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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />NOVEMBER 17, 2020 <br />TITLE: <br />APPROVE AGREEMENTS WITH ON -CALL <br />CONSULTANTS TO PROVIDE SPACE <br />PLANNING AND ARCHITECTURAL <br />SERVICES ON AN AS -NEEDED BASIS IN A <br />SHARED ANNUAL AMOUNT NOT TO <br />EXCEED $300,000 FOR UP TO A FIVE <br />YEAR TERM <br />(GENERAL FUND AND NON -GENERAL <br />FUND) <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1 sl Reading <br />❑ Ordinance on 2od Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />/s/ Kristine Ridge FILE NUMBER <br />CITY MANAGER <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute agreements with the IDS Group, Westgroup Designs, Inc., <br />Gensler, Corgan, Inc., SVAArchitects Inc., Black, O'Dowd and Associates Inc., Gruen Associtates, <br />Gillis & Panichapan Architects Inc., CAP Architecture, Inc., and Ware Malcomb to provide on -call <br />space planning and architectural services for the three-year period beginning November 17, 2020, <br />and ending on November 16, 2023, with a provision for two one-year extensions, in a total shared <br />amount not to exceed $300,000 annually, subject to non -substantive changes as approved by the <br />City Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency's Building Maintenance Division oversees all City facility improvements <br />including the reconfiguration of office spaces, modifications to existing floor plans, and the addition <br />of workstations. As such, on -call space planning and architectural services are needed to complete <br />this type of work. Additionally, construction management, mechanical and electrical engineering, <br />move -management, and Americans with Disabilities Act survey services are sometimes needed, <br />and are also included in the scope of work for these on -call consultant agreements (Exhibits 1 <br />through 10). <br />On March 30, 2020, the Public Works Agency issued Request for Proposal (RFP) 20-040 for <br />consultants to provide on -call space planning and architectural services. The RFP was advertised <br />on the City's online bid management and publication system, with bids due on April 20, 2020. Fifty- <br />eight vendors downloaded the project documents. Twenty-five proposals were received and <br />evaluated by a selection committee based on criteria as outlined in the RFP. The firms that ranked <br />the highest are as follows: <br />25G-1 <br />