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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JUNE 6, 2023
SUBJECT: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH SVA ARCHITECTS, INC., FOR ON-CALL ARCHITECTURAL DESIGN SERVICES FOR
THE CITY HALL/POLICE STATION MODERNIZATION PROJECT, CITY PROJECT NO. 5208
FISCAL
IMPACT: EXPENSE: $ 294,396
BUDGET: $ 324,500
$ 150,000
$ 174,500
SUMMARY:
PROFESSIONAL SERVICES AGREEMENT
FISCAL YEAR 2022-23 CIP BUDGET
GENERAL FUND/ARPA (105208-6850)
MEASURE U (795208-6850)
Over the past several years the City has added staff to fulfill various operational and capital needs of the City. In order to allocate office space for these new staff, the City has been converting former storage spaces and splitting up large offices to create new workspaces for these personnel. As the organization continues to grow it has become apparent that the City needs to take a larger, more holistic view in terms of long-range space planning in conjunction with badly needed building renovations and infrastructure replacement at City Hall and the Police Station.
As such, Staff developed the City HaII/Police Station modernization project which will add construction of new office spaces, restrooms and other supporting infrastructure to the replacement of the existing HVAC system, new solar photovoltaic panels, new roof, and new office spaces located in the west wing of the building.
This west wing scope of work includes an expanded server room, conversion of the existing emergency operations center into new office spaces, a conference room, an employee fitness center, men's and women's restrooms and locker rooms, and lactation room. With the upcoming relocation of the Placentia Public Safety Communications Center to the newly constructed Placentia Public Safety Center, the police station work scope includes an expanded and remodeled women's restroom, locker room and lactation room, as well as a redesign and expansion of the watch commander and records office spaces. In addition to the renovations, the entire building will require the development of a integrated ceiling plan that has been coordinated with planned HVAC renovations.
1.g.
June 6, 2023
City Council Agenda
June 6, 2023
The City currently maintains an on-call architectural design professional services agreement with SVA Architects, Inc., fora not -to -exceed amount of $150,000. Based on the proposal review, Staff is recommending that the City Council approve the proposed Amendment No. 1 increasing the not -to -exceed contract amount by $144,396 to provide necessary architectural design services for the final engineered construction plans and bid documents for this project. Sufficient funds have been budgeted in the Fiscal Year (FY) 2022-23 Capital Improvement Program Budget to pay for these services.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve Amendment No. 1 to Professional Services Agreement with SVA Architects, Inc for an additional $144,396 to provide architectural design services for the City Hall/Police Station Modernization Project for a cumulative contract not -to -exceed amount of $294,396; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the contract not -to -exceed amount, or $29,439; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action.
DISCUSSION:
Over the past several years the City has added staff to fulfill various operational and capital needs of the City. In order to allocate office space for these new staff, the City has been converting former storage spaces and splitting up large offices to create new workspaces for these personnel. As the organization continues to grow it has become apparent that the City needs to take a larger, more holistic view in terms of long-range space planning in conjunction with badly needed building renovations and infrastructure replacement at City Hall and the Police Station.
As such, Staff developed the City Hall/Police Station modernization project which will add construction of new office spaces, restrooms and other supporting infrastructure to the replacement of the existing HVAC system, new solar photovoltaic panels, new roof, and new office spaces located in the west wing of the building.
This west wing scope of work includes an expanded server room, conversion of the existing emergency operations center into new office spaces, a conference room, an employee fitness center, men's and women's restrooms and locker rooms, and lactation room. With the upcoming relocation of the Placentia Public Safety Communications Center to the newly constructed Placentia Public Safety Center, the police station work scope includes an expanded and
City Council Agenda
June 6, 2023
remodeled women's restroom, locker room and lactation room, as well as a redesign and expansion of the watch commander and records office spaces. In addition to the renovations, the entire building will require the development of an integrated ceiling plan that has been coordinated with the planned HVAC renovations. A new emergency operations center will be constructed within the new Placentia Public Safety Center.
On October 8, 2022, the City Council approved an on-call professional services agreement with SVA Architects, Inc., (SVA), along with several other architectural firms to create a bench list to provide on-call architectural design services. SVA was selected from this list for this project based on their qualifications and experience on similar projects. Based upon their proposal review, this proposed Amendment No. 1 will provide the additional contractual spending authority needed for SVA to provide architectural design services for the final engineered construction plans and bid documents for the City Hall/Police Station Modernization Project.
FISCAL IMPACT:
The proposed contract not -to -exceed amount to provide design services for this project totals $294,396. A total of $324,500 has been budgeted in the FY 2022-23 Capital Improvement Program Budget for this phase of the project. As such, sufficient funds exist for the recommended actions.
Prepared by:
Masoud Sepa`hi, P.E.
City Engineer
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and apprived: Reviewed and approved:
Luis Estevez
Deputy City Administrator
Damien R. Arrula
City Administrator
Attachment:
Amendment No. 1 to Professional Services Agreement with SVA Architect, Inc.