TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 33926 with Architects McDonald, Soutar & Paz, Inc., of Long Beach, CA, Contract No. 33912 with Kardent, of Long Beach, CA, Contract No. 33913 with Mary McGrath Architects, of Oakland, CA, and Contract No. 33917 with Rania Alomar Architect, Inc. dba RA-DA, of West Hollywood, CA, for providing as-needed architectural services, to increase the aggregate contract amount by $5,000,000, for a revised aggregate contract amount not to exceed $16,500,000, and extend the contract terms to July 19, 2023. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 33926 with Architects McDonald, Soutar & Paz, Inc., Contract No. 33912 with Kardent, Contract No. 33913 with Mary McGrath Architects, and Contract No. 33917 with Rania Alomar Architect, Inc., to continue providing as-needed architectural services.
On June 2, 2015, the City Council awarded contracts to ten firms as part of its adoption of RFP PW 14-005 for architectural services, for a two-year period, with the option to renew for three additional one-year periods, for an aggregate amount of $9,000,000. On June 9, 2020, the City Council approved a one-year extension to July 19, 2021 to eight of the original ten firms, and $1,500,000 in additional contract authority for a revised aggregate amount of $10,500,000. On June 8, 2021, the City Council approved a one-year extension to seven firms, and $1,000,000 in additional contract authority, for a revised aggregate amount of $11,500,000. The City of Long Beach (City) relies on the firms to prepare feasibility studies, conceptual and schematic designs, planning documents, accessibility upgrade specifications, and other services needed to implement City Council approved projects related to facility and building improvements.
The current contracts expire on July 19, 2022, and the City has exhausted all permitted contract extensions. The procurement process for the next set of on-call architectural services is underway and City staff aims to complete the process expeditiously. Extending the term an additional year will ensure the continuity of contracted deliverables and avoid potential service interruptions if unforeseen delays with the procurement process arise. The RFP process for on-call services is quite extensive as City staff ensure the scope of work contained within the RFP is updated since the last procurement process (in this case, 2015), provide sufficient time for issuance and vendor response to the RFP, judiciously review submittals, select vendors who best meet criteria of the RFP, submit a Council Letter for contract award, and route the contracts through the City’s contract conformance process.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley and Budget Management Officer Nader Kaamoush on June 16, 2022, and by Purchasing Agent Michelle Wilson on June 6, 2022.
TIMING CONSIDERATIONS
City Council action to amend the Contract Nos. 33926, 33912, 33913, and 33917 is requested on July 5, 2022, to ensure there are no interruption to services.
FISCAL IMPACT
The requested action will increase contract authority by $5,000,000 for a revised aggregate contract amount not to exceed $16,500,000 and extend the contract terms for one year through July 19, 2023. Expenditures during the extended one-year term cannot be projected at this time. There is no appropriation increase requested and any work not currently budgeted will only proceed at such time as appropriations have been approved by the City Council. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. The number of local jobs supported by this action is not available at this time and will depend on the funds budgeted and the work assigned to each firm over the course of the contract term.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER