Title
Recommendation to Authorize the City Manager to Execute an Agreement with AtkinsRéalis USA Inc., for Facility Assessment Report Services in an Amount Not-To-Exceed $168,666, including Contingency. (Public Works C41000)
Body
To: Honorable Mayor and Members of the City Council
From: Gerry Beaudin, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) owns and maintains 71 facilities totaling approximately 588,215 square feet of building space. To support long-term maintenance planning and capital investment decisions, the City relies on Facility Condition Assessments (FCAs) to evaluate building conditions, identify deferred maintenance and replacement needs, and inform its ten-year facilities capital plan and Internal Service Fund (ISF) programs.
The City’s most recent FCA was completed in 2014 and has guided facility investments over the past decade. Given the age of the assessment and the completion of numerous facility improvement projects since that time, an updated FCA is needed to establish current facility conditions and future capital needs.
After a competitive solicitation, staff recommends City Council authorize the City Manager to execute an Agreement with AtkinsRéalis USA Inc. (ARUSA), attached as Exhibit 1, in an amount not to exceed $168,666, including contingency, to provide these services.
BACKGROUND
A FCA is a comprehensive evaluation of the physical condition of buildings, infrastructure, and related assets. FCAs identify existing deficiencies, deferred maintenance needs, life-cycle replacement requirements, and potential capital improvement priorities. The resulting information serves as the foundation for informed decision-making, long-term financial planning, and effective stewardship of public assets.
The City completed its last FCA in 2014. Since then, numerous capital projects have been completed, building systems have aged and facility conditions have changed. To ensure accurate information for planning and budgeting purposes, the City is seeking an updated assessment of all City-owned facilities
The updated FCA will provide current and projected needs of City-owned assets, enabling the City to prioritize investments, reduce unexpected repair costs, and improve service delivery to the community. The assessment will also support a strategic and transparent approach to maintaining safe, functional, and sustainable public facilities.
The revised FCA will serve as a key planning tool to update the City’s ten-year facilities capital plans, facilitated through the ISF.
DISCUSSION
On April 24, 2026, Public Works staff issued the Request for Proposals (RFP) for Facility Condition Assessment Report, City Buildings. To encourage maximum participation and competitive pricing, the RFP was distributed to 19 separate builders’ exchanges throughout the Bay Area, posted on the City’s website, and published in the Alameda Journal. After a 34-day bidding period, fifteen companies submitted proposals by the May 28, 2026, deadline.
|
Vendor |
Proposed Price |
|
AtkinsRealis, USA Inc. |
$140,555 |
|
Bureau Veritas |
$149,668 |
|
ECS Pacific, Inc. |
$85,000 |
|
FEA |
$397,000 |
|
Facility Optimization Solutions, LLC |
$185,059 |
|
Gordian |
$176,545 |
|
ISES Corporation |
$238,180 |
|
JLL |
$218,900 |
|
Kitchell |
$184,480 |
|
The KPA Group |
$171,505 |
|
MOCA Services |
$ 85,000 |
|
Partner Engineering & Science, Inc. |
$387,010 |
|
Roth IAMS |
$175,562 |
|
Terracon Consultants |
$ 85,000 |
|
Tetra Tech |
$ 298,993 |
Staff evaluated all proposals in accordance with the City’s Purchasing Policy and the evaluation criteria established in the RFP. Proposals were assessed based on cost, relevant project experience, ability to complete the work within the required timeframe, and acceptance of the City’s Service Provider Agreement without material exceptions.
Staff noted a significant range in proposed fees, with costs varying from $85,000 to $397,000. During the evaluation process, staff determined that several of the lower-priced proposals did not fully address key elements of the scope of work, including the level of facility inspections, data collection requirements, development of life-cycle replacement projections, and detailed cost estimating methodologies. In some cases, the proposed level of effort appeared insufficient to comprehensively evaluate all 71 City facilities within the required schedule. As a result, staff determined that the lowest-cost proposals did not provide the same level of service, technical approach, or project understanding necessary to meet the City's objectives.
Following a comprehensive evaluation, AtkinsRealis, USA Inc. (ARUSA) was determined to be the firm that offers the best overall value to the City. While not the lowest cost proposer, they are best qualified to meet the City’s needs and deliver the requested services. ARUSA presented a clear, streamlined, and well-defined approach to the project, demonstrating a strong understanding of the City’s objectives and requirements. The firm also provided extensive experience with similar projects, a proven track record of successful project delivery, and the personnel and resources necessary to complete the work efficiently and within the City’s desired schedule. Additional factors that contributed to the selection included the firm’s expertise in assessing historic buildings, its thorough approach to data collection, and its detailed methodology for developing cost estimates. Collectively, these factors distinguished ARUSA as the proposal offering the best overall value and highest likelihood of project success.
ALTERNATIVES
• Approve the Agreement, as recommended
• Adjust the Agreement scope
• Do not award the Agreement and provide an alternate direction to staff
FINANCIAL IMPACT
Funding for this project was appropriated in the 2025-27 Capital Budget. The total cost for this agreement is $168,666, including contingency. There is no additional impact on the General Fund.
|
Base Price |
$140,555 |
|
Contingency (20%) |
$28,111 |
|
Agreement Total |
$168,666 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the City’s Strategic Plan priorities to enhance community safety and services and invest in City infrastructure. This action is consistent with the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a "project" as defined by CEQA Guidelines Section 15378 because it involves the authorization of a professional services agreement for facility assessment and planning activities and will not result in a direct or reasonably foreseeable physical change to the environment. Therefore, no further environmental review is required.
CLIMATE IMPACT
While this agreement for facility assessment services will not directly result in climate impacts, the information developed through the Facility Condition Assessment will support future facility improvement and replacement projects. As building systems reach the end of their useful lives, the City evaluates opportunities to replace natural gas-powered equipment with electric alternatives where technically and financially feasible. These investments support the City's sustainability goals and maximize the use of Alameda Municipal Power's low-carbon electricity resources.
RECOMMENDATION
Authorize the City Manager to execute an Agreement with AtkinsRéalis USA Inc., for Facility Assessment Report Services in an amount not-to-exceed $168,666, including contingency.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Agreement