City Council Agenda Report
Meeting Date: February 20, 2024
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Lissette Melendez, Project Engineer
Subject
Professional Services Agreement with Architerra Design Group for Landscape Architectural Services – City Hall Plaza
Recommendation
A. Find that the proposed action is categorically exempt under the California Environmental Quality Act (CEQA) review, in accordance with CEQA Guidelines Section 15262, because the project only involves feasibility or planning studies for possible future actions which the City has not approved, adopted, or funded; and
B. Approve and authorize the City Administrator to execute a Professional Services Agreement with Architerra Design Group in substantially the same form as submitted, for the design of the Civil Plaza for a total amount not-to-exceed $122,930 for a three-year term.
Background
The City of Vernon hosts multiple community events throughout the year in the area in front of City Hall. The current space was able to comfortably accommodate these public gatherings in the past, but as a result of continuous growth in community participation, the space is no longer sufficient. Following a Request for Proposals (RFP) process, the Department of Public Works selected a firm to design, conduct, and assist in the solicitation of recommendations for the construction of a Civil Plaza in this currently underutilized area. The consulting firm will lead stakeholder meetings/design charrettes with a stakeholder’s committee composed of City Staff, produce preliminary plans and cost estimates for feedback, and present a final conceptual design that addresses all options/suggested changes to preliminary plans open for discussion.
Professional landscape architectural services for hardscape and low maintenance climateappropriate landscape design including irrigation, drainage systems, an outdoor congregation area with a stage, and adjustable lighting and sound system design.
Pursuant to Vernon Municipal Code (VMC) Section 3.32.080, the Engineering Division publicized an RFP for Landscape Architectural Services – City Hall Plaza, as the cost for the service was anticipated to exceed $50,000 and required competitive selection. Because the RFP is for procurement of landscape architecture services, price was not a factor in the determination of the most qualified proposer pursuant to VMC Section 3.32.090. Proposals were rated on demonstrated competence, professional qualifications, and responsiveness to the RFP. The Engineering Division received three proposals by the due date from qualified firms in response to the RFP posted on or about February 7, 2023.
A panel comprised of internal staff evaluated the three proposals received in order to determine the firm best suited to provide the services requested. A comprehensive, fair and impartial evaluation of the proposals was conducted in accordance with the specifications set forth within the RFP document. Established criteria were used in reviewing and comparing the proposals to determine the most suitable firm. At the conclusion of the assessment, it was determined that Architerra Design Group will best meet the needs of the City. Architerra’s proposal demonstrated comprehensive scope of work required to fulfill the services requested by the City and previous projects presented in their proposal demonstrate quality products most similar to the Civil Plaza concept Public Works is envisioning. Staff recommends that the City enter into a services agreement with Architerra Design Group.
The proposed Services Agreement has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is not-to-exceed $122,930. Sufficient funds are available in General Fund, Public Works, Facilities Maintenance, Capital Outlays Account No. 011-040-415-660000 for the current fiscal year.
Attachments
1. Professional Services Agreement – Architerra Design Group