Resolution 2023-014, authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with Ten Over Studio for architectural services for five facility renovation projects, for a fee not to exceed $78,900

Adopt Resolution 2023-014, authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with Ten Over Studio for architectural services for five facility renovation projects, for a fee not to exceed $78,900.

In June 2022, Council adopted Resolution 2022-048 approving 25 Fiscal Year 2022/23 Capital Improvement Projects, including the following five facility renovations projects with a combined budget of $615,000:

·         City Hall Roof Replacement

·         Harrison Memorial Library (HML) Exterior and Interior Painting

·         HML Generator

·         Sunset Center Hazardous Materials Remediation and Exterior Painting

·         Sunset Center Cottage Windows Repairs

In August 2022, Council adopted Resolution 2022-065, awarding a Professional Services Agreement to Ausonio, Incorporated to provide Project Management Services for delivery of nine facility renovation projects, including these Projects.

Consultant Selection Process

In April 2022, requests for Statements of Qualifications (SOQs) were advertised, from San Jose to Sacramento to San Luis Obispo, seeking qualifications from consultants covering 14 professional service areas, including Architectural Services. In May 2022, seven SOQs were received for architectural services, which identified facility renovations as proposed projects.

In September 2022, a Selection Committee consisting of two Project Managers with Ausonio and the Public Works Director independently evaluated the SOQs and tentatively identified Ten Over Studio and Wald, Ruhnke & Dost Architects as most qualified to provide these architectural services.

Informal interviews were held with both firms after which it was determined that Ten Over Studio had the full-service team and similar on-call services contracts, and were best suited for these projects.

A Professional Services Agreement was prepared with Ten Over Studio with a base fee of $24,999 to provide on-call, as needed services for other projects. The Agreement was executed in December 2022. Concurrently, Ten Over Studio and staff negotiated their proposals to provide the services needed for these five facility renovation projects.

Scope of Services

Ten Over Studio recognizes that all three buildings are historic structures. Their key tasks include:

·         Site visit

·         Preparing roofing and demolition plans and details

·         Electrical engineering plans and calculations for the generator

·         Preparing window replacement and painting schedules

·         Using field photos, rather than formal plans, where possible

·         Preparing technical and performance-based specifications

·         Providing bidding and construction support services

·         Coordinating with Ausonio and City staff

Ausonio will complement this work by checking plans, preparing cost estimates, assembling construction bid documents, processing building permits, and coordinating with another City consultant regarding hazardous materials testing and remediation services for the HML and Sunset Center.

The work is scheduled to be completed within three months following issuance of a Notice to Proceed.

 The fee for Ten Over Studio to provide these architectural services through construction is $78,900, representing 12.8% of the combined project budget. The total fee for Ten Over Studio for the original Agreement authorization of $24,999 plus this Amendment No. 1 is $103,899. The estimated fee for Ausonio to provide project management services for these five projects is $70,000, leaving a balance of $466,100 for construction.

These five facility renovation projects were bundled together for efficiency for the design, bidding, and construction phases, where we will compile one set of bidding documents and award one construction contract with one general contractor, rather than five separate contracts. This bundling approach also provides a cost advantage due to economy of scale. Considering the rising costs of inflation, construction labor shortages, and supply chain challenges, it is anticipated that additional funds will be needed at the time that a construction contract is awarded.

A sixth facility renovation project, namely carpet replacement in the HML, will also be included in this combined project; however, architectural services are not required for this component. The carpet replacement will be included as a Bid Additive that could easily be awarded, or deferred, at the time of construction contract award depending on the status of the Library Master Plan project being performed by others.

All expenditures for these projects are covered in the Capital Projects Fund Account 301-311-00-43008. 

At the June 7, 2022 meeting, Council adopted Resolution 2022-048 approving 25 new FY 2022/23 Capital Improvement Projects, including all five (5) facility renovation projects covered in this report, with a combined budget of $720,000.

In August, 2022, Council adopted Resolution 2022-065, awarding a Professional Services Agreement with Ausonio, Inc. for Project Management Services for delivery of nine facility renovation projects, including these projects.