TITLE:
title
AWARD A PROFESSIONAL SERVICES AGREEMENT FOR THE EMERGENCY GENERATOR DESIGN SERVICES TO AYRES ASSOCIATES
end
DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR, (714) 754-5029
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Award a Professional Services Agreement (PSA) to Ayres Associates, 250 E. Olive Avenue, Suite 201, Burbank, CA 91502, for two (2) years for the architectural and engineering design services for the Emergency Generator Replacement Project in an amount not to exceed $124,283.
2. Authorize a ten percent (10%) contingency in the amount of $12,428 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.
end
BACKGROUND:
The Costa Mesa City Hall and Communications Building both utilize emergency generators to help power their respective buildings during a blackout or emergency. On January 9, 2025, strong winds triggered a power outage at City Hall, disabling electronic door access, computers, lights, and elevators. The City Hall generator turned on for a short period and then failed, resulting in complete loss of power to the building. While this outage did not affect Communications, that building’s generator is also outdated and prone to failure. In order to prevent potential disruptions to all dispatch and City Hall activities, design for the new emergency generators, accompanied by new diesel fuel tanks and fire suppression systems, is necessary. The Communications Building will also receive automatic and manual transfer switches.
Public Works has already purchased both emergency generators, diesel tanks, and automatic and manual transfer switches. The equipment is expected to arrive between late 2026 and early 2027.
The consultant is required to complete all tasks necessary to perform the scope of work as outlined in the contract documents, including complete design and permit processing of updated generator and fire suppression systems at both locations. Following completion of design, the City will solicit bids for installation of generators. The design consultant will also assist with construction administration during installation.
ANALYSIS:
On June 24, 2026, the City issued a Request for Proposals (RFP) on PlanetBids for the Professional Architectural and Engineering Design Services for the City Hall and Communications Building Emergency Generator. The scope of work for this project is to provide professional architectural and engineering design services to install a new emergency generator, fuel tank, and fire suppression system at City Hall and the Communications Building, and automatic and manual transfer switches at the Communications Building. The newly designed systems will bring the facilities into compliance with current building codes and will provide an efficient and reliable generator system.
A total of three (3) proposals were received on July 30, 2026. The proposals were screened for compliance with the City’s RFP process, deemed compliant and submitted to the evaluation committee.
All three (3) proposals were evaluated based on the ability to respond and satisfactorily defining their ability to meet the following criteria:
• Project Approach & Methodology
• Qualifications & Experience of the Firm
• Key Personnel
• Cost Proposal
After a thorough review and analysis of each proposal, the evaluation committee, which consisted of City staff from the Police Department and Public Works Department, determined that Ayres Associates is well qualified to perform the necessary tasks for the generator design and therefore is recommending Ayres Associates. The remaining proposers’ proposals were also deemed qualified by the evaluation committee. However, they did not exceed Ayres Associates in the criteria mentioned above.
|
PROPOSERS |
SCORES |
|
Ayres Associates |
1095 |
|
IDS Group |
1085 |
|
Lewis Ross Associates, Inc. |
920 |
The firm’s team exhibits a thorough understanding of the project scope, and has demonstrated to have the technical ability and expertise with similar projects that their firm has completed, including the design for the Norwalk Courthouse Generator Replacement, East Los Angeles Courthouse Generator Replacement, Hayward Courthouse Generator Replacement, and the Santa Clarita City Hall Tenant Improvements which included bringing the buildings’ mechanical and electrical systems up to current code.
ALTERNATIVES:
An alternative to this recommendation is to reject all proposals and re-advertise the RFP. Staff does not believe this alternative would result in a better outcome and anticipates that it would delay the project.
FISCAL REVIEW:
The total funding for design of this project, inclusive of the contingency, in the amount of $136,711, is available in the FY 2026-27 Capital Improvement Project (CIP) Fund 401 and a State Grants Fund 231.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report, prepared the PSA (Attachment 1), 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. Award a Professional Services Agreement (PSA) to Ayres Associates, 250 E. Olive Avenue, Suite 201, Burbank, CA 91502, for two (2) years for the architectural and engineering design services for the Emergency Generator Replacement Project in an amount not to exceed $124,283.
2. Authorize a ten percent (10%) contingency in the amount of $12,428 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.