TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Kenneth Rosenfield, Project Consultant
SUBJECT:Title
Consideration of a Resolution Approving Amendment No.1 to the Professional Services Agreement with Jeffrey Miller Architecture and Design for Architectural and Engineering Design Services in the Amount of $273,157 for Additional City Facilities Remodeling Projects, and Determination that this Activity is Not Subject to CEQA Pursuant to Section 15061(b)(3) of the State CEQA Guidelines (Public Works Director Lee).
ADOPT RESOLUTION NO. 23-0095
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 23-0095 approving Amendment No. 1 to the Professional Services Agreement with Jeffrey Miller Architecture and Design for Architectural and Engineering Design Services in the amount of $273,157 for Additional City Facilities Remodeling Projects and determining that this activity is not subject to California Environmental Quality Act (CEQA) Pursuant to Section 15061(b)(3) of the State CEQA Guidelines.
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FISCAL IMPLICATIONS:
On May 25, 2023, a professional services agreement was executed with Jeffery Miller Architecture and Design (JMAD) to provide design services for the City Hall Digital Art Wall project for $49,000 from the Public Arts Trust Fund. The proposed amendment will expand the scope of work with JMAD to include design services for additional projects and increase the total amount of the agreement by $273,157, for a new maximum compensation amount of $322,157. City Council’s approval of Amendment No. 1 is required as the total amount of the amended agreement will exceed the City Manager’s awarding authority. Sufficient funding for this amendment exists as part of the City Facility Renovation and City Council Chambers Renovations projects within the Capital Improvement Project (CIP) Fund, with $197,664 and $75,493 available respectively.
BACKGROUND:
The City’s 5-Year CIP Plan includes funding for multiple City building remodeling projects to update the facilities, enhance employee functionality and provide the public with an improved experience at City Hall. The City utilized the Request for Proposal (RFP) procurement procedure to seek professional services of an experienced licensed design Consultant to assist the City with the design of various upcoming capital improvement projects including the City Hall Digital Art Wall installation, City Facility Renovations (which includes Public Works Warehouse Remodel, City Hall IT Office Remodel, and City Hall Public Services Remodel), and City Hall City Council Chambers improvements. Proposals from two architectural firms were received by the date and time due as specified by the RFP. The procurement process followed the best practice of Qualifications Based Selection for professional services.
The specific scopes of work for each of these projects are generally described as follows:
1. City Hall Digital Art Wall:
a. Provide Architectural Design to fit the City-provided digital media equipment to the entry lobby wall consisting of a 13.8-foot by 7.8-foot screen.
b. Structural Design to support the digital art wall.
c. Mechanical, Electrical and Plumbing Design to support the digital art wall.
d. Address Americans with Disability Act (ADA) requirements.
2. City Facility Renovations:
a. Public Works Warehouse Remodel:
i. Modify one large administrative office to create a small coin counting room in support of the City’s parking meter system and a medium administrative office.
ii. Build out the storefront area to create two workstations, one fully enclosed and one open.
iii. Create a climate controlled server room within the existing storage area to protect and allow for the expansion of the existing server rack and related equipment, including weatherproofing of the outside Warehouse wall at this specific location, as needed.
iv. Modify the HVAC system.
v. Address ADA requirements.
b. City Hall IT Office Remodel:
i. Reconfigure the “customers" entry location into the offices to create a physical help desk area with access control to the balance of the office.
ii. Modify existing workstations to reduce noise transmission when technicians are providing help by telephone.
iii. Modify the equipment repair area (the “lab”) for enhanced workspaces and storage.
iv. Modify the back room office to accommodate the plotter table and printer, relocated from the lab, as well as to create a useful workstation.
v. Seek to enhance the comfort of the occupants of this primarily closed in office space.
vi. Address ADA requirements.
c. City Hall Public Services Remodel (Finance, Parks and Recreation, Community Development):
i. Perform a space needs and allocation assessment of the public access Horseshoe Area as well as adjacent office workspaces. Note that a smaller footprint for public access is expected, therefore, the new available space is to be allocated to the Finance Department, Community Development, and Parks and Recreation Department for new workstations and for a joint use conference room for all departments.
ii. Prepare a minimum of two concept plans for the space allocation and review with stakeholders.
iii. Prepare a written report describing the space assessment allocation process and conclusion. The concept plans, the preferred concept and the report are to be prepared for presentation to the City Council.
iv. Prepare a probable cost of construction of the concepts and an updated estimate for the preferred option.
v. Additional work in the Community Development Department.
a. Transform three cubicles to four office spaces with windows.
b. Transform one cubicle space to accommodate two cubicles.
c. Install window(s) in existing office.
d. Other adjustments to existing cubicles
vi. If the City chooses to move forward with the City Hall Public Service Area Remodel Project concept plans in the assessment report, preparation of the plans, specifications, and estimates (PS&E) for construction would be authorized under a subsequent amendment.
3. City Hall City Council Chamber Remodel:
a. Perform a basis of design report following a space assessment.
b. Prepare a minimum of three concept plans for the space allocation and review with stakeholders.
c. Prepare a written report describing the space assessment allocation process and conclusion. The concept plans, the preferred concept and the report are to be prepared for presentation to the City Council.
d. Prepare a probable cost of construction of the concepts and an updated estimate for the preferred option.
e. If the City chooses to move forward with the City Hall City Council Chamber Remodel, preparation of the PS&E for construction would be authorized under a subsequent amendment.
It is noted the RFP also included a Request for Qualifications allowing the potential use of proposers for future similar professional design services for City building projects that may be needed over the next few years.
DISCUSSION:
The Public Works Department issued an RFP via PlanetBids on February 22, 2023, for professional architectural and engineering design services for the aforementioned projects. Two proposals were received by the due date of March 22, 2023. An evaluation committee of City staff ranked and rated proposals according to the following selection criteria:
• Demonstrated understanding of the requested scope of services and overall successful project delivery, including resource allocation matrix.
• Staffing qualifications and experience of key personnel and sub-consultants.
• Project management methods, quality control and focus on timeliness/scheduled delivery.
• Consultant’s familiarity with local (sensitivity) conditions.
• Reference checks and/or interview presentation.
• Schedule of services.
Following the determination of the best qualified firm, the Fee Proposal was opened, reviewed and negotiated.
Based on the selection criteria, Jeffrey Miller Architecture and Design was selected as the most qualified firm with the best overall proposal. Jeffrey Miller Architecture and Design assigned staff have excellent experience with similar projects. Jeffrey Miller Architecture and Design identified and understood the project’s key issues and proposed an appropriate level of staffing for the size and complexity of the project. The consultant’s scope of work and methodology clearly outlined the completion of the projects in a timely manner.
As a result of this selection process and due to the time sensitive nature of the implementation of the Digital Art Wall project in City Hall, the City entered into a Professional Services Agreement with Jeffrey Miller Architecture and Design on May 25, 2023, with a not to exceed fee of $49,000, to initiate and complete the design services for the Digital Art Wall project. Staff then engaged the Consultant in a detailed review of the Scope of Work and Fee for the remaining projects and successfully negotiated the final terms of the balance of the work leading to the implementation of projects herein described. Therefore, staff recommends the City Council adopt Resolution No. 23-0095 authorizing the City Manager to execute Amendment No. 1 to the Professional Services Agreement with Jeffrey Miller Architecture and Design for a total not-to-exceed cost of $273,157.
PUBLIC OUTREACH:
Public outreach for these projects will consist of meeting with project stakeholders, each impacted Department and designated Staff. Before these projects go to bid or begin construction, public notice of the projects will be provided.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity may have a significant effect on the environment; therefore, pursuant to Section 15061(b)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Although environmental review is not necessary at this time, additional environmental review will be required as applicable prior to the approval of any future project specific development entitlements including, but not limited to, site development plans, building permits, land development permits, and conditional use permits.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 23-0095
2. Amendment No.1 - Jeffrey Miller Architecture and Design
3. Agreement - Jeffrey Miller Architecture and Design
4. Budget and Expenditures Summary
5. Location Map