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ON�unityot� � STAFF REPORT
Development Services Department
DATE: February 7, 2012
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director ye-
Philip A. Wray, Deputy Director of Development Services/City Engineer
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH LA CANADA DESIGN GROUP FOR
ARCHITECTURAL DESIGN SERVICES FOR THE CITY HALL
EXTERNAL RENOVATION PROJECT IN THE AMOUNT OF $36,527
INCLUDING A 10% CONTINGENCY AND APPROVE AN
APPROPRIATION IN THE AMOUNT OF $40,200 FROM THE CAPITAL
OUTLAY FUND
Recommendation: Approve
SUMMARY
Phases 1 and 2 of the City's multi-year, multi-phase project to renovate City Hall are
underway. The City Hall Energy Efficiency Retrofit (Phase 1) is in construction and City
Hall Interior Renovation (Phase 2) is nearing design completion.
Phase 3, the City Hall Exterior Renovation project, addresses the building exteriors
including cleaning, painting and repairs to facades, awnings and doors. Staff prepared
a Request-for-Proposals for architectural design services to include the above elements
as well as to explore additional architectural and aesthetic enhancements.
The Request-for-Proposals was sent to three (3) qualified architectural firms and two
firms (2) submitted proposals. Upon review of qualifications and scope of work staff
selected La Canada Design Group (LCDG) as the best firm to perform the work.
Phase 3 is planned in next fiscal year's Capital Improvement Project budget. Staff
proposes to start the architectural design in advance of the project's budgeted year in
order to transition smoothly with Phases 1 and 2. Therefore, staff recommends that the
City Council authorize the City Manager to execute a Professional Services Agreement
with La Canada Design Group in the amount of $36,527 and include a 10%
contingency.
Staff Report
February 7, 2012
Page 2
BACKGROUND
In 2009, the City embarked upon a multi-phase, multi-year project to renovate the
Arcadia City Hall buildings. The first phase was planned to utilize grant funding through
the Energy Efficiency Community Block Grant Program in the amount of $534,700 from
the American Recovery and Reinvestment Act of 2009. The project includes upgrading
the existing HVAC system, installing fire sprinklers, new ceiling and lighting and
replacing windows with energy efficient windows. The City Council awarded a
construction contract to CA Construction in June of 2011 and that work is currently
underway.
Phase 2 is intended to focus on the interior renovation below the ceiling. In March of
2010 the City Council approved a Professional Services Agreement with Ex/Novo, Inc.,
an architect /interior designer, for design services. The scope of work includes new
carpet/flooring, wall coverings and painting throughout all buildings, tile in the lobby area
and interior door replacement in the main hallway of upper City Hall and other
miscellaneous improvements. This project is nearing design completion and will be
advertised for bids in the near future.
DISCUSSION
Phase 3 is planned to renovate the building exterior. The exterior building surfaces are
in a state of disrepair. The paint has either completely peeled off or is peeling in many
locations. The surface is stained from many years of dust and rain. The decorative
façade along two of the four exterior facing sides of upper and lower City Hall is
damaged. The wood doors are showing signs of damage from exposure to weather.
Phase 3 will address the above elements as well as explore the potential renovation of
a number of architectural and aesthetic building elements. For example, the awning
connecting upper and lower City Hall blocks the view of the upper City Hall entry face.
This face will be greatly improved with the removal of the old louvers and installation of
new windows in Phase 1 creating an opportunity to improve the exterior visibility. The
building faces also have some features that are not consistent throughout like parapet
walls, scoring and framing around windows that could be improved. However, with the
upper and lower City Hall buildings clustered closely together, there are only two of the
four exterior facing sides that can be viewed from a reasonable vantage point that would
be considered for architectural improvements. The other two are mostly hidden by the
decorative façade. The restoration of the mural walls in the breezeway between the
lower City Hall buildings will be pursued separately should the Council be interested in
restoring this element.
Staff prepared a Request-for-Proposals for architectural design services for the exterior
building design. The requested services include conceptual design and cost estimates
for three options; one being simply cleaning and painting the building as is and two
other options to include architectural treatments addressing the elements identified
above.
Staff Report
February 7, 2012
Page 3
In October of 2011, the request was sent to three architectural firms. On November 10,
2011, two proposals were received as follows:
La Canada Design Group (LCDG) $36,527
Gonzalez Goodale Architect (GGA) $100,000
Staff reviewed the proposals for content and investigated the architects' background
and recent project history for competency. The City's request did not identify a
construction budget so each firm had to make assumptions on the extent of
architectural enhancements to be explored. The GGA proposal devoted more time and
expense to research, documentation and conceptual design to arrive at the requested
alternatives and their proposal included approximately $9,000 for investigating the mural
wall. In contrast, the LCDG proposal had more of a conservative approach with less
time devoted to the research and conceptual design assuming less extensive
architectural alternatives. The LCDG proposal initially had an additional cost of
approximately $1,000 to explore the mural wall which was removed. Based on this
evaluation process, staff determined that La Canada Design Group (LCDG) is best
qualified and experienced and presented the best proposal to perform the work.
Therefore, staff recommends that the City Council authorize the City Manager to
execute a Professional Services Agreement with La Canada Design Group for
architectural design services for the City Hall Exterior Renovation Project in the amount
of $36,527 including a 10% contingency and approve an appropriation of $40,200 from
the Capital Outlay Fund.
FISCAL IMPACT
Phase 3 of this multi-year Capital Improvement project is planned and identified in the
FY 2012/13 CIP budget. The conceptual design and estimating process, selection of a
scope of work and preparation of construction documents will take several months to
complete. Therefore, staff proposes to begin this process now to be ready for the
construction in the next fiscal year. Staff recommends an appropriation of$40,200 from
the Capital Outlay Fund to cover these services. This request would advance the
funding planned for this project by one year.
RECOMMENDATIONS
Authorize the City Manager to execute a Professional Services Agreement with La
Canada Design Group for architectural design services of the City Hall Interior
Renovation Project in the amount of $36,527 including a 10% contingency and approve
an appropriation in the amount of$40,200 from the Capital Outlay Fund.
Approved by: .
Donald Penman, City Manager
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