AR 051606 Veteran's Park Sports Facility project

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ITEM #11 CITY OF COLTON AGENDA REPORT FOR THE CITY COUNCIL MEETING OF MAY 16, 2006 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: AMER JAKHER, P.E., PW DIRECTOR/CITY ENGINEER SUBJECT: REQUEST APPROVAL: 1) TO AWARD ARCHITECTURAL DESIGN SERVICES FOR VETERANS PARK SPORTS FACILITY PROJECT TO KWANG COOK AND ASSOCAITES, INC., IN THE AMOUNT OF $149,500.00 2) BIDDING PROCESS AND 3) AUTHORIZE CITY MANAGER TO EXECUTE AGREEMENT. DATE: MAY 08, 2006 BACKGROUND: The Veterans Park Sports Facility is a nine (9) acre park project. The project will oversee the construction of three baseball/softball fields. These fields will include the following amenities: stadium seating, sunken dugouts, backstops and outfield fencing. The playing fields will be symmetrically arranged and shaded by a common shade shelter. The Veterans Park Sports Facility will also house a teen center, which will be attached to the common shade structure. Included in the teen center is a removable boxing ring, classrooms, restroom facilities, a snack bar for preparing saleable foods and office and classroom areas. The park's open space will have a small play structure and picnic area. All of the common area will have protective netting to reduce the hazard of balls flying in to the adjoining properties. ANALYSISIDISCUSSION: A request for proposals was made available to four architectural firms for the Veterans Park Sports Facility Project; architectural firms within the San Bernardino and Orange County areas were contacted. Of the contacted firms only two responded to the request for proposals. Compliant with section 3.08.140 (e) of the Colton Municipal Code, city staff notified various architectural firms directly rather than through publication of the open request for proposals in order to decrease the turnaround time and advance the commencement of the design phase for this project. Section 3.08.140(e) states that the City Manager may, with Council Approval, determine that it is in the best interest of the city and its administrative operations to dispense with the formal public bidding process. Of the four firms contacted the City received two informal bid responses from: