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HomeMy WebLinkAboutItem 23 - On -call Space Planning and Architect Consultant ServicesPublic Works Agency www.santa-ana.org/pw Item # 23 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 7, 2021 TOPIC: On -call Space Planning and Architect Consultant Services AGENDA TITLE Approve Amendments to Agreements for On -call Space Planning and Architectural Services with IDS Group, West Group Designs, Gensler, Corgan, SVA Architects Inc., Black O'Dowd and Associates Inc., Gruen Associtates, Gillis & Panichapan Architects Inc., CAP Architecture, and Ware Malcomb to Increase the Shared Agreement Amount by $1,000,000, for a Total Amount not to Exceed $1,300,000 Annually RECOMMENDED ACTION Authorize the City Manager to execute agreement amendments for on -call space planning and architectural services with IDS Group, West Group Designs Inc., Gensler, Corgan Inc., SVA Architects Inc., Black O'Dowd and Associates Inc., Gruen Associtates, Gillis & Panichapan Architects Inc., CAP Architecture Inc., and Ware Malcomb, to increase the shared agreement amount by $1,000,000, for a total agreement amount not to exceed $1,300,000 annually, subject to non -substantive changes as approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency's Building Maintenance Division oversees all City facility improvements, including the reconfiguration of office spaces, modifications to existing floor plans and the addition of workstations. As such, on -call space planning and architectural services are needed to complete this type of work. Additionally, construction management, mechanical and electrical engineering, move -management, and Americans with Disabilities Act survey services are sometimes needed, and are also included in the scope of work for these on -call consultant agreements. On March 30, 2020, the Public Works Agency issued Request for Proposal (RFP) 20-040 for consultants to provide on -call space planning and architectural services. The RFP was advertised on the City's online bid management and publication system, with bids due on April 20, 2020. Fifty-eight vendors downloaded the project documents. Twenty-five proposals were received and evaluated by a selection committee based on criteria as outlined in the RFP. In accordance with the RFP, staff recommended approving agreements with the top ten firms to establish a list of on -call space planning and architectural services. Each proposal demonstrated a high technical competency and Amend Agreement for On -call Space Planning and Architect Consultant Services September 7, 2021 Page 2 experience performing similar services. The proposals contained a clear path toward achieving City goals and objectives as required by the RFP. On November 17, 2020, the City Council authorized the City Manager to execute agreements with IDS Group, West Group Designs, Gensler, Corgan, SVA Architects Inc., Black O'Dowd and Associates Inc., Gruen Associates, Gillis & Panichapan Architects Inc., CAP Architecture, and Ware Malcomb to provide on -call space planning and architectural services. Due to several tenant improvement projects, the amount originally allocated for these agreements was depleted sooner than expected. Staff recommends approval of the amendments to allow City staff to continue to utilize the services provided by the firms (Exhibits 1-10). ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT There is no fiscal impact at this time. Prior to utilizing any of these on -call services, Public Works staff must receive Finance & Management Services Agency approval of funding and accounts to ensure that funds are available under the authorization and new aggregate limit of $1,300,000 annually for these agreements. Upon successful completion of this fiscal review, a corresponding Notice to Proceed containing the specific scope and maximum expenditure for the task order will be issued to a firm. EXHIBIT(S) 1. First Amendment with IDS Group 2. First Amendment with West Group Designs 3. First Amendment with Gensler 4. First Amendment with Corgan 5. First Amendment with SVA Architects, Inc. 6. First Amendment with Black O' Dowd and Associates, Inc. 7. First Amendment with Gruen Associates 8. First Amendment with Gillis + Panichapan Architects, Inc. 9. First Amendment with CAP Architecture 10. First Amendment with Ware Malcomb Submitted By: Nabil Saba P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager :X4II11.11s FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between IDS Group, a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-01, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: L. A. Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Said Hilmy Title: President Page 2 of 2 EXHIBIT 2 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Westgroup Designs Inc., a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-02, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: ,.,, A. Rau Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT -iF=M r0 Name: Parisima H ssani Title: CEO + Managing Principal Page 2 of 2 EXHIBIT 3 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Gensler ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-03, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: X,,, A. R Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 EXHIBIT 4 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Corgan Inc., a Texas corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-11, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: damnx A R u Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 EXHIBIT 5 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between SVA Architects Inc., a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RFCITALS A. The parties entered into Agreement No. A-2020-230-05, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA Daisy Gomez Clerk of the Council [Signatures continue on the next page] Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: X"' l A. R Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT N e: Robert M. Simons, AIA Title: resident & Partner Page 2 of 2 FIRST AMENDMENT TO AGREEMENT FOR ON CALL. SPACEE, PLANNING -AND - ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Black, O'Dowd and Associates, Inc., a California corporation doing business as BOA Architecture ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). A. The parties entered into Agreement No. A-2020-230-06, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA Daisy Gomez Clerk of the Council [Signatures continue on the next page] Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: ,,,. A . Rau Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: �02 Title: tilt" Q-,-AJT Page 2 of 2 EXHIBIT 7 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING ANI� ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Gruen Associates, a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-07, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect, IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager [Signatures continue on the next page] Page 1 of 2 ILI APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: XGuut-,:3- Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Title Page 2 of 2 N MANP61N6 PA97EP .. EXHIBIT 8 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Gillis and Panichapan Architects, Inc., a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-08, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: c- A. R� Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Digitally signed by Jack Panichapan DN: C=US, E=jack@g pa rch itects.org, 0="Gillis + Panichapan Architects, Inc.", CN=Jack Panichapan Date: 2021.08.24 11:22:37-07'00' Name: Longkavach (Jack) Panichapan Title: Principal, CEO Page 2 of 2 EXHIBIT 9 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between CAP Architecture Inc., a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-09, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: 1. Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: X,,x A. R Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Catherine Peppard, Title: CEO Page 2 of 2 DocuSign Envelope ID: 03D55CE0-E2B9-4197-A157-4E886BB48DF7 EXHIBIT 10 FIRST AMENDMENT TO AGREEMENT FOR ON CALL SPACE PLANNING AND ARCHITECTURAL SERVICES AGREEMENT THIS FIRST AMENDMENT to the above -referenced agreement is entered into on September 7, 2021 by and between Ware Malcomb, a California corporati0o'Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-230-10, dated November 17, 2020, by which Consultant agreed to provide on call space planning and architectural consulting services for the City's Public Works Agency ("Agreement"). B. There were ten separate Consultants awarded agreements for on call space planning and architectural consulting services and compensation for any services used pursuant to these agreements comes from a shared pool of funds authorized to pay for such services. C. The parties now wish to extend the Agreement to add additional funds to the pool of funds available for the on call services. The Parties therefore agree: Section 2, Compensation, subsection a, is amended to increase the compensation from three hundred thousand dollars and zero cents ($300,000) to one million, three hundred thousand dollars and zero cents ($1,300,000) for the remaining term of the Agreement including any optional extensions. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Daisy Gomez Clerk of the Council [Signatures continue on the next page] CITY OF SANTA ANA Kristine Ridge City Manager Page 1 of 2 DocuSign Envelope ID: 03D55CE0-E2B9-4197-A157-4E886BB48DF7 APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: A. k9l� Laura A. Rossini Chief Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT DOCUSignedby: '['66& S(hatl,u 0C768E13FF2B4B5... Name Fobi n Sloane Title:CFO / EVP Page 2 of 2