REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Design and Construction Support Services for Sunnyvale Golf Course Building Upgrades (F14-76)
Report
REPORT IN BRIEF
Approval is requested to award a contract to IBI Group Architecture Planning, Inc. of San Jose in the amount of $90,755 for design and construction support services for the Sunnyvale Golf Course Building Upgrades (Public Works Project No. PR-14/05-15). Approval is also requested for a 15% design contingency in the amount of $13,613.
The design consultant will provide engineering design services as well as bidding and construction support services throughout the construction phase of the project.
ENVIRONMENTAL REVIEW
This award of a design contract is not a project as defined in Section 15378 of the California Environmental Quality Act (CEQA).
BACKGROUND AND DISCUSSION
Capital Project 828400 (Golf Buildings Renovations) provides for the repair/renovation of existing golf building components at both Sunnyvale and Sunken Gardens Golf Courses to bring them into compliance with current building codes and Americans with Disabilities Act (ADA) accessibility requirements. This particular work scope covers the design of improvements at Sunnyvale Golf Course (improvements to Sunken Gardens are scheduled for 2017).
The scope of work for this project consists of renovations to the front restaurant entrance ramp and the upstairs and downstairs restrooms. The restrooms will also receive new energy and water efficient fixtures, and new tile. A recently completed topographic survey confirmed that portions of the entrance ramp can remain in place, while other portions not in compliance with accessibility codes related to width and/or grade must be replaced.
Request for Proposal (RFP) specifications were prepared by Parks, Public Works and Purchasing staff. RFP No. F14-76 was directly distributed to seven Bay Area architectural firms and posted on the Onvia Demandstar public procurement network. Nineteen (19) firms requested the RFP documents. Proposals were received on June 11, 2014. Two responsive proposals were received as follows:
Advance Design Consultants, Inc. of San Jose $76,311
IBI Group Architectural Planning, Inc., of San Jose $115,425
Proposals were reviewed by an evaluation team consisting of Public Works Engineering, Parks and Facilities staff. The firms were evaluated on qualifications, experience and programmatic approach. Both firms were invited to interviews with the evaluation team, and the IBI Group was unanimously selected as the highest ranked proposer. Subsequent negotiations reduced their proposal fess from $115,425 to $90,755.
Staff recommends awarding a contract to the IBI Group, and also recommends a 15% design contingency, largely based on the existing condition of the ramp and bathrooms.
FISCAL IMPACT
Project costs are as follows;
Project design (including bid and construction support) $90,755
Design contingency (15%) $13,613
Total cost $104,368
Budgeted funds are available in Capital Project 828400 (Golf Buildings Renovations), funded by the Park Dedication fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract, in substantially the same format as Attachment 1 and in the amount of $90,755, to IBI Group Architectural Planning, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) Approve a 15% design contingency in the amount of $13,613.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement