Title
Recommendation to Award Three Separate Contracts in the Amount of $150,000 Each (Total Expenditure of $450,000) to the Following Providers: Brown Reynolds Watford Architects, Muller & Caulfield Architects, and Shah Kawasaki Architects, for On-Call Architectural Consulting Services. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Recommendation to Award Three Separate Contracts in the Amount of $150,000 Each (Total Expenditure of $450,000) to the Following Providers: Brown Reynolds Watford Architects, Muller & Caulfield Architects, and Shah Kawasaki Architects, for On-Call Architectural Consulting Services
BACKGROUND
On March 27, 2015, Public Works issued a Request for Proposal (RFP) for on-call architectural consulting services. Staff recommends awarding contracts to three separate consultants: Brown Reynolds Watford Architects, Muller & Caulfield Architects, and Shah Kawasaki to provide on-call work during FY15-16 that includes in-house or subconsultant capabilities in architecture, civil, structural, mechanical, electrical, asbestos and lead abatement, landscape architecture, and LEED certification.
DISCUSSION
To solicit the maximum number of proposals and most competitive price, the RFP was provided to 23 separate builders' exchanges throughout the Bay Area. Notices were also sent to consultants on the Public Works Department Consultant List. In addition, notices were placed on the City's web page and published in the Alameda Journal. The RFPs were opened on April 20, 2015. After a period of 21 days, 16 consultants submitted proposals. The results are as follows with the last five being non-responsive:
Proposer |
Location |
Brown Reynolds Watford Architects |
San Francisco |
Muller & Caulfield Architects |
Oakland |
Shah Kawasaki |
Oakland |
Interactive Resources Architects and Engineers |
Richmond |
Choi + Robles Architecture |
Alameda |
Kwan Henmi Architecture/Planning |
San Francisco |
Goring & Straja Architects |
Berkeley |
Architectural Resource Group |
San Francisco |
Gelfand Partners Architects |
San Francisco |
Salas O'Brien |
Oakland |
SSA Landscape Architects |
Santa Cruz |
Pieluigi Serraino Architecture |
Alameda |
Kodama Diseno |
San Francisco |
MBH Architects |
Alameda |
Ware Associates |
Oakland |
WLC Architects |
Folsom |
After reviewing the written proposals and contacting several references provided by the consultants, three firms were selected as best fitting the City's needs. Staff recommends awarding contracts to Brown Reynolds Watford Architects, Muller & Caulfield Architects, and Shah Kawasaki in the amount of $150,000 each. The RFP also permits an annual extension of each contract on a year-to-year basis, for up to four additional years, and up to $750,000 total compensation for each contract, at the sole discretion of the Public Works Director, based upon satisfactory performance of all aspects of the contract. A copy of each contract is attached as Exhibit 1, 2 and 3.
The typical scope of work for each contract includes:
· Provide design services for remodeling of public buildings and parks;
· Provide the full range of architectural and engineering services including preliminary studies, public outreach, renderings, drawings, specifications, estimates, scopes of work and other professional services;
· Respond to plan check comments for building permits; and
· Perform construction administration.
Typical projects may include building renovations such as seismic upgrades, ADA upgrades, kitchen and bathroom remodeling, HVAC upgrades, "green" upgrades, and code compliance. They may also include park improvements such as fields, courts, irrigation, pathways, buildings, and field lighting. These on-call consultants will assist with addressing the deferred maintenance of city facilities that is being identified in the Facility Improvement Assessment.
FINANCIAL IMPACT
Funding of each work order will be by the Capital Improvement Program project for which architectural consulting services are provided. The total budget for each contract for each fiscal year will be $150,000, but the actual amount delineated by work order will likely be less, and will depend upon projects assigned to the consultants. The usage of the services is on an as-needed basis so that if the demand is not there, the services will not be requested. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
Selection of consultants for on-call architectural consulting services is not covered by the California Environmental Quality Act.
RECOMMENDATION
Award three separate contracts in the amount of $150,000 each (total expenditure $450,000) to the following providers: Brown Reynolds Watford Architects, Muller & Caulfield Architects, and Shah Kawasaki Architects for on-call architectural consulting services.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Laurie Kozisek, Associate Civil Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Brown Reynolds Watford Architects Contract
2. Muller & Caulfield Architects Contract
3. Shah Kawasaki Architects Contract