City of Long Beach - File #: 15-0485

File #:

15-0485 Version: 1

Name:

CM/PW/FM - As-Needed Architectural Svcs

Type:

Contract

Status:

CCIS

File created:

10/23/2014

In control:

City Council

On agenda:

6/2/2015

Final action:

6/2/2015

Title:

Recommendation to adopt Specifications No. RFP PW-14-005 and award contracts to Aetypic, Inc., of Long Beach, CA; Dougherty + Dougherty Architects, of Costa Mesa, CA; Frank Webb Architects, of Los Angeles, CA; Gwynne Pugh Urban Studio, Inc., of Santa Monica, CA; HMC Architects, of Los Angeles, CA; IBI Group, of Irvine, CA; Kardent, of Long Beach, CA; Mary McGrath Architects, of Oakland, CA; McDonald, Soutar & Paz, Inc. (MSP), of Long Beach, CA; RA-DA, of West Hollywood, CA; and Studio Pali Fekete Architects, of Culver City, CA, for as-needed architectural services, in an aggregate amount not to exceed $9,000,000 for a two-year term with the option to extend the term for three additional one-year periods; and Authorize City Manager to execute all documents necessary to enter into the contracts and to execute any necessary amendments thereto regarding scope of services, adjusting individual agreement amounts without exceeding the aggregate amount, or extending the terms, at the discret...

Sponsors:

City Manager, Financial Management, Public Works

Indexes:

Contracts

Attachments:

1. 060215-R-17sr.pdf

Date	Ver.	Action By	Action	Result	Action Details	Meeting Details	Video
6/2/2015	1	City Council	approve recommendation	Pass	Action details	Meeting details	Video

TITLE

Authorize City Manager to execute all documents necessary to enter into the contracts and to execute any necessary amendments thereto regarding scope of services, adjusting individual agreement amounts without exceeding the aggregate amount, or extending the terms, at the discretion of the City Manager. (Citywide)

DISCUSSION

City Council approval is requested to enter into contracts with eleven recommended firms for as-needed architectural services. The City of Long Beach has typically contracted for as-needed professional architectural services to prepare feasibility studies, conceptual and schematic designs, construction documents, planning documents, accessibility upgrade specifications, and other services needed to implement City Council approved projects related to facility and building improvements. Having a list of qualified as-needed architects readily available allows departments to respond quickly to needs and accelerate the delivery of projects, especially critical or emergency projects. Architectural services will be retained on an as-needed basis via the issuance of a contract and purchase order for negotiated services. Consultants and staff must agree on a project's detailed scope of work and conditions for compensation prior to initiating any work. Consistent with current practice, it is anticipated that larger and more complex projects would require project-specific RFP's. Examples of currently budgeted projects that may require architectural services include, but are not limited to, the Alamitos Beach Concessions Rebuild Project, multiple public restroom improvements, and the rehabilitation of existing beach concession facilities.

A Request for Proposals (RFP) was advertised in the Press-Telegram on November 12, 2013 for both as-needed landscape architectural services and architectural services. 4,618 potential proposers specializing in architectural services were notified. Of those proposers, 198 downloaded the RFP document via the Purchasing Division's electronic bid system. The RFP document was made available from the Purchasing Division, located on the seventh floor of City Hall and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. An RFP announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women's business groups. Forty-seven proposals were received on December 5, 2013, of which 15 were for as-needed landscape architectural services, and 32 were for as-needed architectural services. On July 22, 2014, the City Council awarded contracts for as-needed landscape architectural services. Of the 32 proposals for as-needed architectural services, two were Disadvantaged Business Enterprises (DBEs), four were Minority-owned Business Enterprises (MBEs), five were Women-owned Business Enterprises (WBEs), fourteen were certified Small Business Enterprises (SBEs), and six were Long Beach-based businesses (Local).

The proposals were initially reviewed and evaluated by representatives from the Department of Public Works, Development Services, and the City Manager's Office. An expanded evaluation committee that included the Public Works Director, Development Services Director, Tidelands Development Officer and the Deputy City Manager, conducted an additional review and evaluation of the submitted proposals. It was determined that the following eleven architectural firms submitted the most qualified and responsive proposals based upon the criteria specified in the RFP:

Recommended Firms	DBE	MBE	SBE	WBE	Local
Aetypic, Inc. Long Beach, CA	X	X	X	-	X
Dougherty + Dougherty Architects Costa Mesa, CA	-	-	-	-	-
Frank Webb Architects Los Angeles, CA	-	-	X	-	-
Gwynne Pugh Urban Studio, Inc. Santa Monica, CA	-	-	X	-	-
HMC Architects Los Angeles, CA	-	-	-	-	-
IBI Group Irvine, CA	-	-	-	-	-
Kardent Long Beach, CA	-	-	-	-	X
Mary McGrath Architects Oakland, CA	-	-	X	-	-
McDonald, Soutar & Paz, Inc Long Beach, CA	-	-	X	-	X
RA-DA West Hollywood, CA	-	-	X	X	-
Studio Pali-Fekete Architects Culver City, CA	-	-	-	X	-

When needed, these firms will offer the City a diverse group of on-call architects from which to select. They each have unique experience and qualifications that will be beneficial as projects become ready for implementation. While individual project RFPs may be developed for larger and more complex projects, these on-call teams will allow approved projects to move forward expeditiously, and help staff consult with architects to help develop architectural programs, conceptual designs, schedules, and other documents that are often required in the early planning phases of projects.

Local Business Outreach

In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 507 Long Beach vendors were notified to submit proposals, of which fifteen downloaded and six submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.

This matter was reviewed by Deputy City Attorney Linda Vu on May 6, 2015, and by Budget Management Officer Victoria Bell on April 29, 2015.

TIMING CONSIDERATIONS

City Council action to adopt Specifications No. RFP PW-14-005 and award contracts concurrently is requested on June 2, 2015, in order to enable commencement of design services for approved capital improvement projects.

FISCAL IMPACT

The aggregate contract authority of $9,000,000 is for a two-year period, with the option of three consecutive one-year renewals with no increase in contract authority. The contract authority is an estimate based on currently appropriated and anticipated Tidelands, Public Works, Parks, Recreation and Marine, and other department Capital projects. No appropriation increase is requested at this time. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. The number of jobs created by the recommended action is not available at this time, and will depend on the work assigned to each firm over the course of the contract period.

SUGGESTED ACTION

Approve recommendation.

Respectfully Submitted,

PATRICK H. WEST

CITY MANAGER

JOHN GROSS

DIRECTOR OF FINANCIAL MANAGEMENT

ARA MALOYAN, P.E.

DIRECTOR OF PUBLIC WORKS

Legislation Text

Legislation Details

Legislation Details (With Text)