REPORT TO COUNCIL
SUBJECT
Title
Award of a contract to Group 4 Architecture, Research + Planning, Inc. for the Civic Center Phase 2 Planning - Main Library in the amount of $976,342.50 and approve Budget Modification No. 5 in the amount of $431,929.47 (F23-130) to fund the contract and ongoing staffing support
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $992,342.50 ($976,342.50 base services and $16,000 optional services) to Group 4 Architecture, Research + Planning, Inc. of So. San Francisco, Ca (Group 4) for the Civic Center Phase 2 Planning - Main Library and approve a 10% contingency in the amount of $99,234. A budget modification is also requested to fully fund the contract and ongoing staff support for the project in the amount of 431,929.47.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by a motion adopted by affirmative votes of at least four members to authorize the transfer of unused balances appropriated for one purpose or another, or to appropriate available revenue included in the budget.
ENVIRONMENTAL REVIEW
An Environmental Impact Report (EIR) is a required informational document under the California Environmental Quality Act (CEQA) that describes the environmental effects of the project, identifies ways to minimize the significance of the adverse impacts, responds to comments made during the public comment period, and discusses reasonable alternatives to the project that modify the environmental impacts. Certification means that the EIR was completed in compliance with CEQA, that the agency has reviewed and considered the EIR, and the EIR reflects the agency’s independent judgment and analysis.
On September 25, 2018 (RTC No. 18-0799), City Council adopted a resolution to:
a. Certify the EIR for the Civic Center Master Plan;
b. Make the Findings Required by the California Environmental Quality Act; and
c. Adopt the Statement of Overriding Considerations and Mitigation Monitoring and Reporting Program.
On July 14, 2020 (RTC No. 20-0505), Council voted to approve changes to the Civic Center Modernization Project as described in the Addendum to the Civic Center Environmental Impact Report.
BACKGROUND AND DISCUSSION
In 2017, City Council adopted the Civic Center Modernization Master Plan (RTC No. 17-0835). The Master Plan contains a long-term, multi-phased vision of the entire campus: relocating some of the on-grade parking to underground spaces; increasing open space and native landscape; constructing three new facilities-a City Hall, Department of Public Safety Headquarters, and Library; razing older structures on site, and modernizing the entire campus.
The adopted Master Plan was comprised of three phases. Phase 1 included a new City Hall, a Public Safety building renovation and addition that includes a new Emergency Operation Center (EOC), and site improvements. Phase 2 includes a new Main Library, playground, and site improvements. Phase 3 is a new Public Safety Headquarters building.
A Request for Proposal (RFP) process was utilized to solicit proposals to design Phase 2 of the project. The RFP specifications were posted on DemandStar public procurement network on May 15, 2023 for Civic Center Phase 2 Planning - Main Library. The project will evaluate and further develop the design intentions and concepts as laid out in the Civic Center Master Plan including engagement with the community in determining what is important in a main library. This process will help provide information for the City to make decisions in preparation for a potential ballot measure to secure financing for the project. If the measure passes, this project should identify the path forward for developing plans and specifications for construction of Phase 2. Eighty-four (84) interested parties requested the proposal and the City of Sunnyvale received seven (7) proposals.
The proposals were reviewed by an evaluation team consisting of Public Works Engineering, Library and Recreation Services, and Finance Department staff. The firms were evaluated on qualifications, experience, project understanding, project approach, and innovation. Following the written evaluation process, the City invited the four (4) highest ranked consultants to participate in formal interviews. Group 4 demonstrated the greatest depth of understanding and experience for the project. Group 4 also demonstrated that their team has the relevant experience and qualifications to move this project forward with scheduling as the biggest obstacle. The final negotiated price for the base services in the agreement is $976,342.50 while $16,000 is identified for optional services, for a total not to exceed contract of $992,342.50.
FISCAL IMPACT
Starting I FY 2021/22, Council appropriated $1,000,0000 over three years in Project 834710- Civic Center Phase 2 Planning. An additional $15 million was provided as a set-aside in the Infrastructure Fund in FY 2024/25 to serve as the City’s initial investment for implementation of the project.
The contract consists of base services in the amount of $976,342.50, optional services in the amount of $16,000, and a 10% contingency in the amount of $99,234, for a total of $1,091,576.50. With prior year carryover, $994,647.03 remains available in the project to fund the contract but not the total contingency. Additionally, staff support through the Public Works Special Projects Team will be needed. This includes partial funding for an Assistant City Engineer, Senior Engineer, and Civil Engineer. Therefore, Budget Modification No. 5 is requested for $431,929.47 as follows:
|
Base Contract |
$976.342.50 |
|
Optional Services |
$16,000.00 |
|
Contingency |
$99,234.00 |
|
Staffing |
$335,000 |
|
Subtotal: |
$1,426,576.50 |
|
Available Budget |
$994,647.03 |
|
Budgetary shortfall |
($431,929.47) |
Budget Modification No. 5 appropriates $431,929.47 from the General Fund Budget Stabilization Fund Reserve to fund the project.
Budget Modification No. 5
FY 2023/24
|
|
Current |
Increase/(Decrease) |
Revised |
|
General Fund |
|
|
|
|
Expenditures |
|
|
|
|
834710 - Civic Center Phase 2 Planning - Main Library |
$1,000,000.00 |
$431,929.47 |
$1,431,929.47 |
|
|
|
|
|
|
Reserves |
|
|
|
|
Budget Stabilization Fund Reserve |
$79,330,021.00 |
($431,929.47) |
$78,898,091.50 |
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
ALTERNATIVES
Alternative 1 - Take the following actions:
- Award a contract to Group 4 Architecture, Research + Planning, Inc. for Civic Center Phase 2 Planning - Main Library in substantially the same form as Attachment 1 to the report in an amount not-to-exceed $992,342.50;
- Authorize the City Manager to execute the contract when all the necessary conditions have been met;
- Approve a 10% contingency in the amount of $99,234; and
- Approve Budget Modification No.5 in the amount of $431,929.47.
Alternative 2 - Other direction as provided by Council.
RECOMMENDATION
Recommendation
Alternative 1 - Take the following actions:
- Award a contract to Group 4 Architecture, Research + Planning, Inc. for Civic Center Phase 2 Planning - Main Library in substantially the same form as Attachment 1 to the report in an amount not-to-exceed $992,342.50;
- Authorize the City Manager to execute the contract when all the necessary conditions have been met;
- Approve a 10% contingency in the amount of $99,234; and
- Approve Budget Modification No.5 in the amount of $431,929.47.
Staff
Prepared by: Lisa Vo, Interim Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Service Agreement