TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Joseph DeFrancesco, Interim Public Works Director
Gilbert Gamboa, City Engineer
Flora Flowers, Administrative Analyst
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 3 to the Professional Services Agreement with Jeffrey Miller Architecture and Design Corporation for $350,000 for Additional Architectural and Engineering Design Services for the Five City Building Facilities Remodel Projects for a Total Not-to-Exceed Amount of $746,597 (No Budget Impact) (Interim Public Works Director DeFrancesco).
ADOPT RESOLUTION NO. 26-0051
Body
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RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution No. 26-0051:
a. Approving Amendment No. 3 to the Professional Services Agreement with Jeffrey Miller Architecture and Design (JMAD) Corporation for additional architectural and engineering design services for $350,000 for the Five City Building Facilities Remodel Projects for a Total Not-to-Exceed Amount of $746,597; and
b. Authorizing the City Manager and/or her designee to execute Amendment No. 3.
FISCAL IMPLICATIONS:
Amendment No. 3 authorizes an additional total amendment amount of $350,000 for the Five City Building Facilities Remodel Projects for a total not-to-exceed agreement amount of $746,597 for additional architectural and engineering design services. City Council’s approval of Amendment No. 3 is required, as the total amount of the amended agreement will exceed the City Manager's awarding authority.
Sufficient funding for this amendment is available in the Parking Fund (Metlox escalators) and CIP Fund (other projects) for the associated facilities projects. No additional fiscal impacts are identified at this time.
BACKGROUND:
The Engineering Division of the Public Works Department is responsible for delivering the Capital Improvement Program (CIP). The Division relies on professional consultant support to maintain progress on active capital projects and related design work.
The City’s Five-Year CIP Plan also includes funding for multiple public building remodel projects intended to modernize facilities, improve staff functionality, and enhance the public experience at City Hall. JMAD Corporation was selected through a Request for Proposals procurement process to provide design services for the Five City Public Building Facilities Remodel Projects. JMAD Corporation was originally retained on May 25, 2023, for $49,000. Amendment No. 1, executed on August 7, 2023, increased compensation by $273,157. Amendment No. 2, executed on October 23, 2024, increased compensation by $74,440, for a current total not-to-exceed amount of $396,597.
DISCUSSION:
The requested amendment would provide continued design support for active facilities projects through December 2027. Continued consultant design capacity remains necessary to maintain project schedules, preserve continuity, and advance the City Council-approved Public Works Department Work Plan.
Amendment No. 3 to the JMAD Corporation agreement aims to provide the necessary design required to complete the upcoming remodeling projects for City building facilities. This includes the City Council ADA Improvements Project, the Metlox Escalator Replacement Project, the IT Server Room Improvements Project at the City Yard, and the City Hall Employee Breakroom Renovation Project. Additionally, it encompasses any supplementary on-call architecture and interior design, documentation, and permitting services associated with these or similar projects. These projects support the City’s broader facilities objectives by improving accessibility, functionality, and the public-facing condition of key municipal buildings.
JMAD Corporation will provide direct or sub-consultant services, including architecture, interior design, documentation, structural engineering, mechanical, plumbing, and electrical engineering, and permitting services required for tenant improvement projects, site improvement projects, and coordination in the development of construction for the implementation of the Five City Public Building Facilities Remodel Projects.
PUBLIC OUTREACH:
The public has been informed of this agenda item as part of the City’s standard meeting notice practices via public bulletin boards, website calendar, and social media. 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 Council’s consideration of an amendment to the Professional Services Agreement with JMAD Corporation has been determined to be exempt from CEQA pursuant to State CEQA Guidelines Section 15061(b)(3), the common sense exemption (formerly the “general rule”) that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question can have a significant effect on the environment, the activity is not subject to CEQA, as is the case with this item. Note that future projects managed via the amended contract would be independently subject to CEQA review.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form. The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 26-0051
2. Amendment No. 3 - Jeffrey Miller Architecture and Design Corporation
3. Agreement and Amendment Nos. 1 and 2 - Jeffrey Miller Architecture and Design Corporation