TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Mark Leyman, Parks and Recreation Director
Katherine Doherty, City Engineer
Gilbert Gamboa, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 2 to the Professional Services Agreement with IDS Group Inc. for Additional Design Services of $15,965 for the Fitness Station at Upper Polliwog Park (Public Works Director Lee and Parks and Recreation Director Leyman).
(Estimated Time: 30 Min.)
ADOPT RESOLUTION NO. 22-0089
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 22-0089:
1. Approving Amendment No. 2 to the Professional Services Agreement with IDS Group, Inc. for additional design services of $15,965 for the Polliwog Park Fitness Station Project.
FISCAL IMPLICATIONS:
The original contract amount for the Fitness Station Project design was $45,975. The additional services to be rendered under Amendment No. 2 will increase the contract amount by $15,965 for a total not to exceed amount of $61,940. Because the total contract amount exceeds the City Manager’s awarding authority per the City’s purchasing policy, City Council approval of Amendment No. 2 is required. Sufficient funding exists for this amendment as part of the project’s current budget appropriation within the Capital Improvement Program Fund. There are no additional fiscal implications at this time.
BACKGROUND:
The installation of the National Fitness Campaign (NFC) fitness court and equipment is part of the City Council’s Work Plan and was also included in the City’s Capital Improvement Plan. Staff selected the NFC Fitness Court equipment because it provides opportunities for people of all ages and fitness levels, will accommodate more users than the current fitness station and provide a variety of addition fitness opportunities. The NFC Fitness Court provides a seven station body weight fitness circuit. It uses no weights or machines, instead relying on a graduated training system of maneuvering and lifting one’s own body weight. Each of the seven stations offers training for one essential body movement, including: Core, Squatting, Pushing, Lunging, Pulling, Agility and Bending. The NFC Fitness Court also has the capability to use an app on a smartphone to conduct a number of different workouts. The fitness court is made of sustainable, recyclable materials, including 70% recycled rubber flooring and recycled steel framing.
In November 2018, City Council approved the purchase of the NFC outdoor fitness court equipment. The City received a $30,000 equipment grant, which reduced the cost of the equipment form $120,000 to $90,000. In March 2019 the NFC fitness court and equipment were delivered and stored at the Public Works maintenance facility.
In June 2019 the City finalized an agreement with IDS Group, Inc. to perform design services for the Fitness Station Project (Attachment). IDS Group worked with the Public Works, Parks and Recreation, and Community Development departments to develop a design concept for the project based on the original Mariposa Fitness Station location in the Veterans Parkway, south of City Parking Lot No. 7 and adjacent to the intersection of Valley Drive and 10th Place.
The project was advertised for bid in November 2020 and the City received three bids. Staff reviewed the bids and determined it was in the City’s best interest to reject all bids and revisit the delivery of the project. Budgetary constraints prevented the construction of the site improvements necessary to accommodate the installation of the fitness court and equipment at the Veterans Parkway site.
On December 7, 2021, staff presented a request to amend the existing design contract with IDS Group for additional design services for a proposed Polliwog Park location (Attachment). City Council requested to postpone its decision on this item until public outreach with the surrounding neighborhood and the Manhattan Beach Unified School District (MBUSD) has been completed, and once the public has had a chance to provide feedback.
DISCUSSION:
Staff has investigated an alternative location at the upper Polliwog Park area for the installation of the NFC fitness court and equipment. The alternative location consists of replacing an existing fitness station previously installed in 2008 located on the east side of Polliwog Park adjacent to Redondo Avenue (Attachment). This location provides an existing shade structure and accommodates the fitness court dimensions. The existing fitness equipment is beyond its useful life, continuously in need of repair and not compliant with Americans with Disabilities Act (ADA) standards. This site should also provide a significant reduction in the project cost, based on the overall topography and accessibility of the location.
A community input meeting was held at the proposed site in Polliwog Park on March 30, 2022. Approximately 300 postcards were sent to residences within 1,000 feet of the site. Three people attended the meeting and gave positive input for the new design and orientation. One of the three was the President of the Friends of Polliwog Park.
Five emails were received on the topic (Attachment). Two were in favor of replacing the existing equipment with the new fitness court. One had various concerns about the existing equipment and suggested different locations within the park. One expressed concern about a specific piece of equipment that would no longer be available, and one suggested polling residents to see if a fitness court is desired. No email feedback was received regarding the general appearance or orientation of the fitness court.
Staff reached out to MBUSD with renderings of the proposed new fitness court and equipment. MBUSD is in support of the equipment replacement with the proposed design and orientation. As part of their feedback, MBUSD shared that the MBUSD Board of Trustees approved the Measure C Bond project, which will provide a new two-classroom music building on the southeast edge of the middle school campus directly adjacent to the existing fitness station area in Polliwog Park. The construction of the new music building will begin in June and will be completed in late November 2022.
Police Department staff met on-site to evaluate sight lines and possible safety concerns. After review, the Police Department indicated that there were no concerns with sight lines and agreed that the fitness court wall facing southeast was the preferred option.
Amendment No. 2 will provide design services geared to the Polliwog Park site. The project design elements that will be considered include: removal of the existing Greenfield fitness equipment, loose rubber mulch infill, and perimeter fencing followed by the construction of a concrete slab foundation to anchor the new fitness court and equipment. The design will protect-in-place the existing boundary curb on all sides and the existing canopy structure. Lastly, the design will include the removal and replacement of a non-compliant ADA sidewalk nearby the fitness station to satisfy City Building Division plan check requirements.
IDS Group will conduct a site survey of the upper Polliwog Park project area and provide a detailed field check noting topographic features, property lines, elevation/grade lines, and structures, etc. IDS Group will incorporate results into a formal demolition, grading, and erosion control plans, as required. They will prepare construction drawings by modifying the existing plan set from the Veterans Parkway location. The Polliwog Park site will accommodate a much simpler installation with far less site improvements required to fit the existing topography.
Following approval of Amendment No. 2, the anticipated schedule milestones for the project are as follows:
• Resume Design June 2022
• City Plan Check September 2022
• Bidding November 2022
• Project Award January 2023
• Construction February 2023
PUBLIC OUTREACH:
The Fitness Station project is included in the Capital Improvement Plan found on the Engineering Division page on the City website. The Fitness Station was initially discussed and supported at Parks and Recreation Commission meetings in 2018. In addition, the City received support from the Manhattan Beach 10K Committee, Beach Cities Health District, and the City of Redondo Beach, which has installed the same equipment at their Veterans Park location.
A community input meeting was held at the proposed site in Polliwog Park on March 30, 2022. Approximately 300 postcards were mailed to residences within 1,000 feet of the site, requesting email feedback or attendance at the meeting. The meeting was posted on the City calendar on the website, and advertised on social media.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15302(b) of the State CEQA Guidelines (replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced). A Notice of Exemption will be filed with the Los Angeles County Clerk’s Office for the Project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 22-0089
2. Amendment No. 2 - IDS Group, Inc.
3. Agreement and Amendment No. 1 - IDS Group, Inc.
4. Project Location Map
5. NFC Fitness Court Renderings
6. Public Outreach Emails Feedback