Department of Public Works
AUTHORIZE THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH PCL CONSTRUCTION SERVICES, INC.
FOR CONSTRUCTION MANAGER AT-RISK
PRECONSTRUCTION, DESIGN-ASSIST, AND SELECTIVE
DEMOLITION SERVICES FOR AN AMOUNT NOT TO EXCEED
$ 8,652,340 FOR THE CENTRAL LIBRARY SEISMIC RETROFIT
AND RENOVATIONS PROJECT
City Council
July 21, 2025
Item #24
Department of Public Works
AUTHORIZE THE CITY MANAGER TO AMEND CONTRACT
NO. 32526 WITH GRUEN ASSOCIATES BY $3,452,454 FOR
A TOTAL AMOUNT NOT TO EXCEED $9,556,563 FOR
PROFESSIONAL SERVICES FOR THE CENTRAL LIBRARY
SEISMIC RETROFIT AND RENOVATIONS PROJECT
City Council
July 21, 2025
Item #25
Department of Public Works
Presentation Overview
• Project Background
• Process and Selection of
Construction Manager At-Risk
(CMAR) Entity
• PCL Construction Services, Inc.
• CMAR Phase 1
• CMAR Phase 1A
• Next Steps
• Fiscal Impact
• Recommendations
3 Department of Public Works
Project Background
4 • May 2021 – Library was red-tagged (closed) for seismic deficiencies • September 2024 – City Council approved Ordinance 7434 to adopt procedures for use of alternative project delivery
• November 2024 – Pasadena voters approved Measure PL, $195M bond measure to fund the needed seismic upgrades
• February 2025 – City Council authorized use of Construction Manager At-Risk project delivery method for the Central Library Project • March 2025 – City’s Purchasing Procedures Manual was amended to include policies and procedures for alternative project delivery methods
Department of Public Works
Process and Selection of CMAR
Entity
5 • April 2025 – City Manager appointed project-specific committees for selection of CMAR entity
> Procurement Oversight Committee
City executive staff members from Library & Information Services, Department of Finance, and City Manager’s Office Role: Approval of evaluation criteria and weighted scoring; and to ensure transparency, consistency, and compliance with procedures throughout procurement process
> Selection Committee
Subject matter experts from Department of Public Works, Library and Information Services, and Department of
Planning and Community Development
Role: Evaluation of proposals and interviews in accordance with policies and procedures
Department of Public Works
Process and Selection of CMAR
Entity
6 • Evaluation Criteria and Weighted Scoring Approved by Procurement Oversight Committee
> Experience and References 20 points
> Organization and Qualifications of Key Personnel 20 points > Proposed Approach and Methodology 30 points
> Financial Strength and Stability 5 points
> Safety Record 5 points
> Local Pasadena Business 5 points
> Small or Micro-Business 5 points
> CMAR Price Proposal 10 points
> Interview 50 points
TOTAL 150 points
Department of Public Works
Process and Selection of CMAR
Entity
7 • April 16, 2025 – RFP issued for CMAR entity
• April 30, 2025 – Mandatory pre-proposal meeting and
tour of Central Library attended by representatives from eight (8) CMAR entities, three (3) of whom are local
• June 5, 2025 – Four (4) proposals received
> Charles Pankow Builders, Ltd., Pasadena
> Clark Construction Group – California LP, Los Angeles > PCL Construction Services, Inc., Glendale
> Swinerton Builders, Los Angeles
Department of Public Works
Process and Selection of CMAR
Entity
8 • June 6 – 20, 2025 – Selection Committee members
independently evaluated and scored each proposal
• June 23, 2025 – Each proposer was interviewed for 90
minutes by the Selection Committee
• June 24 – July 1, 2025 – Selection Committee members
independently completed scoring of interviews
• July 1, 2025 – Proposal and interview evaluations sent to Mayor-appointed Technical Oversight Committee (TOC)
• July 8, 2025 – Procurement Oversight Committee met
with Selection Committee to verify all policies and
procedures were followed
Department of Public Works
Process and Selection of CMAR
Entity
9 • July 9, 2025 – Selection
Committee met with
TOC to review CMAR
entity contract
recommendation
Department of Public Works
Process and Selection of CMAR
Entity
10 • Final Proposal and Interview Scoring:
Proposer’ s Name Proposal
Eva lua tion
(Max Score = 100
Points )
I ntervi ew
(Max Score = 50
Points )
T otal Score
(Max Score = 150
Points )
PCL Construction
Serv i ces, I nc.
87.5 49.2 136.7
Clark Construction
Group – C A, LP
86.3 44.2 130.5
Charles Pankow
Bu ild e rs
80.6 31.8 112.4
Swinerton Builders 74.2 35.4 109.6
Department of Public Works
PCL Construction Services, Inc.
11 • Southern California office located in
Glendale, CA and is one of the largest
general contractors in North America
• Delivered over 2,500 CMAR projects
totaling more than $70 billion in value,
over half of that for public agencies
• Experience with seismic retrofitting and
historic preservation of Southern
California landmarks
> UCLA’s Public Affairs Building
> Bob Hope Patriotic Hall
> Disney Grand Central Air Terminal
Museum
Department of Public Works
PCL Construction Services, Inc.
12 • Commitment to Economic
Impact & Community
Investment
> 10% Contract Value
investment in local Pasadena
economy:
First source prioritization of
local subcontractors, vendors,
and workforce
> Equitable access and
education opportunities:
Capacity building, training,
mentorship and employment
pipelines for local workers,
residents, and small, local,
and diverse businesses
Department of Public Works
PCL Construction Services, Inc.
13 • Commitment to Economic
Impact & Community
Investment
> Key Local Partnerships:
City of Pasadena, Flintridge Center,
Pasadena City College, National
Association of Minority Contractors,
etc.
> Project Plan developed and
implemented during
preconstruction and construction:
Appointed Community Liaison serving
as the primary point of contact for
local residents and key stakeholders
Community presentations
Project success stories
Department of Public Works
CMAR Phase 1
14 • CMAR Phase 1 – Preconstruction and Design-Assist
> Collaboration with City representatives, architects/engineers, and consultants;
> Develop construction cost estimates and schedule;
> Verification of required permits and entitlements;
> Investigation of existing site and building conditions; > Identification of construction risks and proposed mitigation measures; > Conducting constructability reviews and
making recommendations;
> Value engineering and project budget
recommendations; and
> Preparation of GMP package for Phase 2
(construction).
Department of Public Works
CMAR Phase 1A
15 • Phase 1A – Selective
Demolition
> Executed concurrently with GMP
development accelerate overall
project schedule
> Identification & abatement of
hazardous materials
> Demolition of existing
mechanical, electrical, and
plumbing systems
> Completion of Historic American
Buildings Survey (HABS)
Department of Public Works
CMAR Phase 1A
16 • Selective Demolition
> Removal, cataloging, and
storing of historic finishes such
as millwork to be reinstalled
during Phase 2
Department of Public Works
Next Steps
17 • Proceeding to Phase 2 - Construction
> Once PCL submits Guaranteed Maximum Price (GMP) in
January 2026, City has following options:
Accept the GMP & amend PCL’s contract to authorize Phase 2 Have Architect or Engineer, along with PCL, review & adjust design or schedule to affect costs, aiming to revise total construction price, scope, or duration
Terminate agreement & begin negotiation with next highest- ranked proposer or
Terminate agreement and proceed with traditional design-bid- build project delivery method.
Department of Public Works
Next Steps
18 • Projected Schedule
Department of Public Works
Fiscal Impact - PCL
19 • Phase 1 and 1A Contract Summary
Base Bid (Phase 1) $ 1,723,543
Base Bid (Phase 1A) $ 6,142,221
Contract Contingency $ 786,576
Contract Not-to-Exceed Amount $ 8,652,340
• Project is fully funded by existing budgeted appropriations in the Central Library Seismic Retrofit and Renovations (71922) project through Measure PL, a $195 million bond measure approved by Pasadena voters in November 2024
• No impact to General Fund
• All 4 CMAR proposers have a forecasted total project cost variation of less than 1%, based on submitted markups.
Department of Public Works
Fiscal Impact – Gruen Associates
20 • Amendment to Contract No. 32526 (Council
Item #25) with Gruen Associates by $3,452,454
for a total amount not to exceed $9,556,563
> Original contract scope developed under the
assumption of traditional design-bid-build delivery
method
> CMAR delivery method necessitates additional
consultant services
> Additional services under this amendment include:
Coordination with CMAR during
constructability and cost reviews
Construction administration through
anticipated construction period
• While award of CMAR contract to PCL and the
contract amendment with Gruen are
coordinated, one is not contingent on the other
Department of Public Works
Recommendations - PCL
21 For Item No. 24, it is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 – Existing Facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. Authorize the City Manager to enter into a contract, as a result of the competitive selection process, as specified by Section 4.08.136 of the Pasadena Municipal Code, with PCL Construction Services, Inc. for preconstruction and design-assist services for the Central Library Seismic Retrofit and Renovations project, for a total amount not to exceed $8,652,340, which includes a base contract amount of $7,865,764 and a contingency of $786,576 to provide for any necessary additional services.
Competitive bidding is not required pursuant to City Charter Section 1002(F) (contracts for professional or unique services).
Department of Public Works
Recommendations – Gruen Associates
22 For Item No. 25, it is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) in accordance with Title 14, Chapter 3, Article 19, Section 15061, Class 3, the Commonsense Exemption that CEQA only applies to projects which have the potential for causing a significant effect on the environment;
2. Authorize the City Manager to amend Contract No. 32526 with Gruen Associates by $3,452,454, increasing the not-to-exceed amount to $9,556,563 for professional services for the Central Library Seismic Retrofit and Renovations project; and
3. To the extent this transaction could be considered a separate procurement subject to the Competitive Selection Process, grant the proposed contract amendment with Gruen Associates an exemption from the Competitive Selection Process set forth in the Competitive Bidding and Purchasing Ordinance pursuant to the Pasadena Municipal Code Section 4.08.049(B), contracts where the best interests of the City are served.
Department of Public Works
23 For more information about the
Central Library Seismic Retrofit and Renovations Project refer to:
https://www.cityofpasadena.net/library/
Questions