TITLE:
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AWARD OF PROFESSIONAL SERVICES AGREEMENT TO DEVELOP A FACILITIES MASTER PLAN FOR CITY OWNED FACILITIES
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR (714) 754-5688
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve a Professional Services Agreement (PSA) in the amount of $299,693 to M. Arthur Gensler Jr. & Associates, Inc., 4675 MacArthur Court, Suite 100, Newport Beach, CA, to develop a facilities master plan for City-owned facilities.
2. Authorize a ten percent (10%) contingency in the amount of $29,970 for unforeseen costs related to the project.
3. Authorize the City Manager and City Clerk to execute the PSA and any future amendments to the agreement.
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BACKGROUND:
The City of Costa Mesa provides its residents and businesses with a multitude of services that utilize city buildings, structures and facilities. As a full-service City, it is imperative that we maintain safety by ensuring compliance with updated building codes.
The Public Works Department has identified several facilities, detailed in Attachment 1, constructed between 1958 and 2001 that require interim and long-term improvements. To address this, the Department recommends developing a comprehensive Facilities Master Plan, that evaluates the condition of these facilities, assesses their current and future usage, and ensures they align with staffing requirements and public needs. The project will consist of three phases:
Phase 1: Facility Condition Assessment
This phase involves a thorough evaluation of each facility listed in Attachment 1. Inspections will focus on observable areas and systems, supplemented by input from City staff regarding facility conditions and historical background.
Phase 2: Space Needs Assessment and Gap Analysis
This phase will analyze current operations, services, and programs of identified facilities to determine their utilization. A survey will also be conducted to identify present and future space requirements, as well as staffing needs for each facility.
Phase 3: Cost Estimates and Funding Strategies
In this final phase, cost estimates and funding strategies will be developed for the recommended improvements. A project budget will be prepared, including estimated costs and proposed phases and timelines. This will enable the City to prioritize improvement projects effectively.
By following this structured approach, the Facilities Master Plan will ensure that City facilities are safe, functional, and equipped to meet both current and future demands.
ANALYSIS:
The City issued a Request for Proposals (RFP) for professional facility assessment services of the City-owned facilities on October 9, 2024. In response, four (4) proposals were received. Proposals were reviewed for compliance with the City’s RFP process, and consultants were evaluated based on method of approach, qualifications, experience, staffing, and cost proposal. After careful review and evaluation of all proposals, staff determined that M. Arthur Gensler Jr. & Associates, Inc. is well-qualified to develop a Facilities Master Plan. The consultant will be required to complete all the tasks necessary to perform the scope of work as outlined in the contract document. The consultant will also assist in the construction and construction management services during the construction period.
The firm’s team exhibits a thorough understanding of the project scope and has demonstrated the ability and expertise with similar projects that their firm has completed in California including: a comprehensive facilities master plan for Contra Costa County to improve the delivery services and utilization of facilities over a 20-year planning period; an evaluation of the existing Calle Real Campus conditions in the County of Santa Barbara to assess the projected program needs, and create a long-range facilities master plan to guide campus growth and expansion; a long-range, strategic master plan for the County of Los Angeles Civic Center properties; a long-range facilities plan for Napa County to establish a comprehensive framework for future facility investments providing a holistic view of future space needs and a cohesive, long-term vision that can guide facility investments; and a long-range facilities plan for the County of Santa Cruz’s 159 individual buildings to establish a comprehensive framework for future facility investments that would directly support and align with the priorities established in the County’s Strategic Plan.
Therefore, staff recommends award of a PSA with M. Arthur Gensler Jr. & Associates, Inc., in the amount of $299,693 and authorize a ten percent (10%) contingency for unforeseen costs related to the project.
ALTERNATIVES:
Alternatives to this recommendation include rejecting all proposals and readvertising the RFP. Staff believes this will not result in a better outcome and will delay the project.
FISCAL REVIEW:
The funding for this contract is available in the FY 2024-25 Public Works Department’s budget in the Capital Improvement Project (CIP) Fund (Fund 401).
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report and prepared the Agreement and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This project works toward achieving the following City Council goals:
• Maintain and enhance the City’s facilities, equipment and technology.
• Strengthen the public’s safety and improve the quality of life.
CONCLUSION:
Staff recommends the City Council:
1. Approve a Professional Services Agreement (PSA) in the amount of $299,693 to M. Arthur Gensler Jr. & Associates, Inc., 4675 MacArthur Court, Suite 100, Newport Beach, CA, to develop a facilities master plan for City-owned facilities.
2. Authorize a ten percent (10%) contingency in the amount of $29,970 for unforeseen costs related to the project.
3. Authorize the City Manager and City Clerk to execute the PSA and any future amendments to the agreement.