Agenda Item No. 8
CITY COUNCIL STAFF REPORT
TO: Honorable Mayor and City Council DATE: December 5, 2022 FROM: Matthew Bronson, City Manager
PREPARED BY: Greg Ray, Public Works Director/City Engineer Erin Wiggin, CIP Manager
SUBJECT: Facilities Condition and Needs Assessment (CIP 3004): Award of Professional Services
RECOMMENDATION
Authorize the City to enter into a Consulting Services Agreement with RNT Architects for the City’s Facilities Condition and Needs Assessment (CIP 3004) Project and authorize the City Manager to execute the agreement on behalf of the City.
BACKGROUND
The FY 2022-23 Capital Improvement Program (CIP) includes a Facilities Condition and Needs Assessment (FCNA) given the steady escalation of maintenance needs and costs for the City’s aging facilities and growth in City staffing and equipment over time. The FCNA will provide an analysis of current City facilities and provide the City with an understanding of how well these facilities can meet current and future needs of the organization while continuing to provide responsive services to the public. Such facilities include the two Community Centers, Police Station, and City Hall along with the Corporation Yard for which there is already an existing improvement project underway. This analysis will be utilized in developing and prioritizing capital improvements and maintenance projects and assist with allocating budgets for rehabilitation, reconstruction or construction of new of facilities.
In July, the City requested proposals from architectural firms for the FCNA. This City received two proposals from RNT Architects and S&B Crist Consulting. A proposal review committee thoroughly evaluated and ranked the proposals based on the City’s reviewing and scoring process.
Staff followed up with several meetings with the preferred consultant to discuss items in the proposal, review and evaluate the scope, and clarify contract language. Based on the firm’s qualifications presented within their proposals, their experience with similar scope projects, and the quality of the proposal, the proposal review committee selected RNT Architects as the most qualified and responsive firm for this project.
Pending Council approval of this agreement, this work will begin later this month and completed by spring 2023. The results will be presented to the Council for input and direction to inform the development of the FY 2023-25 budget and CIP. The attached proposal references an earlier start date to this work which will now begin this month pending award of contract.
FISCAL IMPACT
The costs for the design services for this project are estimated to be $138,760. Funding for this work is budgeted this year from the General Fund.
Staff Report: Facilities Condition and Needs Assessment Consulting Agreement (CIP 3004) Page 2 December 5, 2022
ALTERNATIVES
The Council has the following alternatives to consider:
1. Authorize the City to enter into a Consulting Services Agreement with RNT Architects for the City’s Facilities Condition and Needs Assessment (CIP 3004); authorize the City Manager to execute the agreement on behalf of the City; and authorize the City Manager to approve change orders up to $20,000; or
2. Provide staff with additional direction
PUBLIC NOTIFICATION
The agenda was posted in accordance with the Brown Act.
Attachments
1. RNT proposal
REQUEST FOR PROPOSAL
CITY OF GROVER BEACH
Facilities Conditions and Needs Assessment Capital Improvement Plan (CIP) 3004
FACILITIES CONDITIONS
+ NEEDS ASSESSMENT
CITY OF GROVER BEACH
Roesling Nakamura Terada Architects
Attachment 1
CONTENTS
1 1. Cover Letter
2 2. Design Consultant’s Introduction and Availability
7 3. Statement of Qualifications
11 4. Project Understanding and Approach to the Work
13 5. Project Phase Schedule
14 6. Detailed Scope of Services
Pine Avenue Community Center and Gardens Cover Letter1
Tab 1: Cover Letter
Roesling Nakamura Terada Architects, Inc. (RNT) is pleased to submit the attached technical proposal in response to RFP CIP-3004. The submittal includes a description of our understanding of the required scope, the proposed services, and a description of our team’s organization, relevant expertise, and staff qualification. In addition, RNT has included a list of projects We encourage you to contact our references and ask about their experience working with our firm. As requested, the fee is provided in a separate sealed envelope.
The assessment team for this project is composed of partners with whom we collaborate for similar projects. We strive to select our team based on the task at hand. We believe that being local is lean and sustainable, and we are committed to forming the team that best understands the factors of site and City.
Type of Organization: RNT is a type C corporation registered in San Diego, CA, with branch locations in Ventura, San Luis Obispo, Sacramento, and Osaka, Japan. We are current on our tax liability and have no federal or state convictions.
Contact Person: Tyson Cline, AIA, Principal (contact information is below) Acknowledgements:
Roesling Nakamura Terada Architects acknowledges review of the City's Standard Agreement.
Since RNT is currently performing under agreements with the County of San Luis Obispo and other municipalities in the region, we are confident that an agreement on the base of the provided standard can be reached.
Roesling Nakamura Terada Architects acknowledges the ability to provide City-required Insurance.
Roesling Nakamura Terada Architects acknowledges the addendum No. 01.
We look forward to the opportunity to present our qualifications further. Please feel free to reach out to me with any questions at all. Thank you for your consideration.
Very truly yours,
Ralph Roesling
Kotaro Nakamura
Mun Ying Kung
Chikako Terada
Joe Mansfield
Rommel Olaes
Raúl Díaz
Tyson Cline
Rick España
Chris Bradbury
1 Tyson K. Cline, AIA, Principal
T : 805.626.5330 | E : [email protected]
Firm Contact Information:
Roesling Nakamura Terada Architects, Inc.
T: 619.233.1023 | E: [email protected]
872 Higuera Street, Suite 318
San Luis Obispo, CA 93401
www.rntarchitects.com
August 17, 2022
City of Grover Beach Public Works Department
Attn: Erin Wiggin, CIP Manager
154 South 8th Street
Grover Beach, CA 93433
Project CIP 3004, Facility Condition and Needs Assessment Proposal, RNT Architects
Dear Erin Wiggin and Members of the Selection Committee:
Borrego Springs County Library, Park,
and Sheriff Station
Design Consultant’s Introduction
and Availability 2
Tab 2: Design Consultant’s Introduction
and Availability
2 Founded in 2005, our focus at Ashley & Vance Engineering is on serving the best interests of our clients by utilizing our experience in the engineering and construction industries to turn concepts into constructible realities. Throughout our eight locations, we have earned a reputation for delivering practical, cost-effective engineering designs on time and within budget.
Shaped by the experiences of each of our Principal Engineers, our design philosophy delivers a thoughtful, real-world approach to construction. We always put ourselves in our client’s shoes to develop solutions that exceed expectations. 3C Engineering’s vision came together when a group of
Professional Engineers (PE) and energy management experts combined their decades of experience to form a team focused on sustainable building design with a passion for saving energy. 3C Engineering (3CE) offers complete commissioning, mechanical, plumbing and energy engineering consulting
services throughout California. The firm strives to design functionally innovative, aesthetically pleasing systems that minimize environmental impact. 3CE’s engineering staff is currently headed by four California Licensed PEs with multiple offices located throughout California.
The Electrical Engineering Division of Thoma Electric, Inc. provides electrical design and consulting services in all facets of the Electrical Construction and Communications Industry throughout California.A variety of projects have been successfully completed over the years. These include many projects in the area of communications, residential, commercial, government facilities, institutional, educational, industrial, military, recreation and health care. The Electrical Engineering Division consists of a staff of fifteen.
Jacobus & Yuang, Inc. was founded in 1993 in response to a perceived need for professional cost consulting. JYI has a formal association with Sierra West Group, Inc. (SWGI).
JYI researches and updates the SWGI database through
constant market monitoring, to assist in publishing these Industry Renowned Cost Manuals on an annual basis.
This research enables the firm to maintain a current pulse on pricing, and to have on going relationships with key contractors and suppliers in the industry.
Established in 1980, the beliefs of Roesling Nakamura Terada Architects, Inc. (RNT) are firmly rooted in creating meaningful and sustainable environments that elegantly meet or exceed our clients’ vision. For 42 years our firm has earned a national reputation for providing our clients with buildings and environments that surpass expectations and needs. This commitment has resulted in more than 100 regional, state and national design awards and in the publication of our projects in a monograph and numerous design journals.
RNT’s collaborative and interdisciplinary approach toward facilities assessments, architectural design, programming, urban design, community planning, and industrial design creates meaningful environments that enrich daily life. We believe and practice in a “studio” environment, meaning that our multi-disciplinary staff members are able to share ideas and work collaboratively, taking full advantage of our resources for creativity and problem solving.
Additionally, we practice a Client-Inclusive Design Process, which enables us to quickly build consensus amongst multiple stakeholders. We apply a wealth of experience and knowledge to a fresh, open-minded approach.
Our focus is to listen and understand our client’s needs, expectations and goals before we embark on the design process.
CITY OF GROVER BEACH PUBLIC WORKS DEPARTMENT
154 South 8th Street
Civil & Structural
Engineer
Ashley Vance, Santa
Barbra CA
Ian Shoebridge
Structural Engineer
Mechanical and
Plumbing Engineer
3C Engineering, San
Luis Obispo, CA
Brian Starrett, PE
Prinicpal Engineer
Electrical Engineer
Thoma Electric, Inc.,
San Luis Obispo, CA
William A. Thoma
President
Cost Estimating
Jacobus & Yuang, Inc,
Los Angeles, CA
Cobus Malan
Principal Quantity
Surveyor
Roesling Nakamura Terada Architects, Inc.
872 Higuera Street, Suite 318, San Luis Obispo, CA 93401 Tyson Cline, AIA Ansgar Killing
16 Licensed Professionals
Total of 46 Employees
TEAM ORGANIZATION CHART
3 4
RESUMES OF KEY STAFF MEMEBERS
Professional Registration
Licensed Architect, CA
No. C-34436
Education
Bachelor of Architecture, NewSchool
Architecture and Design
Location
Ventura, CA
Tyson is a Principal of the firm and has been with RNT since 2007. Tyson is involved in all phases of architecture and interior design. A Ventura native, he has designed several local businesses’ storefront, signage, and retail display areas that focus on the user’s experience. Previously a member of the City of Ventura’s Design Review Committee and Historic Preservation Committee and currently sitting on the City of Oxnard’s Design Review Committee and the Ventura County Cultural Heritage Board, Tyson works to respect and create a true sense of place. • City of Oxnard, Civic Center Development Services Center and Fire Administration, LEED Silver Design | Oxnard, CA
• Metropolitan Water District of Southern California, CRA Employee Village Enhancements Master Plan | Various Locations, CA
• Patagonia: New Corporate Headquarters and Campus Expansion | Ventura, CA
• County of Santa Barbara, Probation Department New Office Building | Santa Barbara, CA
• UCSB, Laboratory Tenant Improvements | Santa Barbara, CA Tyson Cline, AIA
Principal-in-Charge
Professional Registration
Licensed Architect, Germany No.
BW-154960
Education
Masters of Science, Architecture, Cal
Poly San Luis Obispo, CA
Location
Luis Obispo, CA
Ansgar started his professional path towards Architecture as Journeyman in the finished carpentry trade in Germany. He earned his first architectural degree from the University of Applied Science in Biberach, Germany, and master’s degree from the California Polytechnic State University in San Luis Obispo. For seven years, he was principal of K+H Architects in Stuttgart, specializing in general planning of laboratory buildings for academia and industry. • County of San Luis Obispo, Dairy Creek Golf Clubhouse Remodel | San Luis Obispo, CA
• City of San Luis Obispo, Fire Station No. 1 Roof Design | San Luis Obispo, CA • Friederich-Wilhelm University – Research Laboratory Building for the Life Medical Science (Design Build) | Bonn, Germany
• Raumtechnik Event Ltd. – Headquarter, Production and Warehouse Facility (Design) | Stuttgart, Germany
• Bauhaus University – Laboratory and Office Building for Architectural Engineering (Design-Build) | Weimar, Germany
Ansgar Killing
Project Manager
Professional Registration
Professional Structural Engineer CA
S6293
Professional Civil Engineer
CA C79205
Education
MS, Civil Engineering
BS, Civil Engineering
California Polytechnic State
University, San Luis Obispo
Location
San Luis Obispo, CA
With his master’s degree in civil engineering, Ian is well prepared to tackle any complex project. His design, project management, leadership, and mentorship work is respected by colleagues as he pushes teams and individuals through complicated designs or demanding coordination efforts. Ian’s designs have incorporated all types of materials including concrete, masonry, steel and wood framing systems, as well unreinforced masonry retrofits. • City of Guadalupe, Guadalupe City Hall Structural Evaluation and Analysis Report
• Reiss Design Studio, King City Visitor & History Center • 2010-2013 | Merriam, San Luis Obispo Railroad Museum Repair & Rehabilitation • MWA, Evergreen Shopping Center Improvements
• Studio 2G, Mission San Luis Obispo de Tolosa Remodel
Project Experience
Ian Shoebridge, SE
Structural Principal Engineer
Professional Registration
Professional Civil Engineer
CA C77354
Education
BS, Civil Engineering
California Polytechnic State
University, San Luis Obispo
Location
San Luis Obispo, CA
Kathleen leads civil engineering projects for commercial, residential, public works, and land development of multifamily infill projects. Her work includes hydrology studies and storm water runoff prevention plans, grading, drainage, and city utility improvement plans while supervising technicians and facilitating communication between project stakeholders. Her professional history includes public works projects for municipalities and the federal government.
• CoVelop, Emily St. Improvements
• Studio 2G, DAOU Vineyards & Winery
• John Gardner, Avila Beach Mixed Use - Planning Department Package • Launch Complex Concept Design
• DLR Group, Bill Libbon Elementary
Project Experience
Kathleen Allwine, PE
Civil Principal Engineer
5 Professional Registration
Licensed Professional Engineer State of
California: #M34068
Education
B.S. Mechanical Engineering
California Polytechnic State University,
San Luis Obispo
Location
San Luis Obispo, CA
Brian has over 16 years of professional experience providing mechanical and plumbing designs for high-performance buildings. Brian has led numerous design teams for projects across the entire built environment spectrum. His passion for energy-efficient building design coupled with his pragmatic approach to problem-solving results in high caliber, cost-effective designs that are delivered on time and on budget.
• Mary McGrath Architects, Milpitas PD and PW Feasibility Study • Shah Kawasaki Architects, Milpitas FS No. 1 Feasibility • RRM Design Group, Mendota City Hall & Police Station
• Chas Rhoads Architecture, Tulare Co Sheriff and Fire Dispatch • Ten Over Studio, SLO City Hall Council TI
• City of San Luis Obispo, SLO Library Utilities and Parks Project Experience
Project Experience
Brian Starrett, PE
Principal Engineer
Professional Registration
Registered Professional Engineer -
License No. EE10757
California State Licensed Electrical
Contractor - License No. C10-274276
Education
California Polytechnic State University,
San Luis Obispo; Bachelor of Science in
Electrical Engineering
Location
San Luis Obispo, CA
As the Principal-in-Charge of the Electrical Engineering Division of Thoma Electric, Mr. Thoma is responsible for overseeing an Engineering Division of 14 persons and a Construction Division of over 80 persons. Mr. Thoma conducts electrical field studies, overall building evaluations and project feasibility reports. He has experience in all aspects of electrical construction; military, education projects at all levels, government, industrial, health care, commercial, institutional, residential, utility, public safety and historical renovation.
• Long Beach Fire Stations, Assessments of (3) Existing Fire Stations | Long Beach, CA
• Marin Commons Building Evaluation, Feasibility Study of Existing Buildings to Consider Relocating the Marin Emergency Operations Center | Marin, CA
• Marin County Fire Station, Assessment of (3) Existing Buildings | Marin, CA • Gilroy Fire Station, Assessment of (2) Existing Buildings | Gilroy, CA • Pismo Safety Center Assessment, Needs Assessment of Pismo Safety Center | Pismo Beach, CA
William A. Thoma, President
Professional Engineer
Professional Registration
American Association of Cost Engineers,
American Institute of Architects
Education
Bachelor of Science in Quantity
Surveying at the University of the
Witwatersrand, South Africa
Location
Camarillo, CA
Cobus has acquired at least 40 years in-depth diverse construction costing experience in all aspects of work, from the perspective of a professional Quantity Surveying and estimating practice, as well as working with general contractors, design professionals, design build contractors and developers. Cobus uses his diverse experience in applying first principals to construction cost estimating by paying particular attention to the multi-trade detailed cost consequential aspects of the project. • 19Six Architects, San Luis Obispo El Chorro Regional Park • MIG, City of Oxnard Campus Park
• RA-DA, Scherer Park Community Center Existing Building Renovation • RAW International, Beverly Hills City Hall Tower Renovation • RA-DA, City of Long Beach Houghton Park Community Center • Carde Ten Architects, Los Nietos Community Center
Project Experience
Jacobus Malan
Principal Cost Estimator
6 La Jolla Shore Lifeguard Station Statement of Qualifications 3 Tab 3: Statement of Qualifications
SAN DIEGO COUNTY-WIDE LIBRARY MASTER PLAN
San Diego, California
Owner: County of San Diego
Reference: David Timber, Project Manager, Capital Projects T | E: 858.694.2135 | [email protected]
Timeline: 2021 - Present
SF: 5,000 SF, 15,000 SF & 30,000 SF
Program: Programming, Master Plan, Feasibility Study, Needs Assessment, Demographics Study:
Relevance: Library Needs Assessment, Library Master Plan RNT is working with the County of San Diego to develop
a district-wide facilities master plan. This facilities master plan will identify San Diego County’s architectural needs, operational needs, and service requirements.
The plan includes the development of three
recommended templates based on square footage; one
large, one medium, and the other small. It also addresses the siting of any replacement and / or new library facilities through 2035.
The goal of the master plan is to determine needs and
wants of current and future residents of San Diego
County as related to public library services and facilities for the next 10 years with certain assets such as building systems for the next 20 years. RNT has engaged in
an architectural assessment of existing facilities and is determining needed upgrades to industry best practices
and standards. In taking a long-range view of the future, RNT will study projected changes in demographics and
county growth along with the way library services are or will be provided.
MONTGOMERY FIELD GIBBS OFFICE BUILDING CAMPUS FACILITIES ASSESSMENT San Diego, CA
Owner: City of San Diego
Reference: Debbie Shauger
T | E: 858.229.8343 | [email protected]
Timeline: 2020
SF: Building 1 - 65,979 SF, Building 2 - 39,688 SF, Building 3 - 39,688 SF
Program: Assessment and providing critical upgrades
necessary to occupy the building
Relevance: Life-safety, code compliance, accessibility, Sustainability upgrades, remodels repairs, Amenity upgrades RNT is supproting the City of San Diego in
completing a facilities assessment for the
Montgomey Field Gibbs Office Building.
The facilities assessment is intended to document
the physical condition of the existing three buildings
and a parking structure located at 8525 Gibbs Drive,
8575 Gibbs Drive, and 8665 Gibbs Drive in the City
of San Diego.
This report will document the existing conditions of
the office campus and discuss the improvements
needed to upgrade to meet the current standards of
the building safety and amenity improvements.
This project is ongoing.
7 OXNARD DEVELOPMENT SERVICES CENTER
Oxnard, California
Owner: City of Oxnard
Reference: Mr. Matthew Winegar, Former Development
Services Director
T | E: 805.701.6747 | [email protected] Timeline: Spring 2008
SF: 36,000 SF
Program: Planning
Relevance: Needs Assessment and Master Planning
As part of the City of Oxnard’s Civic Center Master Plan, Roesling Nakamura Terada Architects, Inc. (RNT) designed the adaptive reuse of the former library building to be converted into the new 36,000 SF Development Service
Center. Re-purposing most of the original steel roof
girders and concrete exterior columns allows for modern interpretation of the original exterior colonnade. Roof monitors allow daylight into the center of the floor plan and take advantage of the moderate coastal climate, reducing energy demands through natural ventilation. Both entry
lobbies are mostly glass to create a sense of openness, while maintaining a strong definition between private and public spaces.
Transparency is modulated by exterior screens that protect the building from excessive solar gain as well as provide street level privacy. The new building was designed to
complement the existing civic center and library. The
passive heating and cooling systems and daylighting
strategies make the structure more efficient than the current Title 24 energy requirements and the Service Center was designed for LEED Silver.
8 Owner: San Diego City College
Reference: Lance Lareau, District Architect
T | E: 619.388.6546 | [email protected]
Timeline: 2021-2022
SF: 60 Acres
Program: Master Planning, Design Guideline Development, Workshopping / Engagement, Needs Assessment, Grant
Research / Writing
Relevance: Needs Assessment, Surveys, In-Depth Outreach and Multiple Stakeholders
RNT Architects was selected to complete a new San Diego City College Facilities Master Plan (FMP). San Diego City College has served students for more than 100 years with student learning and success as its highest priority. As part of the FMP Facilities Master Plan, RNT is studying the existing campus, its needs and challenges, and
developing planning sensitivities that act as penchants to facilitate the progressive advancement of the College to meet the demands of its rapidly growing community. RNT
has completed several major projects on the City College campus in addition to the East Village South Focus Plan, providing the master plan team with deep knowledge of the campus and its immediate context.
The master planning process began with information
gathering. This included several site walks with faculty members and department heads to gather information
regarding the efficacy of existing facilities. Recurring themes about campus facilities, concerns, and opportunities were revealed by questionnaires distributed to a wide array of staff and faculty in addition to several virtual meetings and open forums arranged with different stakeholder groups.
SAN DIEGO CITY COLLEGE MASTER PLAN CAMPUS ASSSESMENT
San Diego, CA
ADDITIONAL PROJECTS WITH FACILITY ASSESSMENT SCOPE
• County of San Diego, Office Assessment | San Diego, CA • Confidential Ulitlies Company, Master Plan and Office Tenant Improvement | San Diego, CA
• City of San Diego, Mohnike Historic Adobe & Barn | San Diego, CA • City of San Diego, Parks and Recreation Assesment | San Diego, CA • Assessment & Modernizations
◦ Torrey Pines High School | San Diego, CA
◦ Marston Middle School | San Diego, CA
◦ Morse High School | San Diego, CA
◦ Grant Elementary School | San Diego, CA
◦ Montecito Unified School District | Montecito, CA
• Balboa Park Historical Automobile Museum, Master Plan and Renovation • City of Oxnard, Assessment and Redevelopment of Oxnard Civic Center, Development Service Center, Fire Administration Center and Parking Structure | Oxnard, CA
• City of Oxnard, Oxnard second and third floor assessment modernization project
• Patagonia, New Corporate HQ & Campus Expansion Design | Ventura, CA • Metropolitan Water District of Southern California, Employee Housing Improvements Assessment and Design | California
• San Elijo Joint Powers Authority, Building Improvement Program | Cardiff, CA • United Water Conservation District Headquarters | Oxnard, CA • DMV Field Office Assessment and Renovation Project | San Ysidro, Victorville, CA
• UCSB, Labs (DPP) Detailed Program and Planning Phase | Santa Barbara, CA
Patagonia Corporate Headquarters
Oxnard Civic Center Assessment
Office Tenant Improvement
Morse High School
City of San Diego Balboa Park Automobile Museum 9
A description of quality control and quality
assurance procedures.
RNT Architects employs rigorous Quality Assurance (QA)
processes and Quality Control (QC) protocols that has
been subject to continuous improvement over the span of our 40-year existence. Our management style and internal organization is collaborative. While we as individuals have specialized areas of expertise, we excel in synthesizing our experience in order to bring together a shared knowledge base that meets the project goals.
Quality Assurance: We believe in maintaining the core team throughout the project in order to make sure that the design intent is carried out to the end of the project. The project team will be using RNT management procedures and systems that leverage standardized templates, checklists, and workflows.
At the project kick-off meeting, the project manager introduces key project documents for client review and comments:
• The project charter identifies project goals, criteria of success, and stakeholder responsibilities. It also provides relevant contact information, project scope and limitations. • The Integrated Milestone Schedule (IMS) maps project
milestones to expected deliverable completion.
• The Monthly Report template is coordinated with the
client to create project status transparency for client-side distribution (e.g., City Council) and team accountability. • The deliverable checklist ensures common understanding and aligns expectations about type and progression of
each deliverable throughout the project lifecycle.
Quality Control: Engrained in RNT’s product delivery is a set of reviews by internal subject matter experts and principals.
These reviews are conducted regularly and include but are not limited to the following review domains:
• The Contractual Review validates project progress and deliverables against the agreed upon scope of work,
schedule, and list of deliverables. This review also reviews submittal for format compliance and oversees proper
staffing to ensure that all phases of the work are completed according to the project schedule.
• The Technical Review focuses on constructive aspects
of the project and aligns the submittal artifacts of the team members for a conclusive and integrated project
deliverable. Reviews are conducted by associates who are not part of the project team to ensure a fresh set of eyes. • The Principal Review occurs at project milestones and challenges design decisions. The team presents the
tentative deliverables, engages in an internal Q&A session, and collects feedback from principals and associates who share recent and relevant experience of projects with
similar characteristics.
10 Oxnard Civic Center Master Plan and
Redevelopment
Project Understanding and
Approach to the Work
4 Tab 4: Project Understanding
and Approach to the Work
Phase 1: Observations and Collection of Data
In order to understand the needs of the City Grover Beach and provide the best recommendations for future planning, a thorough phase of research must be conducted to assess the current conditions of city facilities. This phase will primarily entail building walk-throughs with architects and engineers to determine the specifics of building conditions and to create a matrix that outlines repairs and costs.
RNT fosters a culture of listening: In the initial project phase, we spend time to gather and review as-built documentation.
We also develop customized questionnaires that survey users on a range of facility-related topics. By the time of the site visitation, our team is already familiar with the buildings and user perception, and hence can focus on data validation and plan document verification. In this stage, we will also take into consideration more holistic aspects of building function such as their efficacy as a workspace. Usable square footage per person (USF), technology accessibility, natural light access, meeting room and office space access, location, storage, transportation, and employee wellbeing will be taken into account as well.
Phase 2: Analysis and Synthesis of Data
During the analyzing project phase, our team refines the repair and maintenance requirements for the existing buildings and adds Rough-order-of-Magnitude (ROM) cost opinions per
repair line item. Simultaneously, in close collaboration with the City, our team will validate facility needs by augmenting the City’s growth projections with benchmarked space planning metrics from public and private organizations in the region to arrive at a Usable Square Feet (USF) factor that will be utilized to calculate a suitable replacement value. This will be used to help determine the feasibility and logistics of future needs in the design phase. Here, we will also incorporate gathered trends, projected growth, and surveys to anticipate the needs of the city and its departments. A detailed understanding of current conditions, desired adjacencies, and context will be crucial to making informed recommendations in the following phase.
Phase 3: Recommendations [Programming
Study]
Based on review comments and prioritization guidance
from the first City Council Meeting (tentatively scheduled for December 12, 2022) our team will recommend well-rounded design and planning options consisting of preliminary
programming scenarios and phased repair and replacement road map.
Using collected data, we will develop an equation to
calculate the needed square footages to be added to the city’s current footprint. Additionally, we will develop an understanding of department relationships and will describe a path towards symbiotic adjacencies and placement within city properties. A determination and codification of future planning standards will help the keep development on track.
The recommended plan will include suggestions regarding combined spaces, adjacencies, expansions, repairs vs.
new construction, and graphic organizations and layouts for future development.
This report will be presented at the second city Council Meeting (tentatively scheduled for January 23, 2023). With final revisions and amendments, the project is expected to close out by the end of January 2023.
Project Understanding and Approach to the Work
The objective of this RFP is to enable the City of Grover Beach to make educated decisions on how to best utilize its existing facilities for the immediate and longer-term future, while sequencing maintenance, repair, and construction projects to support a coordinated facility masterplan.
From our experience with comparable projects, we are keenly aware of the multitude of factors that inform such a concerted vision. A thorough assessment of the existing facilities and its replacement value will provide an objective condition index, and growth projections by the city, paired with local and regional area-per-person factors, will inform a verifiable needs assessment. Beyond these hard facts however, there can be additional parameters that are based on perception of the users of the building, such as accessibility, workplace efficiency and quality. Considering objective and subjective factors leads to better understanding of constraints and potential, and ultimately informs better, value-driven decisions for future development.
11 EXISTING
SF PER USER
CODE
COMPLIANCE
DEFERRED
MAINTENANCE
& REPAIR
CONSTRUCTION
& MEP
SEISMIC &
HAZARDOUS
CONDITIONS
FEASIBILITY OF
EXPANSION
BUILDING
RESILIENCY
WORKSPACE
QUALITY &
FUNCTION
USER FEEDBACK
& COMMITMENT
+ AS BUILT DRAWINGS
+ CITY PROVIDED GROWTH PROJECTIONS
+ SURVEY RESPONSES FROM EMPLOYEES AND DEPT HEADS
LOCATION &
TRANSPORTATION
GROWTH
TRENDS +
PROJECTIONS
DEPARTMENT
RELATIONSHIPS
FUTURE
PLANNING
STANDARDS
NEEDED
ADDITIONAL SF
COMBO USES +
ADJACENCIES
ADDITIONAL
STORIES +
EXPANSIONS
REFURBISH VS
REPAIR VS NEW
CONSTRUCTION
ALTERNATIVE
ORGANIZATIONS
+ LAYOUTS
*ADDITIONAL
HOLISTIC
FACTORS TO
OBSERVE ON
SITE VISITS
PRELIMINARY INFORMATION
FACILITY CONDITIONS USER EXPERIENCE
*PLUS DESIRED
ADJACENCIES
FACILITY COST INDEX (FCI)
COST ESTIMATE FOR REPAIR
EVALUATE W/
DERIVE
RECOMMEND
GATHER ANALYZE RECOMMEND
PROCESS + APPROACH
Wilson Middle School Agoura Hills Recreation Center Project Phase Schedule 5 Tab 5: Project Phase Schedule
13 CITY OF GROVER BEACH FCNA PROJECT SCHEDULEGATHER ANALYZE 11/14/22
11/28/22
12/12/22
12/26/22
01/9/23
01/23/23
01/30/23
10/31/22
10/24/22
10/10/22
User survey
CITY
CITY
CITY
CITY
CITY
CITY
RNT
RNT
RNT
RNT
RNT
RNT
RNT
RNT
RNT
needsreviews + refine Questionnaire +
requirementsConfirm replace
Future projections
guidancePrioritization
Draft layoutreviewsProgramming
meetingcity council + prep for Refinement
Comsubmittal + final minutes ments +
Programming
FCI
FCA with cost
As built review
Draft FCA
5 week milestone draft facility condition report reviews meeting 9 week milestone City Council Meeting #1 Tentative FCA + FCI reviews with stakeholders13 week milestone final draft
Meeting #2City Council milestone 15 week
throughWalkRECOMMEND Conducted by the CITY Conducted by RNT New award date is 12/5/22; all dates to shift
accordingly. Project duration remains at 15 weeks
Wilson Middle School Ventura County Yosemite Fire Station 43 Detailed Scope of Services 6 Tab 6: Detailed Scope of
Services
Phase 1: Observations and Collection of Data
• (1) Field review of all buildings and plans
• (2) Identify and document the current conditions of all existing City-owned structures, including the structural integrity, physical state of each building, and compliance with modern building codes. Address observed seismic
deficiencies and general hazardous conditions based on
known/assumed age.
• (4) Assess the existing structures to see if there is a possibility to expand/add a second story.
• (8a) Identify the replacement and/or renovation costs of each building
• (12a) Assess staff needs
• (14a) Assess the growth projections by geographic location over the next 20-30 years.
• (15a) Schedule visits to the current City facilities, conduct meetings and interviews with department heads,
managers, and key staff members in an effort to gather the necessary information.
• (RNT1) Collect surveys from city employees and
department heads relating to workplace conditions,
transportation, desired department proximities, and overall satisfaction
• (RNT2) Collect city-provided projections for future
staffing numbers and growth of departments (20–30-year
projections)
Phase 2: Analysis and Synthesis of Data
• (1) Field review of all buildings and plans
• (2) Identify and document the current conditions of all existing City-owned structures, including the structural integrity, physical state of each building, and compliance with modern building codes. Address observed seismic
deficiencies and general hazardous conditions based on
known/assumed age.
• (4) Assess the existing structures to see if there is a possibility to expand/add a second story.
• (8a) Identify the replacement and/or renovation costs of each building
• (12a) Assess staff needs
• (14a) Assess the growth projections by geographic
location over the next 20-30 years.
• (15a) Schedule visits to the current City facilities, conduct meetings and interviews with department heads,
managers, and key staff members in an effort to gather the necessary information.
• (RNT1) Collect surveys from city employees and
department heads relating to workplace conditions,
transportation, desired department proximities, and overall satisfaction
• (RNT2) Collect city-provided projections for future
staffing numbers and growth of departments (20–30-year
projections)
The Consultant shall detail the scope of services that will be provided for this project while addressing the scope of work sought by the City.
The following FCNA scope areas will be provided in the
respective project phases:
14 Phase 3: Recommendations [Programming
Study]
• (5) Provide recommendations for possible combined uses of city facilities.
• (8b) Recommend which (if any) buildings should be
renovated, replaced, relocated, etc. to fit current and future city needs. This includes exploring the potential to add a second story to any of the facilities (if necessary). If the recommendation is to relocate, recommend alternative
locations as necessary.
• (9c) Recommend options for relocation or rehabilitation of city owned buildings if it is in the best interest of the City to fit current and future city needs. (*redundant due to 8b) • (10b) Provide a recommendation to rehabilitate city-owned facilities or replace them. (*redundant due to 8b) This may include a ranking of deferred maintenance needs.
• (11) Provide a narrative and graphical description of alternative layouts of City facilities, including any potential shift to City services or possible combination of facilities.
The recommendations should include a cost benefit
analysis taking into account land value as provided by the City.
• (15b) Present at two City Council meetings.
• (16) Prepare monthly written progress reports, including budget and schedule status.
• (RNT8) provide preliminary standards and guidelines for future city building development.
872 Higuera St
San Luis Obispo, CA 93401
T: 619.233.1023
Roesling Nakamura Terada Architects
Fee Proposal-rev1_10oct2022 RNT Proprietary page 3 of 9 Proposed Fee
Project CIP 3004 Facility Condition and Need Assessment Architect: Roesling Nakamura Terada Architects (RNT Architects) Period of Perf. [week] 2 1 6 6 1 Project Initiation Review of City-provideds-builts docs Field Review & Interview City Staff Facilities, 154 S. 8th St (10,000SF) Field Review & Interview Police De[artment, 711 Rockaway (5,000SF) Field Review & Interview Storage, 177 S. 8th St (700SF) Field Review & Interview Community Ctr, 1230 Trouville (7,500SF) Field Review & Interview Park Ctr, 993 Ramona (3,500SF) Facility Condition & Needs Assessment RFP SOW items# 2 - 4, partial 8 Programming study RFP SOW items# 5 - 14 Two City Council mtgs. Prepare Handouts, travel to, attend, and document mtg. Reporting Requirements 3 monthly reports, RFP SOW item#16 Mark-up Subconsultant contracting, invoicing Hours Hours Hours Hours Hours Hours Hours Hours Hours Hours 10% Architect 36 8 8 4 8 8 80 80 20 48 300 $ 46,950.00 $ -
Principal Architect $275.00 4 4 8 16 $ 4,400.00
Associate / PM $225.00 12 8 4 16 40 $ 9,000.00
Project Architect $175.00 12 4 4 2 4 4 32 36 8 16 122 $ 21,350.00 Clerical $100.00 8 4 4 2 4 4 40 40 16 122 $ 12,200.00
12 10 10 6 6 8 20 0 0 6 78 $ 9,650.00 $ 965.00
Principal Engineer $185.00 2 2 4 $ 740.00
Project Engineer $135.00 8 6 6 4 4 6 16 6 56 $ 7,560.00 Support $75.00 2 4 4 2 2 2 2 18 $ 1,350.00
10 8 8 3 8 6 16 0 0 6 65 $ 11,898.00 $ 1,189.80
Principal Engineer $216.00 2 2 4 $ 864.00
Project Engineer $189.00 8 6 6 2 6 4 14 6 52 $ 9,828.00 Support $134.00 2 2 1 2 2 9 $ 1,206.00
10 9 9 5 9 9 14 12 0 8 85 $ 14,700.00 $ 1,470.00
Principal Engineer $225.00 1 1 1 1 1 1 2 2 0 2 12 $ 2,700.00 Senior Engineer $185.00 2 4 4 2 4 4 4 4 0 2 30 $ 5,550.00 Project Engineer $150.00 7 4 4 2 4 4 8 6 0 4 43 $ 6,450.00 Civil: 8 4 4 4 4 4 8 14 0 8 58 $ 10,350.00 $ 1,035.00
Principal Engineer $225.00 2 0 0 0 0 0 2 2 0 2 8 $ 1,800.00 Senior Engineer $185.00 2 4 4 4 4 4 2 4 0 2 30 $ 5,550.00 Project Engineer $150.00 4 0 0 0 0 0 4 8 0 4 20 $ 3,000.00 Cost Estimator 16 0 0 0 0 0 26 74 0 12 128 $ 18,720.00 $ 1,872.00 Principal Estimator $187.00 8 12 32 6 58 $ 10,846.00
Senior Estimator $138.00 6 10 28 4 48 $ 6,624.00
Estimator $67.00 8 8 $ 536.00
Support $51.00 2 4 6 2 14 $ 714.00
Geotech. Engineer $ 18,141.50 $ 1,814.15
Geotechnical Report $ 18,141.50
92 39 39 22 35 35 164 180 20 88 586 $ 138,755.45 Hourly Rate Total Hours Total Hours Base Scope Fee per Assessment Discipline Mechanical/Plumbing
Electrical
Structural
FCNA Scope of Services
Per proposal from EarthSystems $18,141.50
Attachment 1