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HomeMy WebLinkAbout12/06/1988, C-12 - ARCHITECTURAL SERVICES FOR VARIOUS CITY PROJECTS pI ppI�I� MATING DATE: 4111IIIIII�110111 MY Of San LUIS OBISPO DECEMBER 6 1988 W � '•7 COUNCIL AGENDA REPORT �"N FROM: Evaluation Committee: Toby Ross-,Aim Stockton, Erwin Willis, Dave Pierce, Dave Elliott PREPARED BY: Dave Elliott, Administrative Analyst SUBJECT: Architectural Services for Various City Projects CAO RECOMMENDATIONS 1) Certify the list of qualified architects 2) Authorize staff to negotiate a contract for design services on the civic center improve- ments project 3) Authorize the CAO to award a contract for design services on the civic center improvements project (programming step only) BACKGROUND Over the next few years the city may require architectural services for five major projects: Fire Station No. 1 Improvements (project manager. Erwin Willis) Corporation Yard Expansion (project manager. Dave Pierce) Civic Center Improvements (project manager. Dave Elliott) Parks and Recreation Department Relocation (project manager. Jim Stockton) Jack House Administrative Quarters and.Parking Lot (project manager. Jim Stockton) In addition, we may need architectural services for several minor projects. In the past we've requested separate proposals to provide architectural services for each project. This process has proven cumbersome, time-consuming, and redundant. The same firms submit the same proposals and undergo the same interviews over and over. To streamline this, we've modified the process a little. Instead of requesting separate proposals, we want to establish qualifications and create a list of suitable firms with a variety of experience and expertise. When project work is sched- uled we can then either 1) quickly select an appropriate firm from the list and negotiate a contract or 2) further interview two or three firms from the list and negotiate a contract with the firm which performs best in the second interview. In either case, the Council still would authorize the project and approve or delegate award of the contract. The essence of the RFP process remains intact. This approach will streamline the process a little, but will not create an exclusive list of architects. If project managers aren't satisfied with the certified list they can interview again the architects who submitted resumes or request new proposals. We've reviewed this procedure with Barry Williams and Bruce Fraser, both of whom have served as president of the Central Coast Chapter of the American Institute of Architects. They both have endorsed the concept. MY Of sAi I LUIS OBISPO COUNCIL AGENDA REPORT Architectural Services for Various City Projects page 2 REQUEST FOR QUALIFICATIONS AND RESUME EVALUATION Under this procedure we distributed a request for qualifications to provide architectural ser- vices and received r6sumes from I1 firms. We rated the rbsum6s submitted and ranked the firms into the following order. 1) Pacific Associates Planners Architects (San Diego) 2) Grant Pedersen Phillips Architects (Santa Barbara) 3) Holewinski Blevens Fedelem & Lukes Architects (Salinas) 4) RRM Design Group (San Luis Obispo) 5) Ventura Group Architects (Camarillo) 6) The Architectural Office of Bruce Douglas Fraser, AIA (San Luis Obispo) 7) Ross Levin MacIntyre & Varner Architects (San Luis Obispo) 8) Steven D. Pults, AIA & Associates (San Luis Obispo) 9) James H. Maul Associates, Inc., A.I.A. (Morro Bay) 10) M Group Architects (San Luis Obispo) 11) Fred Keeble and George Rhoda, Architects (Monterey) We agreed that, based on their experience, the quality of their work and the recommendations of their references, the first nine firms are most qualified to work on city projects. They provide the broad range of qualifications and experience that we need for all projects envisioned over the next few years. PROGRAMMING FOR THE CIVIC CENTER IMPROVEMENTS PROJECT At its meeting on November 7, 1988 the council authorized us to proceed with architectural programming on the civic center improvements project. Proposed programming objectives are: to affirm the findings and conclusions of the facilities master plan to create alternative solutions to space requirements to review alternatives with the Council to establish a framework for the schematic design to submit work products for planning review and conceptual architectural review Proposed programming work products are: 1. conceptual site plans 2. conceptual building floor plans 3. conceptual building elevations 4. conceptual furnishing plans 5. a conceptual model of the building, the site and the surrounding civic center 6. preliminary cost estimates I This work will help us complete the master planning phase of the facilities master plan. oo — Architectural Services for Various City Projects page 3 Items 1-3 and 6 will be included in alternatives to be presented to the Council for direction and authorization to proceed. Design services will not proceed. Postpone the programming phase until the Council has approved a design concept and a financing plan. INTERVIEWS AND RANKING We invited the top six firms for interviews about the civic center improvements project. After interviewing the firms, we ranked them in following order, based on the content of their r6sumes, the quality of their work, the recommendations of their references, and their performance in the interviews: 1) Grant Pedersen Phillips Architects 2) Pacific Associates Planners Architects 3) Holewinski Blevens Fedelem & Lukes Architects 4) RRM Design Group 5) Ventura Group Architects 6) The Architectural Office of Bruce Douglas Fraser, AIA STAFF RECOMMENDATIONS 1) Certify the list of the nine most qualified architects 2) Authorize staff to negotiate a contract for design services on the civic center improve- ments project 3) Authorize the CAO to award a contract for design services on the civic center improvements project (programming phase only) All r6sum6s submitted are available in the council reading file. attach: Request for Qualifications to Provide Architectural Services CITY OF SAN LUIS OBISPO REQUEST FOR QUALIFICATIONS TO PROVIDE ARCHITECTURAL SERVICES OVERVIEW Over the next three years the City of San Luis Obispo may require architectural services for the following major project 1. Fre Station No. 1 Improvements ($1.7 to $3.0 million) 2. Corporation Yard Expansion ($1.5 to $2.0 million) 3. Civic Center Improvements ($3.1 to $6.5 million) 4. Parks and Recreation Department Relocation ($550 to $625 thousand) 5. Jack House Administrative Quarters and Parking Lot ($200 to $250 thousand) In addition, we may need architectural services for several minor projects. Rather than request a separate proposal to provide architectural services for each project, we want to establish qualifications and create a list of suitable firms with a variety of experi- ence and expertise. When project work is scheduled we can then quickly select an appropriate firm from the list and negotiate a contract. If your firm has the talent and resources to help us design and build some exciting new city facilities, we invite your r6sum6 of qualifications to provide these services. QUESTIONS You should direct questions about this request for qualifications before October 28, 1988 to: David Elliott City of San Luis Obispo P.O. Box 8100 San Luis Obispo, CA 93403-8100 (805) 549-7209 SUBMITTAL You should submit six copies of your r6sum6 of qualifications before 3:00 p.m. on Thursday, November 4, 1988 to: City Clerk City of San Luis Obispo P.O. Box 8100 San Luis Obispo, CA 93403-8100 Your rdsum6 should be sealed in an envelope which bears your name, address and phone number and the words "Rdsumd of Qualifications to Provide Architectural Services". over please > CONTENT Your resume should be a straightforward and concise summary of your firm's qualifications to work on city projects. It should contain statements of experience and client references (particularly on local government projects) for. 1. your firm (include an organization chart if applicable) 2. potential project architects 3. other employees who may work on city projects 4. subcontractors which you may retain for work on city projects Under city contract your project architect would be the one person in your firm who would: 1. supervise the day-to-day project work 2. work closely with and report to the city's project manager 3. make presentations to the planning commission, architectural review commission and city council 4. stay with the contract from start to finish EVALUATION We'll evaluate your r6sum6 according to the following factors, listed in order of importance: 1. the overall experience of your firm and the quality of its work 2. the overall experience of your employees and subcontractors 3. your firm's specific experience with similar local government projects 4. responses from your client references 5. the overall style and quality of your r6sum6 CONSULTANT SELECTION We'll invite for interviews the firms whose r6sumds rate highest in the five evaluation fac- tors. If you're invited, we'll interview you and rank you among other firms based on the con- tent of your r6sum6, the quality of your work, the recommendations of your references and your performance in the interview. Next we'll submit a list of proposed firms to the city council, which will certify that the firms on the list are qualified to work on city projects. As project work is scheduled during the next three years we'll either 1) select a firm from the list and negotiate a contract or 2) further interview two or three firms from the list and negotiate a contract with the firm best suited to designing the project. We must reserve the rights to reject any or all r6sum6s and to waive any irregularities in them. We must also reserve the rights to not award any contracts for projects listed in this request and to award multiple contracts for parts of proposed project work. Thanks for taking time to review this request. We look forward to seeing your r@sum6 and getting to know your firm's qualifications and experience.