July 11, 2023
Public Works
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works
Josef Munoz, Capital Projects Manager
Subject:
As-Needed Architectural Design Services for Various City of Richmond Projects
FINANCIAL IMPACT: The term of each of the contracts will be three (3) years with two one-year extension options. The total not-to-
exceed amount for each consultant contract is $500,000.
The as-needed architectural design services will be
provided for projects funded through various sources.
The approval of these contracts will not result in an
additional appropriation of funds. Funds will be identified prior to the performance of the design services.
PREVIOUS COUNCIL
ACTION:
n/a
STATEMENT OF THE
ISSUE:
City staff is recommending City Council approval of
standing contracts for as-needed architectural design
services to expedite the design of capital improvement
and operational projects. The time and costs currently
expended in selecting consultants on a project-by-project basis will be significantly reduced.
RECOMMENDED ACTION:
ADOPT a resolution authorizing service contracts with
five architectural design firms for as-needed architectural services in an amount not to exceed $500,000 per firm,
over a three-year period from July 1, 2023 through
June 30, 2026, with two one-year extension options, for a total amount not to exceed $300,000 per firm for the
extension period - Public Works Department (Daniel
Chavarria 510-620-5478/ Robert Armijo 510-620-5477).
AGENDA
REPORT
July 11, 2023
DISCUSSION:
It is anticipated that several capital improvement projects funded by various capital improvement funds, bonds, and grants will require the use of as needed architectural design services. Additionally, unscheduled projects will occur throughout the three-year period and will most likely require the use of the as-needed firm's agreements. As- needed architectural services agreements allow the City to provide necessary design services in an efficient and timely manner. The agreements will eliminate the four-month process and costs associated with selecting consultants on an individual project-by project request for proposals basis.
On February 21, 2023, the City issued a Request for Qualifications (RFQ) for as-needed architectural services. The RFQ was posted on the City's BidsOnline System and 66 firms received copies of the proposal.
On May 1st, 2023, five architectural proposals were received. The evaluation criteria included:
1. Relevant experience and strengths of the firm.
2. Organization of firm, availability of resources and capability to meet project schedules.
3. Qualifications of project team and project manager; and
4. Ability to provide high quality customer service to the city and the community.
The five architectural firms that panels recommended are highly qualified to provide as- needed architectural services for the City of Richmond for the anticipated professional services workload for the next three years with two additional one-year extension option.
The five firms that are being recommended for approval are:
Actypic
LCA Architects
SVA Architects, Inc.
The KPA Group
Ware Associates, Inc.
Each service contract is for an amount not-to-exceed $500,000 over a three-year period with two one-year extension options, for a total amount not to exceed $300,000 per firm for the extension period. Public Works Engineering will manage these contracts. The firms hired with as-needed architectural design services will provide site analysis and investigation, structural analysis, permit coordination, preparation of conceptual and schematic designs, p reparation of construction documents for bidding, cost estimating, and construction support for libraries, gymnasiums, community centers, senior centers, parks, fire stations and maintenance yards, as well as other yet unspecified Public Works related projects.
July 11, 2023
DOCUMENTS ATTACHED:
Attachment 1 – Resolution As-Needed Architectural Design Services Attachment 2 – PlanetBids Vendor Portal Bid Detail
Attachment 3 – Rating Matrix