REPORT TO COUNCIL
SUBJECT
Title
Award of a Contract to PBK Architects, Inc. in the Amount of $2,364,140 for Design and Construction Support Services for Fire Station 2 - New Construction Project (F24-003)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $2,364,140 ($2,142,140 for base services and $222,000 for optional services) to PBK Architects, Inc. (“PBK”), which has an office in Folsom, for design and construction support services for the construction of a new Fire Station 2, and approve a 10% contingency in the amount of $236,414.
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.
ENVIRONMENTAL REVIEW
This award is for the design phase and construction support services; therefore, the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
As part of the contract, the consultant will be preparing a memorandum of determination of CEQA needs, as well as CEQA exemption documentation, as appropriate. It is possible that an Initial Study (IS) and/or Mitigated Negative Declaration (MND) may be needed if there are findings of significant adverse environmental impacts and CEQA categorial exemptions are not appropriate. As such, preparation of an IS and MND have been included in the project scope as an optional service. The CEQA determination will be brought to the City Council for approval prior to starting final design.
BACKGROUND AND DISCUSSION
A Master Plan of Sunnyvale’s six fire stations (five of which were built in the 1960s) was completed in September 2021. The Fire Station Master Plan reviewed the existing conditions, current program requirements, and assessed the stations against current best practices for optimum operation and staff health and safety. As part of this review, options to either replace or remodel each of the stations were presented. In both options, Fire Station 2, including the training center, was identified as the highest priority for replacement. Following completion of the project the new Fire Station 2 will meet current best practices and will create additional capacity to help maintain services as other stations are remodeled.
A Request for Proposal (RFP) was posted on the DemandStar public procurement network on July 26,2023. Fifty-eight (58) interested parties requested plans with five (5) proposals received.
The proposals were reviewed by an evaluation team consisting of Public Works and Public Safety staff. The firms were evaluated on qualifications, experience, project understanding, project approach, and innovation. Following the written evaluation process, the City invited the two (2) highest ranked consultants to participate in formal interviews. PBK demonstrated the greatest depth of understanding and experience for the project. The team demonstrated that they have the relevant experience and qualifications to move this project forward meeting the set schedule. The final firm fixed negotiated price for the base services in the agreement is $2,142,140 while $222,000 is identified for optional services, for a total not to exceed contract of $2,364,140.
FISCAL IMPACT
Funding is available in Project 835890-Fire Station 2 - New Construction.
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.
RECOMMENDATION
Recommendation
Take the following actions:
- Award a Consultant Services Agreement in an amount not-to-exceed $2,364,140 in substantially the same form as Attachment 1 to the report, to PBK Architects, Inc.;
- Approve a 10% a contingency in the amount of $236,140; and
- Authorize the City Manager to execute the contract when all necessary conditions have been met.
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: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement