TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: JUNE 9, 2026
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 architecture design and consulting services in the amount of $190,057 for the Claremont Police Department Women’s Locker Room Facility Project. Due to a significant change in the project scope, the City Council authorized an amendment to the agreement on April 9, 2024, to increase compensation by $75,929, for a total agreement amount of $265,986.
Dunbar Architecture’s proposal originally included architectural consulting fees based on an eight-month construction schedule. However, once the project was awarded and the construction schedule was finalized, construction was determined to be approximately eleven months. Due to the extended schedule and several matters that have arisen during the construction phase requiring additional architectural review, it is necessary to increase the architectural consulting fees.
Staff recommends amending the existing agreement with Dunbar Architecture to increase compensation by $16,843.75, for a total agreement amount of $282,829.75. Additionally, staff recommends appropriating funds from the Equipment and Facility Revolving Reserve to fully fund the agreement.
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 $16,843.75, for a total agreement amount of $282,829.75, for architectural design and consulting services for the Claremont Police Department Women’s Locker Room Facility Project; and
B. Appropriate $16,843.75 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 $16,843.75, which will bring the total compensation under the agreement to $282,829.75. The increased compensation will go toward continuing architectural consulting services related to the construction of the Claremont Police Department Women’s Locker Room Facility Project.
The funding for the original agreement and first amendment was previously appropriated from the Equipment and Facility Revolving Reserve. Staff recommends using the same funding source for the proposed amendment and appropriating $16,843.75 from the fund. If the use of this funding source is approved, the balance of the Equipment and Facility Revolving Reserve will be $2,523,631.
The staff cost to prepare this report and administering this agreement is estimated at $4,770 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 continuously evaluated 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. On October 24, 2023, the City Council authorized the City Manager to enter into an agreement with Dunbar Architecture for architecture design and consulting services in the amount of $190,057 for the Claremont Police Department Women’s Locker Room Facility Project. Due to a significant change in the project scope, the City Council authorized an amendment to the agreement on April 9, 2024, to increase compensation by $75,929, for a total agreement amount of $265,986.
Originally, Dunbar Architecture’s proposal for architectural consulting services was based on an estimated eight-month construction schedule. Once the project was awarded and the construction schedule was finalized by the contractor, construction was determined to be approximately eleven months. Additionally, several matters have arisen during the construction phase that have significantly increased architectural consulting efforts. These include but are not limited to changes related to an Americans with Disabilities Act (ADA) entry door and glazing visibility coordination; sewer issues; structural beam and historic wood outrigger determinations; and increased coordination related to Request for Information (RFI) submittals from the contractor, revised plan submittals, and site visits. Due to the extended schedule and matters listed above, it is necessary to increase the architectural consulting fees.
The cost to amend the agreement with Dunbar Architecture is $16,843.75, which would bring the total agreement amount to $282,829.75. Staff recommends appropriating $16,843.75 from the Equipment and Facility Revolving Reserve to fully fund the agreement.
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 2024-26 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