November 7, 2023
Public Works
DATE: November 7, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works/City Engineer
Josef Munoz, Capital Projects Manager
Subject:
As-Needed Landscape 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 during the
initial term 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 landscape 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.
AGENDA
REPORT
November 7, 2023
RECOMMENDED ACTION:
ADOPT a resolution authorizing service contracts with
seven architectural design firms for as-needed landscape architectural services, in an amount not to exceed
$500,000 per firm, over a three-year period from
December 1, 2023, through December 31, 2026, with two
one-year extension options, for a total amount not to
exceed $300,000 per firm for the total extension period - Public Works Department (Robert Armijo 510-620-
5477/Josef Munoz 510-620-6671).
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 landscape architectural design services. Additionally, unscheduled projects will occur throughout the three-year period and will most likely require the use of the service agreements as needed. As-needed landscape architectural services agreements allow the City to provide necessary design services in an efficient and timely manner. The agreements will eliminate the lengthy process and costs associated with selecting consultants on an individual project-by-project request for proposals basis.
On March 10, 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 52 firms received copies of the proposal.
Fourteen firms submitted proposals. 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.
On September 5, 2023, a panel of three City employees selected seven landscape architectural firms. The selected firms are highly qualified to provide as-needed landscape architectural services for the City of Richmond for the anticipated professional services workload for the next three years with two additional one-year extension options.
The seven firms that are being recommended for approval are:
Adrienne Wong Associates, Inc.
CSW/Stuber-Stroeh Engineering Group, Inc.
Gates + Associates
Groundworks Office
Nichols Consulting Engineers, Chtd
November 7, 2023
PlaceWorks
Royston Hanamoto Alley & Abey, 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 entire extension period. Public Works Engineering will manage these contracts. The firms hired with as-needed landscape architectural design services will provide site analysis and investigation, structural analysis, permit coordination, preparation of conceptual and schematic designs, preparation of construction documents for bidding, cost estimating, and construction sup port for libraries, gymnasiums, community centers, senior centers, parks, fire stations and maintenance yards, as well as other yet unspecified Public Works related projects.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution As-Needed Architectural Design Services Attachment 2 – PlanetBids Vendor Portal Bid Detail
Attachment 3 – Rating Matrix
Attachment 4 – AWA Contract
Attachment 5 – CSW-ST2 Contract
Attachment 6 – Gates+Assoc Contract
Attachment 7 – GWO Contract
Attachment 8 – NCE Contract
Attachment 9 – PlaceWorks Contract
Attachment 10 – RHAA Contract