Report to Mayor and City Council
Tuesday, June 02, 2020
Consent
SUBJECT:
Title
UPDATE ON CITY OF CARSON ON-CALL ARCHITECTURAL SERVICES CONTRACT TASK ORDER FOR PUBLIC WORKS PROJECT NO. 1656: COMMUNITY CENTER UPGRADES (CITY COUNCIL)
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I. SUMMARY
On April 26, 2019 City Council approved entering into agreements with three architectural firms, Westberg and White, Inc., Johnson Favaro and Black ODowd and Associates (BOA), for on-call Professional Architectural Consulting Services for the City of Carson. Per the request of City Council, this report is an update on the use of the Contract on a task orders larger than $25,000. This is not a request for additional funding; funding has already been budgeted and approved by City Council for this contract.
Following the City Council’s approval of a budget for the needed upgrade of the Community Center on February 19, 2020, the Public Works Department issued a Task Order to all three on-call architectural firms to submit a proposal for preparation of Plans, Specifications and Estimate (PS&E) for Community Center Upgrades.
Staff received proposals from two of the three on-call architects. Westberg and White, Inc. was selected to provide the design services for the proposed upgrades.
II. RECOMMENDATION
Recommendation
1. RECEIVE AND FILE information on the City of Carson Architectural On-Call Services Agreement for consultant Westberg and White, Inc.
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III. ALTERNATIVES
1. DIRECT staff to postpone awarding of task order for Plans, Specifications and Estimates (PS&E) for Project No. 1656 Community Center Upgrades.
2. TAKE any other action City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
A task order for the preparation of PS&E was issued to all three on-call architects on March 12, 2020 with an amendment following March 25, 2020. Johnson Favaro chose not to pursue the project. After careful review of the submitted proposals on March 30, 2020, both remaining firms were identified as having the expertise required to provide the full range of services required by the City for this task. However, given Westberg and White’s previous experience in the design and construction of the existing restrooms for Halls A, B and C and its team’s background knowledge of the Community Center Facilities in general, Public Works identified Westberg and White, Inc. (W+W) to be more suited for this particular project scope.
The Public Works Department negotiated with W+W to reduce their lump sum fee such that both consultant fees were comparable, as summarized below:
Proposal Date BOA W+W Johnson Favaro
March 30, 2020 $149,500.00 $232,479 N/A
April 23, 2020 N/A $131,923 N/A
May 1, 2020 N/A $154,423 N/A
May 5, 2020 N/A $149,423 N/A
On February 16, 2020 City Council approved the expenditure of $673,000 for the construction of this project. Staff will be proceeding with the design and construction as authorized by the City Council.
Given that City Council directed and authorized staff to pursue this project prior to the COVID-19 pandemic, staff is not certain at this time if funding would be an issue given the general concern about all public agencies’ budgets. Should funding become an issue, staff recommends to complete the PS&E for this project, but not pursuing advertising for construction until a separate funding source for the construction can be secured. The intent of this option is to continue to pursue grants if any, and other similar funding opportunities for the construction of this project, and completing the PS&E phase would make the project “shovel ready,” often a factor in being competitive for grants.
The Public Works Department has selected W+W for Project No. 1656 Community Center upgrades. The fee proposal provided by W+W for the design and construction is not-to-exceed $149,423; this fee includes the bidding assistance and negotiation fee, and construction administration fee. Should the city decide to complete the PS&E but not pursue advertising for construction, W+W’s fee proposal will be not-to-exceed $117,228, excluding bidding assistance and negotiation fees, and construction administration fees.
V. FISCAL IMPACT
There is no additional fiscal impact. Funds for the design phase of this project were included in the FY 2019/20 budget as a part of the on-call contract C-19-017 and Purchase Order 22000848, as approved by City Council. The City Council approved the expenditure of $673,000 for this project on February 16, 2020. Staff will be proceeding with the design and will return to Council for further direction before proceeding to the construction phase.
VI. EXHIBITS
None.
Prepared by: Evelyn Sanchez, PE, Associate Civil Engineer