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HomeMy WebLinkAbout08 - CC-6 - PSA for Architectural and Engineering Se - 5/20/2014CITY COUNCIL AGENDA REPORT MEETING DATE: MAY 20, 2014 ITEM NUMBER: SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR ARCHITECTUAL AND ENGINEERING SERVICES FOR THE FIRE STATION #4 (PLACENTIA) RENNOVATION/ADDITION PROJECT. DATE: APRIL 21, 2014 FROM: FIRE DEPARTMENT PRESENTATION BY: DAN STEFANO, FIRE CHIEF FOR FURTHER INFORMATION CONTACT: TIM VASIN, BATTALION CHIEF FIRE ADMINSTRATION, (714) 754-5106 RECOMMENDATION: 1) Award a Professional Services Agreement (Attachment 1) to IDS Group for architectural and engineering services for the extension of the apparatus bay and the addition of a vehicle storage building at fire station 4 in the amount of $57,820. 2) Authorize an additional contingency appropriation of $14,000 for services which may include AutoCAD conversion of as -built plans, geotechnical investigation, and pre -construction destructive testing (Attachment 2). 3) Authorize the Mayor to execute the Professional Services Agreement. BACKGROUND: The delivery of fire, rescue, and emergency medical services is a core component of maintaining the public and life safety of the community and consistently rates high in terms of importance to the residents, visitors, and businesses of Costa Mesa. In May 2013, the City Council unanimously approved the CEO's recommendations for a reorganization of the fire department. Included in the list of recommendations was to obtain bids to reconstruct the apparatus bay of fire station 4 to accommodate the length of the Tiller Truck. As part of the modification to the current deployment model, the Tiller Truck currently located at fire station 6 would be relocated to fire station 4. The current configuration of the apparatus bay at fire station 4 is too short to accommodate the length of the Tiller Truck. Additionally, the recent addition of six (6) new fire department rescue ambulances to the fire department fleet has created additional indoor storage challenges. Currently, three of the City's fire stations house a frontline fire apparatus and a reserve fire apparatus, while two other fire stations house a frontline fire apparatus and a paramedic rescue ambulance. Fire station 4 currently houses a fire engine and an urban search and rescue vehicle. Because of a lack of indoor storage space currently available, the department stores several vehicles outdoors in the backyard of three of its fire stations. Incorporating a new vehicle storage building adjacent to the apparatus bay modification will allow for indoor storage of two reserve rescue ambulances. Storing these vehicles indoors will keep them out of the weather and allow for continuous shore power charging which is needed in order to properly maintain the vehicles electrical system functions (Attachment 4). ANALYSIS: On January 7, 2014, the City issued a Request for Proposal (RFP) for the architectural and engineering services phase of the fire station #4 renovation/addition project. Three (3) proposals were received in total from IDS Group, RM Architecture, and Jag Architecture, Inc. The proposals were reviewed for compliance with the City's RFP, and were evaluated based on project understanding and scope of services, qualifications and experience, price proposal, and innovative and/or creative approach to providing the services. Based on an initial evaluation of the proposals, all three firms were invited to present an overview of their proposal and participate in a subsequent interview process with City staff. After careful review of the proposals and responses during the presentation/interview process, staff finds IDS Group is well qualified to perform the identified services. The submitted proposal and the responses during the presentation/interview process represents a thorough understanding of the project, complies with City specifications, offers innovative approaches to providing the services, and documents technical ability and experience with similar projects. This phase of the proposed fire station #4 renovation/addition project will include architectural and engineering services, RFP assistance and support for the construction phase, and construction management services throughout the course of the project (Attachment 2). The additional contingency appropriation for this project would cover the costs associated with additional services offered by IDS Group should they be needed or required. The AutoCAD conversion of the as -built plan service gives the City the option of digital storage of the approved building plans. Additionally, this project is a proposed addition to the pre-existing fire station #4 building which was designed and built in the early sixties. Due to the age of the building as well as the current building requirements for the proposed addition, pre -construction destructive testing may be necessary in order for the engineers to examine the condition and compatibility of the pre-existing structural members. Lastly, geotechnical investigation may be strongly recommended depending on the current condition of the building soil and foundational integrity. IDS Group may recommend this service after an evaluation of the building plans and a thorough job walk assessment. The completed projected timeline is not to exceed 90 days. ALTERNATIVES CONSIDERED: An alternative would be to not authorize the addition of the vehicle storage building (Attachment 5). If this alternative is chosen, the project would consist solely of extending the apparatus bay. This alternative would reduce the professional service agreement by $10,300 to an amount of $47,520. Additionally, a reduction in construction costs of approximately $90,000 would also be realized. However, this would result in having to find alternative storage facilities for the reserve rescue ambulances. FISCAL REVIEW: The architectural and engineering services phase of the fire station #4 renovation/addition project is $57,820.00. Moreover, staff requests an additional contingency appropriation of $14,000 for additional services which may include AutoCAD conversion of as -built plans, geotechnical investigation, and pre -construction destructive testing. Funding for this project has been appropriated from the fiscal year 2013-14 City CEO contingency fund. K LEGAL REVIEW: The City Attorney's Office has prepared the attached Professional Services Agreement and has approved the document relative to form. CONCLUSION: After careful review of the three (3) proposals submitted for the Fire Station #4 (Placentia) Renovation/Addition Project, staff recommends that the City Council award the Professional Services Agreement to IDS Group. DANIEL A. STEFANO Fire Chief ERNESTO MUNOZ Public Services Director STEPHEN DUNIVENT Interim Finance Director ATTACHMENTS: 1 Professional Services 2 Agreement IDS Group Proposal 3 Evaluation Summary Conceptual 4 Drawing Proposed Conceptual 5 Drawing Alternative 3