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Public Works Agency www.santa-ana.org/pw Item # 21 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 3, 2022 TOPIC: Comprehensive Facilities Condition Assessment for Various City Buildings AGENDA TITLE Approve an Agreement with All Environmental, Inc., dba AEI Consultants in the Amount of$300,000, to Conduct a Facilities Condition Assessment for Various City Buildings and Structures Throughout the City of Santa Ana, for up to a Three-year Term (Specification No. 21-014) (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with All Environmental, Inc., dba AEI Consultants to provide comprehensive Citywide facilities assessment services for a one-year period beginning May 3, 2022 and expiring May 1, 2023, with a provision for two, one-year renewal options exercisable by the City Manager and City Attorney, in an annual amount not to exceed $285,838, with a contingency of $14,162, for a total agreement amount not to exceed $300,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency's Building Maintenance Division oversees facility repairs and maintenance, including the rehabilitation of office spaces, modifications to existing floor plans, and the addition of workstations, at facilities throughout the City. The Public Works Agency desires to conduct a comprehensive assessment of all City facilities to gain a better understanding of their current condition in order to develop a prioritized list of repairs and building improvements that will assist the City Council and staff in allocating resources and funding. The scope of this facilities assessment covers 175 City-owned facilities and buildings with a total area of approximately 1,404,158 square feet. With the findings of the assessment, the City can establish a long-term plan to improve these facilities. On March 4, 2021, the Public Works Agency issued a Request for Proposals (RFP) for a Facility Conditions Assessment. The RFP was advertised on the City's online bid management and publication system, with the bids due on April 7, 2021. Twelve vendors downloaded the project documents and three proposals were submitted. The proposals were evaluated, based on criteria as outlined in the RFP, by a selection committee comprised of Public Works Agency staff. RFPs were rated based on experience, City Council 21 — 1 5/3/2022