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CITY COUNCIL AGENDA ITEM NO. 4

Meeting Date: April 8, 2003

Subject/Title: Accept the “Request For Qualifications For Architectural Services”, (RFQ) and direct staff to proceed with the distribution, collection and review of the RFQ for the Preliminary Site Selection and Preparation of a Site Plan; Substantial Design Development; and Plan Preparation, including drawings and specifications, engineering, site surveying and coordination for related preliminary construction work for new City Hall offices.

Submitted by: John Stevenson, City Manager
Craig Bronzan, Director of Parks & Recreation
Pam Ehler, Director of Finance
Howard Sword, Director of Economic Development
Martin Salmon, Gibson/Salmon Group

Approved by: John Stevenson, City Manager

RECOMMENDATION
Direct staff to proceed with the distribution, collection and review of the “Request For Qualifications For Architectural Services” for the Preliminary Site Selection & Preparation of a Site Plan; Substantial Design Development; and Plan Preparation, including drawings and specifications, engineering, site surveying and coordination for related preliminary construction work for new City Hall offices.

PREVIOUS ACTION

 March 26, 2002, City Council approved an “Agreement for Professional Services” with Gibson/Salmon Group for the needs assessment for City Hall offices.
 September 10, 2002, City Council accepted the City Hall Needs Assessment Report prepared by Gibson/Salmon Group, directed staff to prepare a strategy to address interim space needs for City Hall employees, and authorized the City Manager to execute a professional services contract with Gibson/Salmon Group for programming and alternative development for interim space needs/assist a Task Force assembled for the purpose of planning a new City Hall.

 February 11, 2003, City Council accepted the Status Report for interim space needs for the existing City Hall, directed staff to prepare a “Request For Qualifications For Architectural Services” for a new City Hall for the purpose of distribution, authorized the City Manager to execute a professional services contract with Gibson/Salmon Group to prepare contract documents for improvements to 118/120 Oak Street for new interim offices for the Engineering Department and authorized the City Manager to execute a professional services contract with Gibson/Salmon Group to continue space planning work for the Administration, Finance and Parks & Recreation Departments/continue assisting the Task Force for City Hall in the planning of a new City Hall.

BACKGROUND

City staffing levels have increased dramatically over the last five years. Space to accommodate this growth has incrementally been remodeled on a case-by-case basis causing inefficient utilization and departmental adjacencies. This mode of unplanned growth is also expensive and temporary in nature. City Council, at the Goals and Objectives Workshop held in January 2001, directed the City Manager’s office to: “… hire a consultant to conduct a needs assessment for new City facilities, including whether the facilities should be centralized or decentralized.”

At the direction of City Council a “Needs Assessment for City Hall Offices” was prepared by Gibson/Salmon Group and accepted by City Council on September 10, 2002. The Needs Assessment addressed the present, five-year projection and build-out space requirements for the following City Departments.
 Administration
 Community Development (Planning and Building)
 Finance
 Engineering
 Parks and Recreation
 Economic / Redevelopment

The Assessment also addresses coordination with the following Departmental functions:
 Police (security issues)
 Information Systems (network and communications)
 Public Works (other functions needing Corp. Yard interface)

The findings from that study were:
1. The existing City Hall offices comprise 19,046 square feet of space in six city assets. These locations include:
 150 City Park Way (Administration, Finance, Engineering)
 104 Oak Street (Community Development)
 730 / 740 Third Street (Parks and Recreation and some Finance)
 161 Sycamore (Parks and Recreation)
 101 Sand Creek, The Tech Center (Economic Development)
 120 Oak Street (Engineering Inspectors)
2. Present space needs reflecting Model Employee Standards and Model Shared Space would require 46,496 square feet.
3. The five-year projection of space needs is 51,508 square feet.
4. The City Build-Out projection of space needs is 57,604 square feet.

Staff forwarded two separate and distinct projects necessary to address the space requirements for City Hall once City Council accepted the Needs Assessment Report. These are:
 Interim space solutions for City Hall
 The planning and construction of a new City Hall.

The Task Force For City Hall was created and includes members of City Staff, City Council and a Project Manager/Principal from Gibson/Salmon Group.

The first project to determine the best interim solutions to relieve the present overcrowded conditions that are an inefficient and under-productive working environment is underway with a new annex for the Engineering Department in development. The current status of that project includes the following:
 City Council authorized the City Manager to obtain a Professional Services Contract from Gibson/Salmon Group for the architectural aspect of the project.
 The architectural design is underway with accepted conceptual space plans complete.
 The mezzanine design/access is complete in concept.
 The new use of the building has been discussed at length with members of the City Building Department with preliminary approvals obtained
 Preliminary assumptions of engineering requirements are complete.
 As built plans and dimensions have been prepared and will be perfected when the space is empty, unoccupied and available for more accurate measurements.
 A Construction Manager and their preferred Consulting Engineers for the Engineering Department Annex have been interviewed, visited the existing building, reviewed the conceptual design and have prepared their proposals for review/acceptance to begin their work. Construction Management and Engineering Services proposals have been prepared and are moving forward for approval.
 A recent, (less than 2 years), Industrial Hygiene report regarding the presence of asbestos within the space for the Engineering Department Annex has been resourced and will require reiteration by the firm involved and extension to include the occupied space at 120 Oak. A proposal for this work needs to be obtained and approved.
 Meetings regarding lease versus purchase for specific items for the Engineering Department Annex space and furnishings are scheduled.
 The design time outlined in the proposal from Gibson/Salmon Group will deliver the construction documents for the Engineering Department Annex by May 20, 2003. The architectural portion will be complete and ready for final coordination of the building engineering items in early May. It is possible to accelerate the documents if desired by the City.
 Conceptual Space planning is nearly complete with Administration and Finance Departments with the finding that both Departments will fit into the existing Main City Hall building and existing modular additions. Subsequent reorganization is likely in 3 to 5 years with a need for additional space imminent as both departments add personnel. The alterations to the space will be limited to provide organized work space, small improvements to meeting areas, safe exiting and code compliant buildings at the least amount of capital investment possible.
 A Construction Management firm has been selected and is working with the City Facilities Manager and with Gibson/Salmon Group to provide a reorganized Main City Hall for the Administration and Finance Departments.
 The City has notified County Agencies to abandon space, effective July 1, 2003, adjacent to the Park and Recreation Offices for expansion of the Department into that space. Parks and Recreation will pick up additional space within their own area when the Finance Department moves their personnel back to Main City Hall.

The second project consisting of the planning and construction of a new City Hall has moved forward in the following areas:
 The City Council has authorized the City Manager to execute a professional services contract with Gibson/Salmon Group for Task Force Coordination in addition to space allocation studies of existing facilities for Administration, Finance and Parks/Recreation.
 Several architects have been contacted and interviewed in person or by telephone by members of the Task Force for City Hall concerning the time line for this project. They have indicated that the delivery schedule for a completed project of December 2005 is doable assuming that there are no major interruptions to the work.
 A “Request for Qualifications for Architectural Services”, (RFQ), has been prepared by Gibson/Salmon Group. The RFQ has been reviewed by the City Attorney and is attached for approval by City Council. The RFQ is broken up into three parts to allow for reconsideration at crucial points in the project. The three parts are:
1. Preliminary Site Selection, Preparation of a Site Plan for New City Hall Offices.
2. Substantial Design Development for New City Hall Offices.
3. Plan Preparation, Including Drawings and Specifications, Engineering, Site Surveying and Coordination for Related Preliminary Construction Work for New City Hall Offices.
 A preliminary schedule displaying an approximately 30 month delivery for the New Brentwood City Hall has been prepared by Gibson/Salmon Group and is included in the RFQ and is shown below for reference:

May 16, 2003 Request For Qualifications Deadline
June 3, 2003 City Council Action
June 17, 2003 Award of Site Investigation Contract to Architect & Construction Manager
July 15, 2003 Site Selections confirmed/Site Review Begins
August 19, 2003 Site Investigation complete: Review of Massing, Traffic Impact, Impact to Downtown, Site Characteristics Comparison, Site Suitability for Construction, Site Location Suitability for Facility Location. Presentation to City Council. City Council Action.
August 26, 2003 Final Site Selection
August 29, 2003 Award of Building Design Contract to Architect & Construction Manager
September 1, 2003 Begin Design of Facility
December 16, 2003 Final Design Submission
January 6, 2004 Acceptance of Design/Notice to Contract for Construction Documents. Presentation to City Council. City Council Action.
January 13, 2004 Award of Construction Documents Contract with Architect & Award of Construction Management Contract with Construction Manager
January 14, 2004 Begin Construction Documents
October 1, 2004 Completed Plans and Specifications submitted for Building Inspection
November 5, 2004 Construction Authorization
December 3, 2004 Award of Bid
December 6, 2004 Construction Commences
December 5, 2005 Move-in Date

It will take from two and a half to four years to plan and construct a new City Hall when City Council authorizes the start of the project. The interim solutions for alterations to existing facilities, expansion into City owned properties and future expansion into additional City owned properties will it make it possible to continue efficient City Hall business functions for that period of time.

FISCAL IMPACT
None at this time. Approval of this item will direct staff to bring back recommendations as to the RFQ and identification of probable costs/funding options for a new City Hall. The RFQ package will require a non-refundable deposit of $200.00 to cover the cost of printing and distribution. Gibson/Salmon Group is currently under contract to assist the Task Force For City Hall.

Attachments:
Request For Qualifications for Architectural Services, City Hall Offices

THE
CITY OF BRENTWOOD, CALIFORNIA
ANNOUNCES

REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES
FOR THE FOLLOWING PROJECTS:

PRELIMINARY SITE SELECTION PROCESS & PREPARATION OF A SITE PLAN
SUBSTANTIAL DESIGN DEVELOPMENT
PLAN PREPARATION, INCLUDING DRAWINGS AND SPECIFICATIONS, ENGINEERING, SITE SURVEYING & RELATED COORDINATION FOR PRELIMINARY CONSTRUCTION WORK
FOR:

CITY HALL OFFICES,
BRENTWOOD, CALIFORNIA

REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL SERVICES FOR CITY HALL OFFICES, BRENTWOOD, CALIFORNIA MAY BE OBTAINED FOR A NON-REFUNDABLE FEE IN THE FORM OF A CASHIERS CHECK MADE PAYABLE TO THE CITY OF BRENTWOOD, WITH A NOTATION FOR CITY HALL RFQ, IN THE AMOUNT OF $200.00, (TWO HUNDRED DOLLARS & 00. CENTS). FORWARD YOUR CONTACT INFORMATION AND PAYMENT FOR A COPY OF THE RFQ TO:
PATSY KYLES, ECONOMIC DEVELOPMENT TECHNICIAN
CITY OF BRENTWOOD
101 SAND CREEK ROAD, B
BRENTWOOD, CA 94513

PROPOSAL FORMATS WILL BE AVAILABLE APRIL 15, 2003.
PROPOSAL FORMATS WILL BE SENT UNTIL END OF BUSINESS DAY, APRIL 29, 2003
PROPOSAL DUE DATE:
10:00 a.m., Friday, May 16, 2003

CITY OF BRENTWOOD LETTERHEAD
TO: All Qualified Architectural Firms
RE: Request for Qualifications for architectural services for Preliminary Site Selection Process & Preparation of a Site Plan; Substantial Design Development; and Plan Preparation, Including Drawings and Specifications, Engineering, Site Surveying & Related Coordination for Preliminary Construction Work for the Brentwood City Hall Offices project.

The City of Brentwood is soliciting Requests for Qualifications (RFQ) from licensed architecture firms to provide architectural services for Preliminary Site Selection Process & Preparation of a Site Plan; Substantial Design Development; and Plan Preparation, Including Drawings and Specifications, Engineering, Site Surveying & Related Coordination for Preliminary Construction Work for the Brentwood City Hall Offices project.

The project will be separated into three parts which will be:
1. Site Selection Process
2. Substantial Design Development
3. Construction Documents

All proposals will be reviewed by the Task Force for Brentwood City Hall, (Task Force). The Task Force intends to interview the preferred architecture firm(s). The Task Force will then make its recommendation to the Brentwood City Council. The City Council will make the final decision on the Contract Agreement. The selection process and criteria is outlined in the RFQ.

The Contract Amount will be negotiated once an Architect has been selected. If a Contract Amount cannot be agreed upon, the City reserves the right to enter into negotiations with another firm.

The City of Brentwood will be conducting a pre-proposal meeting on Friday, May 1, 2003 at 10:00 a.m. at the Brentwood Economic Development Department, 101 Sand Creek Road, Building “B”, Brentwood, CA 94513.

Qualification Proposals from preferred architecture firms must be delivered in sealed envelopes with “Brentwood City Hall” on the outside and must be received by the City Clerk’s Office no later than Friday, May 16, 2003 at 10:00 a.m. Qualification Proposals shall be addressed to:

Karen Diaz, City Clerk
City of Brentwood
150 City Park Way
Brentwood, CA 94513

We look forward to receiving your proposal and wish you the best of luck in your preparation efforts. If you have any questions about the enclosed RFQ, please contact Howard Sword, Economic Development Director at (925) 240-2502.

Sincerely,

John Stevenson, City Manager

Architectural Services for the Preliminary Site Selection Process & Preparation of a Site Plan; Substantial Design Development; Plan Preparation, Including Drawings and Specifications, Engineering & Site Surveying; and Related Coordination for Preliminary Construction Work For the Brentwood City Hall Project

CITY OF BRENTWOOD

Request for Qualifications
NOTICE IS HEREBY GIVEN that sealed Requests for Qualifications (RFQ) for architectural services for the Preliminary Site Selection Process & Preparation of a Site Plan; Substantial Design Development; and Plan Preparation, Including Drawings and Specifications, Engineering and Site Surveying and Related Coordination for Preliminary Construction Work for the approximately 57,600 square foot Brentwood City Hall project will be received by the City of Brentwood, 150 City Park Way, Brentwood, California 94513, until the hour of 10:00 a.m. on Friday, May 16, 2003 in the office of the City Clerk. Each RFQ must be in a sealed envelope clearly marked with the name of the project and the name of the firm submitting the proposal. If the RFQ is mailed to the City Clerk, the sealed envelope should be placed within a mailing envelope that should be marked in such a fashion as to indicate that it contains a sealed RFQ. Any RFQ received after the scheduled closing time for the receipt of proposals shall be returned to the firm submitting the proposal unopened. It shall be the sole responsibility of the firm submitting the proposal to see that the RFQ is received in a timely manner and in proper order.

The project will be separated into three parts which will be:
1. Site Selection Process
2. Substantial Design Development
3. Construction Documents

The City of Brentwood will be conducting a pre-proposal meeting on Friday, May 1, 2003 at 10:00 a.m. at Brentwood Economic Development Department, 101 Sand Creek Road, Building “B”, Brentwood, CA 94513.

The City of Brentwood reserves the right to reject any or all RFQ’s and/or waive minor irregularities or any informality on a proposal. After proposals are opened no firm submitting the proposal may withdraw its proposal for a period of sixty (60) days after the date set for the opening thereof. Prior to proposal opening, a firm submitting the proposal may withdraw its proposal. Proposals received after the proposal opening time and date stated herein will be returned to the firm submitting the proposal unopened.

Dated:

Karen Diaz
City Clerk
City of Brentwood, California

CITY OF BRENTWOOD
CITY HALL PROJECT
REQUEST FOR QUALIFICATIONS
Project Background
In the past 15 years The City of Brentwood has experienced growth unprecedented in its history. The City has grown dramatically in its population and accordingly in its need to provide services to the citizens of Brentwood. A “Needs Assessment, City of Brentwood, City Offices”, (Attachment “A”), was developed by GIBSON/SALMON GROUP in the last few months of 2002 and accepted by the City Council on September 10, 2002. The results of that study concluded the need to replace the existing City Hall which was built in 1963. In addition to the original building the City of Brentwood conducts its business from 5 modular buildings added to the original building, in City owned buildings across the street from its current City Hall location, in portions of buildings adjacent to City Hall and in a City owned building approximately 1 mile from City Hall. The facilities included in the Need Assessment were Administration, Finance, Community Development, (Planning & Building), Engineering, Parks & Recreation, and Economic Development. The Police Department and Public Works have separate facilities and are not part of this project.
Due to the continued City growth and the growth of City Hall personnel needs; with the inability to reconstruct the existing facilities to suitably house its long term business needs; and with the unavailability of other appropriate office space in Brentwood, the City Council of Brentwood, California has determined that the City must construct a new building near the existing facilities, possibly on land owned by the City.
In May, 2002, the City commissioned a space requirement study called the “Needs Assessment, City of Brentwood, City Offices” that helped determine the level of space and the amount of space that would be necessary to house the City’s municipal functions at the anticipated “build out” of the city expected by 2020 and well into the 21st century. The study includes Administration, Finance, Community Development, (Planning & Building), Engineering, Parks & Recreation, and Economic Development, and summarizes a need for a total of approximately 57,600 square feet. This “Needs Assessment” and this proposal does not include City Council Chambers; Mayor/Council/Planning Offices; Closed Session Council Chambers/Meeting Rooms; Interagency Liaison Offices; Emergency Ready Rooms or Facilities; Locker/Shower/Exercise Facilities, or other amenities. A copy of the “Needs Assessment, City of Brentwood, City Hall Offices” is listed as Attachment A.
There are relatively few available sites in the downtown area that are suitable for a new City Hall. It is the intent to select 3 sites to study quickly and determine one that is most favorable for this project. All of the sites selected may be in the general area of the existing facilities, but other sites may be selected for study. The site selection will not include the existing site as it is needed for continued service until a new facility can be occupied.
The City is solving current space needs independently from this proposal in order to relieve the difficult conditions caused by rapid growth and overcrowding. These remedies are intended to make the spatial needs comfortable for a limited period of time. The City’s intent is to rapidly pursue the completion of a new facility by December 2005. The architect must be prepared and willing to work with city staff on a design schedule that will result in the design being completed by the end of the third quarter of calendar year 2004 to support a construction process to delivery the new facility in a timely manner to meet the December 2005 goal.
It is anticipated that the recommended architect will be approved by the City Council at their first regular meeting of June 2003, with contracts being executed rapidly following approval at that time.

Statement of Qualifications

The qualifications must include the following:

• Letter expressing interest in the project
• Demonstration and recognition of accomplished design excellence
• Experience of the firm as lead architect with buildings of similar scale, complexity, and budget, emphasizing the firm’s record of meeting estimated budgets
• A substantial permanent office within 100 miles of Brentwood
• Identification and resumes of personnel to be directly involved in this project: principal, project architect, and others expected to perform work on the project as a part of the “design team”
• Identify current workload of firm and personnel assigned to the project
• Experience of the firm with city hall construction and essential facility construction to include examples of work in progress and for fifteen years prior to the date of the RFQ
• Experience of the proposed personnel with similar facilities, budgets, and schedules
• Demonstrated experience with sustainable architectural design
• Identify by discipline all Consultants and/or Engineers that may be utilized in the completion of the project to include each discipline in descending rank order from most preferred if there are more than one. The proposals should identify the work to be done by professionals other than the Architect
• References from clients, other disciplines, Construction Managers, Contractors regarding recent similar projects, including owner, contact and scope of firm’s involvement
• A current annual report or audited profit and loss statement. (One copy of this may be submitted under separate cover at the same time as the delivery of the RFQ to be held confidentially by the City of Brentwood) Failure to include this will eliminate the Architect from consideration.
• Provide amounts and carriers of both General Liability Insurance and Professional Liability Insurance
• A statement outlining the management of the flow of information between members of the Architects team; the Task Force, the users of the facility, the public, a Construction Manager and project consultants
• The City anticipates utilizing the services of a Construction Manager to assist with independent construction cost estimating, constructability reviews and other support services on an as-needed basis. The consultant will work with the Construction Manager at the City’s direction.

This project may also include City Council Chambers; Mayor/City Council/Planning Commission Offices; Closed Session Chambers/Meeting Rooms; Emergency Ready Rooms or Facilities; Interagency Liaison Offices; Locker/Shower/Exercise Facilities or other amenities excluded from the “Needs Assessment”.

The Statement of Qualifications may not exceed 20 double sided pages (8 ½ x 11 ) in length, not including photographs or graphic materials. Please limit the size of graphic materials to 11 x 17 as a maximum size and numbering no more than 20 items.

Responsibility of the Architect

The selected “Architect” shall have complete responsibility for all Architectural and Engineering services for the offsite and onsite work, shell building and tenant improvements for the City Hall. The Architect will be responsible for maintaining an agreed upon document preparation schedule, designing the project within budget, governmental processing of all construction documents, and the preparation of all construction documents. The Architect will be required to comply with and meet certain project milestones relating to document preparation. An approved contract form will be used and all terms and conditions will apply. The Architect will be required to obtain professional liability insurance coverage including errors and omissions of $2,000.000 (Two Million Dollars) minimum. A completed Vendor Approval Application and a completed Federal W-1099 Form must be submitted as a part of the RFQ. Failure to do so will eliminate the Architect from consideration.

The Architect will be responsible for contracting with all, and any necessary, consultants required to complete the project with the exception of the Soils Consultant and the Construction Manager which shall be retained by the City of Brentwood. The City of Brentwood reserves the right to contract separately with any Engineer or Consultant, with the Architect being compensated to provide the required coordination. Consultants may include, but not limited to, the following:

1. Civil Engineer
2. Structural Engineer
3. Electrical Engineer
4. Mechanical Engineer
5. Landscape Architect
6. Parking Consultant
7. Interior Design/Space Planner
8. Furniture, Fixtures, Equipment Consultant(s)
9. Acoustics Consultant
10. Security Consultant
11. Computer/Communications Consultant
12. Lighting Consultant
13. ADA Consultant
14. Audio/Visual Consultant
15. Move Manager

As part of your firm’s proposal, please include a schedule on how your firm will meet the needs and goals of the City of Brentwood. Please refer to the project schedule, identified below.

Project Schedule

The following proposed schedule will apply to this project. The City of Brentwood reserves the right to alter this schedule:

• May 16, 2003 Request For Qualifications Deadline
• June 3, 2003 City Council Action
• June 17, 2003 Award of Site Investigation Contract to Architect &Construction Manager
• July 15, 2003 Site Selections confirmed/Site Review Begins
• August 19, 2003 Site Investigation complete: Review of Massing, Traffic Impact, Impact to Downtown, Site Characteristics Comparison, Site Suitability for Construction, Site Location Suitability for Facility Location. Presentation to City Council. City Council Action.
• August 26, 2003 Final Site Selection
• August 29, 2003 Award of Building Design Contract to Architect & Construction Manager
• September 1, 2003 Begin Design of Facility
• December 16, 2003 Final Design Submission
• January 6, 2004 Acceptance of Design/Notice to Contract for Construction Documents. Presentation to City Council. City Council Action.
• January 13, 2004 Award of Construction Documents Contract with Architect & Award of Construction Management Contract with Construction Manager
• January 14, 2004 Begin Construction Documents
• October 1, 2004 Completed Plans and Specifications submitted for Building Inspection
• November 5, 2004 Construction Authorization
• December 3, 2004 Award of Bid
• December 6, 2004 Construction Commences
• December 5, 2005 Move-in Date

It is anticipated that weekly project meetings will take place between the Task Force for City Hall, the Architect, the Construction Manager and other parties as deemed appropriate. The Architect will be required to attend City Council meetings as necessary.

Contract Amount

The Contract Amount will be negotiated once an Architect has been selected. If a Contract Terms or Contract Amounts cannot be agreed upon, the City reserves the right to enter into negotiations with another firm.
Limitation of Proposals
This request for qualifications does not commit the City of Brentwood to award a contract, or to pay any costs incurred in the preparation of a proposal in response to this request. At this time there is no commitment on the part of the City of Brentwood to award a contract for consulting services for this project. The Task Force for City Hall for the City of Brentwood will evaluate the RFQ’s and its recommendation will be forwarded to the City Council for final approval. After review of the selected Architecture firm by City Council, the City of Brentwood will request approval from City Council to enter into a contract agreement with the selected firm.

For additional information, please feel free to contact Howard Sword, Economic Development Director at (925) 240-2502.
 

City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov