Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: OCTOBER 18, 2022
SUBJECT: PROFFESSIONAL SERVICES AGREEMENT FOR ON-CALL
ARCHITECTURAL DESIGN SERVICES
FISCAL
IMPACT: EXPENSE: $750,000 TOTAL CONTRACT NOT -TO -EXCEED AMOUNTS (VARIOUS CIP PROJECTS)
REVENUE: $750,000 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET SUMMARY:
On May 26, 2022, Staff solicited qualifications from architectural firms to create a bench list of professional consultants to provide various building and facility design services for projects included in the Capital Improvement Program budget (CIP). A total of eight (8) qualification proposal packages were received and after a comprehensive review of each proposal by the Review Committee, the five (5) top ranking firms were selected to be placed on an on-call bench list. These firms possess the experience and expertise to deliver architectural services on a wide variety of CIP projects. This bench list will be used to provide design for various types of facilities by both Public Works and Community Services. Some of these projects include, park facilities, City Hall and Police Department remodeling and upgrades, community centers, public pool facilities and repairs for all publicly owned buildings and facilities.
Staff recommends that City Council award contracts to the top five (5) ranked firms for a 3 -year term with an option for a two-year term extension based upon performance and at the discretion of the City. Each consultant shall serve on an on-call basis and with a not -to -exceed contract amount of $150,000, the cost of which will be charged to individual project budgets. The purpose of having multiple firms on a bench list is to ensure efficient delivery of multiple capital improvement projects many of which may run concurrently. This approach allows the City to assign more specialized projects to those firms which have experience and expertise in delivering similar projects. This action will provide the City with available on-call services for all the architectural services in support of multiple CIP projects over the next 5 years.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1.h.
Oct 18, 2022
City Council Agenda
October 18, 2022
1. Approve a Professional Services Agreement with Black O'Dowd and Associates, Inc., for professional consulting services to provide on-call architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $150,000; and
2. Approve a Professional Services Agreement with IDS Group, Inc., for professional consulting services to provide on-call architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $150,000; and
3. Approve a Professional Services Agreement with Infrastructure Architects, Inc., for professional consulting services to provide on-call architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $150,000; and
4. Approve a Professional Services Agreement with Rania Alomar Architect, Inc., for professional consulting services to provide on-call architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $150,000; and
5. Approve a Professional Services Agreement with SVA Architects, Inc., for professional consulting services to provide on-call architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $150,000, and
6. Authorize the City Administrator to approve any contract term extensions and amendments up to 10% of the cumulative contract not -to -exceed amount; and
7. Authorize the City Administrator to execute the above-mentioned Professional Services Agreements, in forms approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item is not part of the City Council's approved 5 -Year Strategic Goals.
DISCUSSION:
The City plans and budgets for capital projects on an annual basis within its Capital Improvement Program (CIP) Budget. The Budget allocates funds for not only the construction of each project but also for soft costs such as professional architectural & engineering design services. In preparation for delivery of the City's various CIP projects, Staff prepared an RFQ for on-call architectural design services. A total of eight (8) proposals were received from qualified consulting firms with extensive experience in design of public works' facility projects. The RFQ Review Committee consisted of the Deputy City Administrator, Director of Community Services, and City Engineer. The cumulative composite score for each firm's proposal is noted below:
City Council Agenda
October 18, 2022
On -Call Architectural & Engineering Services
Ranking Consultant TOTAL SCORE
1 SVA Architects 91
2 RA -DA 88
3 IDS Group 87
4 Infrastructure Architects 83
5 BOA 81
6 Archetype International 79
7 Tait 76
8 IMEG 75
Based on each firm's extensive experience and expertise in delivering architectural design services, the top five (5) ranked firms were selected to be included in the on-call consultant bench list. By utilizing more than one firm to provide these services, the City can achieve greater flexibility in delivering capital projects. Individual projects are assigned based on the type of work to be performed as the expertise and experience of each firm will vary. For instance, firms with greater experience in delivering ADA -related or building improvement projects would typically be assigned those types of projects, whereas firms with greater experience in delivering building and facility projects would then prepare those types of projects. Assigning projects in this manner will ultimately ensure the individual experience and expertise of the design to the City's projects are closely matched to the unique scopes of work to be completed on each project.
The consultants providing design services will work on an on-call basis and the contracts are structured on a time and materials basis, with a not -to -exceed amount. Each firm will submit a separate cost proposal for each project for which they will provide these services. Since payment for these services is on a time and materials basis, the overall cost to the project is dependent on the allotted working days afforded the contractor along with the complexity of the project. The complexity could require more consultant hours applied towards the kind of services needed for each project. The hours allocated by each firm to the projects to which they have been assigned is negotiated and based on actual project need, the cost of which is allocated within individual project budgets and is controlled by the hourly rates provided by each firm. The overall cost to provide architectural design services will vary from project to project and is based upon the scope of work of each individual project. The proposed not -to -exceed contract amount for each agreement is an estimate of what the City could potentially pay for these services over an initial contract term of three (3) years.
City Council Agenda
October 18, 2022
FISCAL IMPACT:
The cumulative not -to -exceed contract amount for each proposed agreement is $150,000. The award of these contacts does not commit the City to expending a specified amount for design services since the consultants will serve on an on-call, project by project basis. Funds for design services are budgeted as part of individual project budgets funded in the City's annual CIP Budget.
Prepared by:
Masoud Sep
City Engineer;
Reviewed an
Luiz Estevez
Deputy City Administrator
Attachments:
1. Agreement with
2. Agreement with
3. Agreement with
4. Agreement with
5. Agreement with
Reviewed and approved:
Jernni er Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
SVA Architects, Inc.
RA -DA, Inc.
IDS Group, Inc.
Infrastructure Architects, Inc.
BOA Architects, Inc.