REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Travis Hopkins, City Manager
VIA: Ashley Wysocki, Director of Community & Library Services
PREPARED BY: Chris Cole, Community & Library Services Manager
Subject:
title
Approve and authorize execution of Professional Services Contracts for On-Call Multi-Discipline Architectural Engineering, Landscape Architectural Engineering and Professional Consulting Services with Bureau Veritas North America, Inc., Dahlin Group Inc., David Volz Design Landscape Architects, Inc., M. Arthur Gensler & Associates, Inc. (Gensler), Gillis + Panichapan Architects, Inc., HAI Hirsch & Associates, Inc., IDS Group, Inc., Johnson Favaro, LLP, Michael Baker International, Inc., NUVIS, PBK Architects, Inc., RDC-S111, Inc., DBA Studio One Eleven, RJM Design Group, Inc., RRM Design Group, SVA Architects, Inc., and Verde Design, Inc. each in an amount not to exceed $1,000,000 over a three-year term
Approve and authorize Amendment No. 2 to extend the contract terms for two additional years for On-Call Architectural Engineering & Professional Consulting Services for Kitchell/CEM, Inc. and Westberg White, Inc.
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Statement of Issue:
The Community & Library Services and Public Works Departments require multi-discipline architectural engineering, landscape architectural engineering, and professional design consulting services on an on-call, as-needed basis for architectural engineering, landscape architectural engineering, and professional consulting services for design and construction administration for capital projects and city facilities.
Financial Impact:
The FY 2025/26 Capital Improvement Program (CIP) includes over $8.6 million in new and continuing appropriations for beach, facilities, and park development projects. With the additional projects anticipated to be scheduled in future years, there is a need to approve new on-call Professional Services Agreements for project design, efficiency, and continuity purposes. The recommended contracts, each with a “not-to-exceed” amount of $1,000,000, would be utilized for approved CIP projects, based on the discipline needed to advance the project into the next development phase. The $1,000,000 amount is the “not-to-exceed” amount over the life of the contract, not a guaranteed amount. No funds will be expended under these contracts unless approved as part of the City’s Annual Budget. As such, no additional funding is required for this action.
Additionally, no additional funding is required to approve the two contract term extensions for On-Call Architectural Engineering & Professional Consulting Services for Kitchell/CEM, Inc. and Westberg White, Inc. Project funds have already been encumbered with no need for additional funding.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Bureau Veritas North America, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
B) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Dahlin Group, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
C) Approve and authorize the Mayor and City Clerk to execute “Professional Services Contract between the City of Huntington Beach and David Volz Design Landscape Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
D) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Arthur M. Gensler, Jr. & Associates, Inc. (Gensler) for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
E) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Gillis + Panichapan Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
F) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and HAI Hirsch & Associates, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
G) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and IDS Group, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
H) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Johnson Favaro, LLP for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
I) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Michael Baker International, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
J) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and NUVIS for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
K) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and PBK Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
L) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and RDC-S111, Inc., DBA Studio One Eleven for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
M) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and RJM Design Group, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
N) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and RRM Design Group for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
O) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and SVA Architects, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term; and,
P) Approve and authorize the Mayor and City Clerk to execute a “Professional Services Contract between the City of Huntington Beach and Verde Design, Inc. for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services” in an amount not to exceed One Million Dollars ($1,000,000) over a three-year term.
Q) Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Kitchell/CEM, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027; and,
R) Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Westberg White, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027.
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Alternative Action(s):
Do not approve the recommended actions and direct staff accordingly.
Analysis:
On March 17, 2025, a Request for Qualifications (RFQ) for On-Call Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services was requested and submitted in compliance with Chapter 3.03 of the Huntington Beach Municipal Code. Proposals were due by 4:00 PM on Tuesday, April 29, 2025.
Thirty-three (33) proposals were received and reviewed by staff from Public Works and Community & Library Services. Proposals were ranked based on six (6) categories: Compliance with RFQ Requirements; Understanding of the Project-Methodology; Qualifications and Experience; Educational Background; Cost/Price; and References. Each element was ranked based on factors between 1-5 and weighted as noted: Understanding of the Project-Methodology (25); Qualifications and Experience (25); Cost/Price (25); Compliance with RFQ requirements (10); Educational Background (10); and References (5).
Based on this review, staff recommend awarding contracts to the sixteen (16) firms listed below for three-year terms each as shown in Attachment 1.
Architectural Engineering and Landscape Architectural Engineering
1. Bureau Veritas North America, Inc.
2. Dahlin Group Inc.
3. M. Arthur Gensler, Jr. & Associates, Inc. (Gensler)
4. Gillis + Panichapan Architects, Inc.
5. IDS Group, Inc.
6. Johnson Favaro, LLP
7. NUVIS
8. PBK Architects, Inc.
9. RDC-S111 Inc., DBA Studio One Eleven
10. RRM Design Group
11. SVA Architects, Inc.
Landscape Architectural Engineering - Only
12. David Volz Design Landscape Architects, Inc.
13. HAI Hirsch & Associates, Inc.
14. Michael Baker International, Inc.
15. RJM Design Group, Inc.
16. Verde Design, Inc.
By contracting with the above firms, the Community & Library Services and Public Works Departments will have more options and a larger pool of qualified consultants for any given project based on each consultant’s specific area of expertise. For example, some firms specialize in master plans, park development, geotechnical, elevators, structures, and new builds, etc. Fewer on-call consultants limits staff’s ability to schedule and manage projects in an efficient manner. Consultants with specific areas of expertise often have substantial workloads and may have conflicts in adhering to the requested timeline. With multiple consultants, staff will have increased flexibility in scheduling project design tasks or even scheduling projects simultaneously, creating a more timely and effective process.
The use of multiple contracts also assists in creating a competitive climate between firms, which is advantageous in securing the best pricing. In general, the Standard Operating Procedure (SOP) in administering on-call contracts is for staff to issue task orders for each project based upon the scope of services. For task orders greater than $50,000, the City will typically solicit proposals from two or more of the qualified consultants. Bids are requested from the on-call list, based on the firm’s specialty. For example, architectural-only firms will be asked to bid on library, facility, structural, and electrical projects and landscape-only firms will be asked for park development, right-of-way, etc. The firms that can do both will be used the same way. As part of the RFQ process, all firms had to provide work history and specialties, and the dual functioning firms are able to take on a larger variety of projects.
The scope of work for architectural engineering, landscape architecture engineering, and professional consulting firms may involve all phases of a development project. The following summarizes the major elements of the scope of work included in the RFQ.
Preliminary Plans and Design - Prepare alternative preliminary layouts, surveying, architectural services, and estimates of probable cost for alternatives, and prepare details and calculations. Present alternatives, as needed at staff and/or City Council meetings, and provide recommendations and analyses of the advantages of each alternative.
Entitlements/Permits - As a primary consultant, assist the City in obtaining entitlements and approvals from applicable agencies for environmental and/or other permits as may be required.
Construction Documents - Prepare designs, plans, specifications, cost estimates and contract bidding documents. The City shall review the construction documents at the preliminary engineering, sixty (60%), ninety percent (90%), and final documents stages.
Landscape, Architectural, Engineering Services - Provide landscape, architectural, planning, and design services primarily for existing City parks, facilities, community centers, clubhouses, i.e., tenant improvements, ADA modifications, etc., and park developments, as well as City medians and public spaces. Prepare sketches, renderings, and materials boards providing alternative architectural concepts, designs, and options that can be applied to project requirements. Prepare construction drawings for bidding and archival purposes, as well as technical specifications for materials and methods. The Consultant may be required to perform or assist in environmental assessments, material testing, civil and soils engineering and building architecture.
Technical Reports and Analysis - Prepare needs assessments, master plans, and technical studies such as park development fee analysis, including public outreach, community workshops and surveys.
Bidding Stage - Assist the City in answering bidders’ questions, attend pre-bid conferences and job walks, prepare addenda, analyze bids, and recommend award.
Construction Stage - Attend pre-construction conference, monitor construction schedule, visit construction site as required for progress and quality of work. Assist the contract manager, contractor, and inspector with interpretation of the plans, specifications, analysis of changed conditions, development of corrective action, review of shop drawings, and other required tasks.
Architectural/Landscape Architectural Engineering Services - Provide landscape, architectural, planning, and design services primarily for existing City parks, facilities, community centers, clubhouses i.e., tenant improvements, ADA modifications, etc., and park developments, as well as City medians and public spaces. Prepare sketches, renderings, and materials boards providing alternative architectural concepts, designs, and options that can be applied to project requirements. Prepare architect’s/engineer’s cost estimates.
In addition to the services listed above, using sub-consultants or in-house personnel, landscape architect firms may be required to perform environmental assessments, material testing, civil and soils engineering and building architecture.
Funding for services associated with each of the various CIP projects is based on the City Council approved CIP budget. Each contract is based on a three-year term, with a total not-to-exceed amount of $1,000,000. The $1,000,000 amount is a “not-to-exceed” contract limit only, not a guaranteed amount.
In the past five years, specialized architectural and landscaping services have been used in conjunction with $16.7 million of park development and park facility projects, including: Bartlett Park, Blufftop Park, Central Park Restrooms, Edison & Murdy Community Center Building Improvements, Edison Park Reconfiguration, Harbour View Clubhouse Rehabilitation, Lake Park Reconfiguration, LeBard Park Improvements, Marina Park Reconfiguration, as well Rodgers Senior Center Redevelopment (now known as Memorial Hall).
Projects currently underway, scheduled, or budgeted for FY 2025/26 requiring various architectural and design consulting services are listed below. The amount shown for each project is based on current project estimates and total $2,154,418.
|
Blufftop Slope Stabilization Repairs - Project Management |
$ 60,000 |
|
Carr Park Reconfiguration - Design & Construction Documents |
$316,113 |
|
Central Park Electrical Switchgear Replacement - Project Management |
$100,000 |
|
Central Park Master Plan - Conceptual Design and Costing |
$181,800 |
|
City Gym & Pool Flooring - Project Management |
$ 30,000 |
|
City Gym & Pool Partial Re-Roff - Project Management |
$ 35,000 |
|
Edison Park Reconfiguration - CEQA analysis |
$127,200 |
|
Edison Park Reconfiguration - Geotechnical Review |
$180,440 |
|
HB Art Center Electrical & Lighting Rehabilitation - Project Management |
$ 30,000 |
|
Helen Murphy Branch Foundation - Geological & Design Services |
$ 80,000 |
|
Huntington Central Library Child-Teen Reconfiguration |
$129,245 |
|
Library Facilities Master Plan - Conceptual Design & Preliminary Costs |
$334,277 |
|
Main Promenade Parking Structure Improvement -- Project Management |
$ 35,000 |
|
Marina Park Rehabilitation - Design and Construction Documents |
$344,343 |
|
Schroeder Park - Design |
$ 64,000 |
|
South Beach Lots Attendant Booths - Project Management |
$ 11,000 |
|
Water Production Building Rehabilitation |
$ 96,000 |
Looking forward to future fiscal years, staff anticipate design and construction management services will be needed for Carr, Edison, and Marina Park Reconfigurations. Preliminary construction costs for these three park development projects alone are estimated at $32 million with anticipated consulting services needed for the development of plans and specs, as well as construction management costs, totaling approximately 10% or $3.2 million. Staff also anticipates future on-call architectural engineering and landscape architectural services will be needed as a result of the recommendations included in the Library Facilities Master Plan and Central Park Master Plan, although preliminary cost estimates are not available at this time.
In addition to this request for approval of the 16 new on-call contracts, staff are requesting approval of two Amendment No. 2’s for existing On-Call Architectural Engineering and Professional Consulting Services contracts for Kitchell/CEM, Inc. and Westberg White, Inc. The original two agreements expired July 20, 2024, but were extended for one year through July 19, 2025. These requested amendments would extend the contract terms for two additional years through July 19, 2027.
Both firms currently have on-going on-call architectural projects with the City, however they did not participate in the recent on-call RFQ bidding process. The projects they have been working on are either fully designed, nearly fully designed, or entering the construction phase, requiring minimal service requirements, minimal or no additional compensation, and funded fully under the existing purchase order. Staff are requesting a second amendment for both firms to add two additional years to the contract duration, with no additional funding, and no new projects during or after the completion of existing obligations. This two-year extension is being requested as a safeguard to ensure project completion; however, it is not expected that the full two years will be utilized.
In summary, staff are requesting the approval of 16 new on-call Architectural Engineering and Landscape Architectural Engineering contracts as well as the approval of two additional contract extensions for the firms of Westberg & White, Inc. and Kitchell/CEM, Inc.
Environmental Status:
Administrative Items:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. RFQ Recommended Listing of Consultants
2. Professional Services Contract between the City of Huntington Beach and Bureau Veritas North America, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
3. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Dahlin Group, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
4. Approve and authorize the Mayor and City Clerk to execute Professional Services Contract between the City of Huntington Beach and David Volz Design Landscape Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
5. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and M. Arthur Gensler, Jr. & Associates, Inc. (Gensler) for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
6. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Gillis + Panichapan Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
7. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and HAI Hirsch & Associates, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
8. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and IDS Group, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
9. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Johnson Favaro, LLP for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
10. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Michael Baker International, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
11. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and NUVIS for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
12. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and PBK Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
13. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and RDC-S111, Inc., DBA Studio One Eleven for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
14. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and RJM Design Group, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
15. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and RRM Design Group for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
16. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and SVA Architects, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
17. Approve and authorize the Mayor and City Clerk to execute a Professional Services Contract between the City of Huntington Beach and Verde Design, Inc. for On-Call Professional Architectural Engineering, Landscape Architectural Engineering, and Professional Consulting Services.
18. Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Kitchell/CEM, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027.
19. Approve and authorize the Mayor and City Clerk to execute Amendment No. 2 between the City of Huntington Beach and Westberg White, Inc. for On-Call Architectural Engineering & Professional Consulting Services to extend the term for two additional years until July 19, 2027.
20. RFQ for On-Call Architectural Engineering, Landscape Architectural Engineering and Professional Consulting Services.