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AUTHORIZE A CONTRACT WITH INDIGO HAMMOND + PLAYLE ARCHITECTS, LLP FOR PHASE I, SPACE NEEDS ASSESSMENT & PLANNING, INITIAL DESIGN CONCEPTS, AND COST ESTIMATES RELATING TO ARCHITECTURAL DESIGN AND ENGINEERING SERVICES (PHASE II) OF TENANT IMPROVEMENTS FOR THE RELOCATION OF CITY HALL TO THE WATERFRONT TOWERS
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution:
1) Approving the findings and authorizing the execution of a contract with Indigo Hammond + Playle Architects, LLP in the amount of $203,300 for Phase I, space needs assessment and planning, design concepts, and cost estimates relating to the architectural design and engineering services of tenant improvements for the relocation of City Hall to the Waterfront Towers;
2) Reject the bids received for tenant improvements to the 1st and 7th floors of 400 East Main Street (PUR15-033) pursuant to Stockton Municipal Code section 3.68.160(B); and
3) Authorizing the City Manager to take necessary and appropriate actions to carry out the purpose and intent of this resolution.
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Summary
The City purchased the Waterfront Office Towers (the Towers) at 501 and 509 West Weber Avenue in January 2018, to serve as the City’s permanent City Hall. Stockton’s historic City Hall currently houses three City departments with the Permit Center located across the street and remaining departments temporarily located at 400 East Main Street. These spaces cannot accommodate the City’s office space needs for a comprehensive City Hall facility.
The purchase of the Towers can more adequately meet the City’s space needs and our citizens’ access needs by having a central location for most City departments. The purchase eliminated the uncertainties associated with the limited-term tenancy, escalating lease costs, and restrictive lease terms at 400 East Main Street. The two towers meet the City’s office space needs (approximately 100,000 square feet) and improves customer accessibility compared to both historic City Hall and 400 East Main Street. In addition, the Towers have approximately 400 parking spaces, the City can design a more functional Council Chambers, and provide counter space for better customer experience for high volume transactions, such as paying utility bills or processing building permits.
Staff is requesting approval to execute a contract with Indigo Hammond + Playle Architects, LLP in the amount of $203,300 for space needs assessment and planning, design concepts, and cost estimates relating to the architectural design and engineering services of tenant improvements for the preparation of relocating City Hall to the Towers. The proposed professional services agreement is necessary to construct tenant improvements appropriately and cost-efficiently, which will ultimately allow the City to relocate and centralize operations and services for the public.
In addition, on July 21, 2016, the Economic Development Department issued a bid request for tenant improvements to the first and seventh floors of 400 East Main Street (PUR15-033) to accommodate additional City departments and serve as a temporary City Hall. A mandatory job walk was held on August 1, 2016, and, the deadline to receive bids was August 18, 2016. The City received six bids for this project. With the purchase of The Towers, moving forward to the relocation of City Hall, staff recommends Council approve a motion rejecting all bids for tenant improvements to 400 East Main Street (PUR15-033).
DISCUSSION
Background
In 2016, the City of Stockton completed minor tenant improvements and relocated the Economic Development, Fire Administration, Administrative Services, and Human Resources departments to leased space on the third and fourth floors of 400 East Main Street. The City’s Information Technology Department has been operating in the building since 2009. The City desired to relocate additional departments from historic City Hall to the remaining leased space on the first and seventh floors of 400 East Main Street; however, the solution for a permanent City Hall came to realization with the purchase of the Towers in January 2018, allowing most City departments and services to relocate to one centralized location instead of spending resources for a temporary location.
Present Situation
The City is preparing to relocate and centralize several departments and city functions to the Towers. The new City Hall will include tenant improvements and design of Council Chambers, Permit Center, Revenue Services, and Office Space for the following departments:
• Mayor and City Council Offices
• City Manager’s Office
• City Attorney’s Office
• Administrative Services Department
• Community Development
• Economic Development
• Human Resources
• Information Technology
• Fire Administration
• Public Works
Other facilities to incorporate or assess into the design process include:
• Mailroom and Reprographics
• File/General Storage rooms
• Conference, break, training, recruitment, equipment, and computer rooms
• ADA compliant restrooms
• Public counters and lobbies
• Building Energy Efficiencies
• Parking needs
• Relocation of main traffic control system
• Information Technology infrastructure
City services will ultimately utilize all available space in both Waterfront Towers.
In July 2018, the City issued a Request for Proposal (RFP) for Phase I of the City Hall relocation to the Towers. On July 26, 2018, approximately seven (7) firms participated in the building walk-through, of which five (5) submitted responses. This allowed the City’s Waterfront Towers selection committee to review qualifications, conduct oral interviews and evaluate the proposals to make a recommendation based on desired qualifications, the timeliness of services, and cost proposals. The Selection Committee, comprised of the City’s Economic Development, Administration Services, and Public Works departments, interviewed all five firms on August 23 and 24, 2018. The firms interviewed include LDA Partners of Stockton, SVA Architects of Oakland, Indigo Hammond + Playle Architects of Davis, Steinberg Hart of San Jose, and WP Architects of Roseville.
On August 28, 2018, the Selection Committee convened and discussed the top three proponents. After careful review of the proposals, conducting thorough interviews, and each committee member evaluating all five (5) firms, the City selected Indigo Hammond + Playle Architects, LLP as the most qualified and responsive firm considering experience, project team and schedule, and cost proposal. Indigo has been in business since 1999. They have extensive experience in planning and deploying building projects of large, diverse clients for architectural design and functional planning of public facilities for both tenant improvements and new construction. Some of their project experience includes:
• Historic Davis City Hall remodel and addition-the preparation of a facilities master plan for six major projects, subsequently completing all of them over a 15-year period on-time and on-budget.
• Department of Motor Vehicles/California Highway Patrol Headquarters Master Plan study included programming, space planning, cost estimate and design of new facilities for 6,000 employees in 1,670,000 SF to replace existing headquarters.
• Franchise Tax Board Headquarters project included a complete needs assessment, programming, cost estimating, master planning and design for 11,000 staff in 2.6M SF of building area.
• Leadership in Energy and Environmental Design (LEED)-Certified Police Headquarters, architects to the City of Woodland in a unique design-build arrangement of 52,300 SF.
• San Ramon Building Police Department Building Assessment & Renovation, remodel of 20,300 SF of habitable space.
• Fairfield Police Department Renovations conducted needs assessment study and phasing plan to remodel 1,600 SF operations facility keeping operations going during remodel.
• Dublin Police Service and Public Safety Complex Improvements, remodel of 20,300 SF of habitable space with up to 8,400 SF adjunct storage space.
• Space Assessment, Planning and Remodel for San Leandro Police Department Expansion; renovation of 3,750 SF of the 1967 two-story police building and 7,500 SF to house the Traffic, Records and Criminal Investigations Division.
• Yuba County Sheriff’s Facility Renovations, remodel of a 56,000 SF two-story existing office building.
Indigo Hammond+Playle Architects, LLP has formed a quality team of professionals for the project, including:
• Siegfried Engineering (Stockton) over 60 years of experience (civil, structural, and landscape engineer).
• Guidepost Solutions (Sacramento) founded in 1984 (security).
• Peters Engineering (Sacramento) founded in 1976 (mechanical design).
• M. Neils Engineering, Inc., (Sacramento) established in 1990 (electrical, data, telecommunications design).
• designTECH (Sacramento) over 30 years of experience (space planning).
• HMS Inc. (Modesto) founded in 1984 (hazmat assessment and remediation).
Indigo Hammond+Playle Architects, LLP has a reputation for quality design, functional planning, and cost-conscious solutions.
It is recommended that Indigo Hammond + Playle Architects, LLP be awarded a professional services agreement contract (Exhibit 1 to the Resolution) in the amount of $203,300 for Phase I, space needs assessment & planning, design concepts, and cost estimates relating to the architectural design and engineering services of tenant improvements for the relocation of City Hall to the Waterfront Towers. Proposals submitted by the proponents ranged in cost from $80,782 to $392,787, with an average cost of $263,074.
The proposed professional services contract is the next step (Phase I) towards the City’s relocation and permanent home to City Hall at the Towers. City staff will return to the City Council, after the issuance of a second RFP, for approval of a contract with an architectural firm for the completion of the architectural design of the tenant improvements (Phase II). The City will at a later date contract for construction of those improvements after a competitive bid has been conducted (Phase III). Once the assessment for space needs, planning, initial design, and estimates are completed, we will then start the architectural design and engineering phase (Phase II) of the project.
Upon Council approval, work will begin with a kick-off meeting, City staff interviews, and Towers inspections. The completed needs assessment, space planning, and conceptual design with estimates for architectural and engineering services are expected to be completed approximately four months after contract approval. Staff will return to the City Council for approval of a contract for Phase II after an RFP process has been completed, the construction contract, and appropriation of additional funds following the completion of the architectural/design work.
Given the recent purchase of the Waterfront Towers as a permanent City Hall, staff recommends Council approve a motion to reject the bids received for tenant improvements to the 1st and 7th floors of 400 East Main Street (PUR15-033), pursuant to Stockton Municipal Code section 3.68.160(B). The project (PUR15-033), was published to the City’s BidFlash webpage and advertised on July 21, 2016. On August 18, 2017, six bids were received with the following result:
|
COMPANY NAME |
BID AMOUNT |
|
F&H Construction |
$1,575,000.00 |
|
Bobo |
$1,620,000.00 |
|
BMY |
$1,434,725.00 |
|
Diede |
$1,490,000.00 |
|
Haggerty Construction |
$1,343,000.00 |
|
Marko Construction |
$1,448,797.96 |
Findings:
Pursuant to Stockton Municipal Code Section 3.68.070 relating to exceptions to competitive bidding requirements, the following findings support the use of the RFP process for the hiring of an architect to conduct space needs assessment and planning, design concepts, and cost estimates relating to the architectural design and engineering services of tenant improvements for the relocation of City Hall to the Towers:
1. Due to the specific nature of the project, use of a strictly cost competitive bidding process to select a firm for this project is not in the best interest of the City; therefore, the use of an RFP process was appropriate since it relies on the evaluation of a service provider’s established professional experience, conduct, and performance.
2. The City staff does not have the specialized expertise, capacity, design, or cost estimating experience required to prepare the space needs assessment and planning with design concepts and costs to complete this necessary component of Phase I.
3. The project involves a very specialized field, and its success requires an experienced professional firm who has successfully performed and developed similar architectural plans.
FINANCIAL SUMMARY
There are sufficient funds available in the CIP Project PW1615, account No. 301-3020-640.20-61 to fund Phase I of the Waterfront Towers City Hall Relocation project. A total of $1,046,928 is budgeted for engineering services relating to the Waterfront Towers City Hall Relocation project.