heading? Incidentally, I see no mention of a recreation trail on the shoulder of the flood control channel;isn't this to be an important link in the future City to Sea system? 4. 1 rather suspect that an EHL may be required for this project,yet such a requirement is not clearly described in the RFP_ Shouldn't this potential requirement be spelled out in greater detail? 5. I have a negative reaction to the term`project management team" Your description of this team makes it sound more like a technical advisory group. If I am correct, wouldn't it be well to make clear in the RFP that the purpose of such a team is to respond to technical questions and lend assistance in procedural matters? I suggest adding the Police. 6. The number of public meetings required of the consultant seems a bit excessive. I believe that defining the `work program"more specifically(as per item#3 above) could reduce the number of meetings. I however _it is the expectation of staff that part of the consultant's duties will be to help define the work program and that a public meeting will be necessary to accomplish this task, then wouldn' ' D the RFP to state that more specifically? N O V 1 5 1999 SLO CITY CLERK . n�L a.� .�., tu. -ruo aa • + acclf vacs Ou, /0J"/ /•J1 �D. � .Page 2 7. There is the possibility that-the consultant may want to bounce ideas off of a community 4eLg a oriented group (as opposed to a technical advisory group)prior to having formal hearings before the P&R.commission,the PC and the ARC. Such a group might well consist of one member(the most deli n oriented member) from the P&R commission,the PC,the ARC and possibly the Joint Use Committee. Staff to that group_ would best be you,the P&R Director. ''Meetings would.be informal and called on an as needed basis. I think such a resource would be useful to the consultant and.likety to speedup the process leading to a plan ready for submittal for the necessary public hearings. If this idea,has merit it may need to be integratedinto the RFP under a.procedures heading.