TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: APRIL 9, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH DUNBAR ARCHITECTURE TO INCREASE COMPENSATION FOR ARCHITECTURAL DESIGN AND CONSULTING SERVICES FOR THE CLAREMONT POLICE DEPARTMENT WOMEN’S LOCKER ROOM FACILITY PROJECT (FUNDING SOURCE: EQUIPMENT AND FACILITY REVOLVING RESERVE)
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SUMMARY
On October 24, 2023, the City Council authorized the City Manager to enter into an agreement with Dunbar Architecture for architectural design and consulting services in the amount of $190,057 for the Claremont Police Department Women’s Locker Room Facility Project. While the original concept was a new build addition to the west of the existing police facility, through site evaluation and surveys, and in consultation with City staff, the addition is now proposed to be designed and built on the east side of the existing facility. However, changing the location of the addition changes the scope of the project, and requires further analysis.
Staff recommends amending the agreement with Dunbar Architecture to increase compensation by $75,929, for a total agreement amount of $265,986. The additional costs include work to be performed by sub-consultants, including civil, electrical, and geotechnical engineers, a landscape architect, and surveyors.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to amend the existing agreement with Dunbar Architecture to increase compensation by $75,929, for a total agreement amount of $265,986, for architectural design and consulting services for the Claremont Police Department Women’s Locker Room Facility Project; and
B. Appropriate $75,929 from the Equipment and Facility Revolving Reserve to fully fund the agreement.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The cost to amend the agreement with Dunbar Architecture is $75,929, which will bring the total compensation under the agreement amount to $265,986. The services to be provided include schematic design, design development, preparation of construction documents, plan check processes, assistance bidding the project, and construction administration as it relates to architectural design. Services will also include site analysis and design work from sub-consultants including civil, electrical, and geotechnical engineers and a landscape architect.
This project was not included in the 2022-24 Budget, and therefore, staff recommends that the City Council appropriate $75,929 from the City’s Equipment and Facility Revolving Reserve to fund the cost of the amendment. If this funding source is approved, the balance of the Equipment and Facility Revolving Reserve will be $462,551.
This purchase is a professional service that does not require bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk’s office.
The staff cost to prepare this report is estimated at $1,440 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
After two failed bond measures to replace the existing Police Department facility, City staff has been evaluating ways to address facility deficiencies to meet current standards and needs of the Department, since the current facility will be utilized and occupied for the foreseeable future. One issue that remains is the female locker room facilities, which are insufficient for Department operations. On October 24, 2023, the City Council authorized the City Manager to enter into an agreement with Dunbar Architecture for architectural design and consulting services in the amount of $190,057 for the Claremont Police Department Women’s Locker Room Facility Project.
As the architect began evaluating an addition to the west side of the building, several constraints became apparent. Building on the west side of the existing facility would only allow for a stand-alone building with no direct access to the existing police facility; would require the relocation of significant utilities, underground vaults, and a trash enclosure; would eliminate onsite parking spaces; and would create the need to locate/relocate temporary locker room facilities to another location on the property during construction, to name a few. After identifying those constraints, the architect and City staff started evaluating other possible locations, one of which is on the east side of the building. Building on the east side of the existing facility allows the addition to be treated as a connected addition to the existing facility; would allow for an interior access path directly into the building, which provides better equivalent facilities in relation to the existing men’s locker room and main employee entrance; would require less relocation of utilities; and would allow for the existing modular locker room to be used during construction.
Changing the location of the addition changes the scope of the project and requires further analysis to be performed by sub-consultants, including civil, electrical, and geotechnical engineers, a landscape architect, and surveyors. Since the proposed addition will abut the public sidewalk and parking spaces on Cornell Avenue, there will be a need to reconfigure the adjacent public right-of-way and street parking, which warrants the additional costs. Additionally, building on the east side of the existing facility requires a landscape plan, which is an additional service not originally anticipated when the addition was proposed to be internal to the police facility site.
The cost to amend the agreement with Dunbar Architecture is $75,929, which would bring the total agreement amount to $265,986. As this project was not budgeted, staff recommends appropriating $75,929 from the City’s Equipment and Facility Revolving Reserve to fully fund the agreement. While increasing the cost of the agreement is not ideal, Dunbar Architecture and City staff feel confident that changing the location of the proposed addition will result in a better project for Police Department staff and therefore, recommend City Council authorize the City Manager to amend the agreement with Dunbar Architecture.
LEGAL REVIEW
The amendment to the professional services agreement has been reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jamie Earl
Assistant City Manager