HomeMy WebLinkAbout10/21/2015 - STAFF REPORTSDate: October21, 2015
Citv Council Staff Report
CONSENT CALENDAR
Subject: APPROVAL OF PROFESSIONAL SERVICES AGREEMENTS FOR ON -
CALL ARCHITECTURAL SERVICES AND ON -CALL LANDSCAPE
ARCHITECTURAL SERVICES
From: David H. Ready, City Manager
Initiated by: Office of the City Manager
SUMMARY
Approval of this item will allow the City to enter into multi -year on -call agreements with
six architectural firms and four landscape architectural firms to provide the City with
professional first class as -needed "on -calf' architectural and/or landscape architectural
services for a variety of future City -funded Public Works capital improvement projects.
RECOMMENDATION:
1) Approve Agreement No. with Frederick Fisher & Partners, Architects, a
California corporation, for on -call architectural services for an initial term through
December 31, 2018, subject to two additional one year extensions approved at the
discretion of the City Manager; and
2) Approve Agreement No. with Interactive Design Corporation, a California
corporation, for on -call architectural services for an initial term through December
31, 2018, subject to two additional one year extensions approved at the discretion of
the City Manager; and
3) Approve Agreement No. with James Cioffi Architect, a California corporation,
for on -call architectural services for an initial term through December 31, 2018,
subject to two additional one year extensions approved at the discretion of the City
Manager; and
4) Approve Agreement No. with M. Arthur Gensler & Associates, Inc., a
California corporation, for on -call architectural services for an initial term through
December 31, 2018, subject to two additional one year extensions approved at the
discretion of the City Manager; and
REM NO 2f re
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On -Call Architectural & Landscape Architectural Services
5) Approve Agreement No. with Urrutia A.I.A. & Associates, Inc., a California
corporation, for on -call architectural services for an initial term through December
31, 2018, subject to two additional one year extensions approved at the discretion of
the City Manager; and
6) Approve Agreement No. with William G. Kleindienst, Architect, for on -call
architectural services for an initial term through December 31, 2018, subject to two
additional one year extensions approved at the discretion of the City Manager; and
7) Approve Agreement No. with David Evans and Associates, Inc., an Oregon
corporation, for on -call landscape architectural services for an initial term through
December 31, 2018, subject to two additional one year extensions approved at the
discretion of the City Manager; and
8) Approve Agreement No. with David Volz Design Landscape Architects, Inc., a
California corporation, for on -call landscape architectural services for an initial term
through December 31, 2018, subject to two additional one year extensions approved
at the discretion of the City Manager; and
9) Approve Agreement No. with Moore lacofano Goltsman (MIG), Inc., a
California corporation, for on -call landscape architectural services for an initial term
through December 31, 2018, subject to two additional one year extensions approved
at the discretion of the City Manager; and
10)Approve Agreement No. with RJM Design Group, Inc., a California
corporation, for on -call landscape architectural services for an initial term through
December 31, 2018, subject to two additional one year extensions approved at the
discretion of the City Manager; and
11)Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The City owns and operates the Palm Springs International Airport (PSP) as well as
many other public facilities within the community such as the City Hall, the Fire Stations,
Police Headquarters, Pavilion and Leisure Center, Convention Center, Visitors Center,
Animal Shelter, Plaza Theater, Waste Water Treatment Plant, Downtown Parking
Structure, and main Library Center, and many other facilities. The City has on -going
requirements for professional architectural and landscape architectural services to
support various projects that may be required to maintain, improve, or expand its
facilities and infrastructure over the next five years.
In order to adequately prepare for the variety of projects that the City may undertake in
the years to follow, it is important that the City have resources available to quickly
provide the professional architectural or landscape architectural services related to
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October 21. 2015 - Page 3
On -Call Architectural & Landscape Architectural Services
those projects. Currently, the City has three on -call architectural firms available to
perform services for the City's various projects:
• Interactive Design Corporation
• Urrutia A.I.A. & Associates, Inc.
• William G. Kleindienst, Architect
These firms have provided services to the City for past projects, however, with the
improving economy these firms may undertake projects from other clients which may
reduce their capacity to accept on -call assignments for the City's projects. Further, with
Measure J funded capital projects, the emphasis has been to ensure timely progress on
completion of the projects; having additional architectural firms available for our projects
will ensure the City has the greatest ability to quickly initiate and deliver the variety of
capital projects yet to be undertaken.
Thus, staff prepared Request for Proposals #07-15, for "On -Call' Architectural and
Landscape Architectural Services, (the "RFP"), to solicit proposals from architectural
and landscape architectural firms throughout California and elsewhere.
Staff envisions that the types of projects that may be contemplated under the contracts
for on -call architectural and landscape architectural services include, but are not limited
to, remodeling, repurposing, and refurbishing existing public facilities; restoration,
repurpose and refurbishment of designated historic public structures; design of
completely new public municipal government structures or facilities; space allocation
planning; infrastructure upgrades; demolition plans for unused facilities; signage design;
landscape design for public parks, parkways, medians and public buildings; conversion
of existing public landscape to drought tolerant desert landscape; and artificial turf
landscape. The RFP was written to ensure that the selected firms have demonstrated
successful experience and capacity to provide architectural and landscape architectural
services to a municipal government agency for these types of projects anticipated to be
undertaken in the years to come.
On March 11, 2015, the RFP was published and made available to firms through the
City's Division of Procurement and Contracting, and by the April 14, 2015, deadline,
proposals from the following 20 firms were received:
Architectural Firms
• Frederick Fisher & Partners, Architects; Los Angeles, CA
• Group 4 Architecture, Research + Planning, Inc.; So. San Francisco; CA
• Gwynne Pugh Urban Studio, Inc.; Santa Monica, CA
• Holt Architecture; Rancho Mirage, CA
• Interactive Design Corporation; Palm Springs, CA
• James Cioffi Architect; Palm Springs, CA
• Kluger Architects, Inc.; Signal Hill, CA
• M. Arthur Gensler & Associates, Inc.; Los Angeles, CA
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October 21, 2015 - Page 4
On -Call Architectural & Landscape Architectural Services
• Urrutia A.I.A. & Associates, Inc.; Palm Springs, CA
• William G. Kleindienst, Architect; Palm Springs, CA
Landscape Architectural Firms
• Alta Planning + Design, Inc.; Rancho Mirage, CA
• Community Works Design Group; Riverside, CA
• David Evans and Associates, Inc.; Ontario, CA
• David Volz Design Landscape Architects, Inc.; La Quinta, CA
• Herman Design Group; Palm Desert, CA
• Moore lacofano Goltsman (MIG), Inc.; Fullerton, CA
• RJM Design Group, Inc.; San Juan Capistrano, CA
• TKD Associates, Inc.; Rancho Mirage, CA
• V2C Group, Inc.; Riverside, CA
• Vallier Design Associates, Inc.; Point Richmond, CA
Following review of the proposals by a Selection Committee comprised of Norm King
(former City Manager and current member of the Airport Commission), the Assistant
City Manager/City Engineer, and the Director of Planning Services, a final list of the top
10 ranked firms was identified, as follows:
Architectural Firms
• Frederick Fisher & Partners, Architects; Los Angeles, CA
• Interactive Design Corporation; Palm Springs, CA
• James Cioffi Architect; Palm Springs, CA
• M. Arthur Gensler & Associates, Inc.; Los Angeles, CA
• Urrutia A.I.A. & Associates, Inc.; Palm Springs, CA
• William G. Kleindienst, Architect; Palm Springs, CA
Landscape Architectural Firms
• David Evans and Associates, Inc.; Ontario, CA
• David Volz Design Landscape Architects, Inc.; La Quinta, CA
• Moore lacofano Goltsman (MIG), Inc.; Fullerton, CA
• RJM Design Group, Inc.; San Juan Capistrano, CA
As there are no specific projects at this time on which these firms have prepared a
proposal, the review and selection of the firms recommended for award of the on -call
contracts was based on the completeness of the firm's proposal, the firm's
qualifications, staff qualifications, portfolio of projects, and demonstration of past
experience working for municipal clients. It was the recommendation of the Evaluation
Panel that interviews be waived, given that there was consistency in the scoring and
evaluation of the top ten firms. With a maximum score of 100, the Evaluation
Committee's average scoring resulted in a top score of 81.667 and a low score of
51.667 as shown in the following list:
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On -Call Architectural & Landscape Architectural Services
1 Davrd Evans &Associates 81 667
2f Williams G. Klemdienst 81.333
31David Voltz
It should be carefully noted that a low score in no way reflects that a firm itself is of poor
quality and inadequate to perform the required professional services. However, the low
score is a direct reflection of an evaluation of the firm's proposal submitted in response
to the RFP, and the proposal's failure to adequately convey the mandatory information
identified in the RFP on which the basis of the City's evaluation of the firm was
completed. A complete copy of each firm's proposal is available in the Division of
Procurement and Contracting from which a comparison of the completeness of each
firm's proposal to another may be made.
Staff has prepared and recommends that the City Council approve Professional
Services Agreements with each of these firms to provide the requested services for the
City. The important points for City Council consideration related to these Agreements
include:
• Contract Sum: Section 2.1 "Maximum Contract Amount" reflects the on -call nature
of the Agreement, in that there is no defined cost other than the consultant's
schedule of hourly rates and fees identified in Exhibit "D" of the agreements. This
fact is reflected in Section 2.1 of the Agreement, which states:
City and Consultant hereby acknowledge and agree that the scope of services
required by this Agreement will vary dependent upon the number, type, and
Design
81 333
4JInteracbve Design Group
81
51Gensler
80
6 fYedenck Fisher
80
7MIG
78
8
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On -Call Architectural & Landscape Architectural Services
extent of the services or work the Consultant shall provide; and no guarantee of
the extent or the type of services required of Consultant under the terms of this
Agreement is made by the City. The annual level of services required by this
Agreement is unknown, and may significantly increase or decrease from year to
year. In acknowledgement of the fact that the number and type of projects
requiring the Consultant's services has not been identified for this contract, City
and Consultant hereby acknowledge and agree that a specific "Maximum
Contract Sum" shall be imposed on each separate project that the City may
assign Consultant as provided in Section 1.8 and in this Section 2.1. Each such
separate project shall be identified as a Task Order or a Purchase Order
authorized by the City Engineer or the City Manager as provided in this Section
2.1. For the services rendered pursuant to this Agreement, the Consultant shall
be compensated in accordance with the "Schedule of Compensation" attached
hereto as Exhibit 'D"and incorporated herein by this reference.
It is expressly agreed that the maximum contract amount of this Agreement is
undefined, and is subject to the number and type of projects requiring the
Consultant's services throughout the duration of the term of this Agreement, if
any. Consultant shall be entitled to compensation in accordance with separate
City authorized "Task Orders" (Purchase Orders) with corresponding Not -to -
Exceed payment amounts established pursuant to the Consultant's Schedule of
Hourly Billing Rates as shown on Exhibit "D". Consultant's compensation shall
be limited to the amount identified on each separate, individually authorized Task
Order corresponding to a project requiring the services of the Consultant.
Local Business Preference Compliance
Section 7.09.030 of the Palm Springs Municipal Code, "Local Business Preference
Program," requires consultants to use good faith efforts to solicit applications for
employment and proposals for sub -consultants for work associated with the proposed
contract from local residents and firms as opportunities occur and hire qualified local
residents and firms whenever feasible. Preferential scoring of 5 points (out of 100) was
included in the evaluation for local (Coachella Valley based) firms; five of the selected
firms are considered a local business, having offices located in the Coachella Valley;
three of the selected firms have sub -consultants proposed as part of their team with
offices located in the Coachella Valley.
ENVIRONMENTAL IMPACT:
The requested City Council action is not a "Project" as defined by the California
Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a "Project" means the
whole of an action, which has a potential for resulting in either a direct physical change in
the environment, or a reasonably foreseeable indirect physical change in the
environment. According to Section 15378(b), a Project does not include: (5)
AN
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October 21, 2015 - Page 7
On -Call Architectural & Landscape Architectural Services
Organizational or administrative activities of governments that will not result in direct or
indirect physical changes in the environment.
FISCAL IMPACT:
The proposed agreement provides services to the City as an on -call agreement, and
has no specific contract sum. The scope of services required by these agreements will
vary dependent upon the number and type of projects assigned to the various firms.
The annual level of on -call services required by these agreements is unknown, and may
significantly increase or decrease from year to year.
Expenditures for individual `Task Orders" approved for specific assignments associated
with capital projects will be encumbered from funding previously budgeted and
appropriated for that capital project.
SUBMITTED:
Prepared by:
/u" vL Vt/t�4
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Attachments:
1. Agreements (10)
Approved by:
David H. Ready, Es
City Manager
07