Approval is requested for the award of a contract to The Steinberg Group of San Jose for professional design services to prepare conceptual plans, schedules and cost estimates for the proposed Senior Center (Project PR-98/12-03) for the Department of Public Works Engineering Division.

The City currently provides services and offers programs for older adults in a leased, converted school building at 820 West McKinley Avenue in Sunnyvale. Last summer, Council directed staff to study the possibility of constructing a new 23, 000 square foot, single story, detached multi-purpose Senior Center on the Sunnyvale Community Center property before the current Senior Center lease expires on June 30, 2002.

In response to Council’s request, in October 1998, staff issued a Request for Proposals (RFP) for professional design services for the Senior Center Project. Twelve proposals were received. Following the evaluation of the written proposals, the five top ranked proposers were invited to make an oral presentation.

Following the oral presentations, The Steinberg Group was unanimously ranked first by the evaluation team. The Steinberg Group demonstrated excellent presentation and communication skills, a good understanding of the project goals, and relevant experience in the completion of senior centers in San Mateo, Morgan Hill and Fremont. Furthermore, they demonstrated that they are keeping abreast of the latest trends in senior lifestyles and the design of facilities catering to older adults.

This project will be pursued in two phases. Although the RFP requested proposals for both phases of the project, only Phase I is the subject of the contract recommended in this report. In Phase I, the consultant will prepare conceptual design drawings and preliminary cost estimates and schedules and conduct meetings with City staff and citizens from the neighboring community.

During this phase, the consultant will consider the impact of the project on the existing Community Center complex, landscaping, parking, handicap accessibility, traffic patterns, environment, utilities and surrounding neighborhood. Based upon this criteria, the consultant will present two building location options at the Community Center to the Parks and Recreation Commission and then to Council.

The consultant will also prepare a report that includes a discussion of the merits and issues related to each option and a summary of recommendations.

If Council decides to proceed with the project, staff will initiate Phase II which will begin with the development of a project budget and schedule. Following Council’s approval of the budget and schedule, staff will submit another Report to Council requesting the award of a design services contract for Phase II which will include the development of a design program with public input, the completion of the construction documents and the provision of support during construction.

Total cost to the City for design services for Phase I of the Senior Center Project will not exceed $50,000. This includes the consultant’s fee of $44,900, reimbursable expenses not to exceed $1,100 and a contingency of $4,000. Funds are available in Public Works Project Account #820680-5300.

It is recommended that Council award a contract in an amount not to exceed $46,000 plus a $4,000 contingency to The Steinberg Group of San Jose for professional design services and authorize the Purchasing Officer to prepare a contract to that effect.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary Bradley
Director, Finance

Reviewed by:

Marvin Rose
Director, Public Works

Reviewed by:

Robert Walker
Director, Parks & Recreation

Approved by:

Robert S. LaSala
City Manager