City of San Gabriel STAFF REPORT DATE: June 1, 2021 TO: Honorable Mayor and City Council FROM: Mark Lazzaretto, City Manager BY: Domenica Megerdichian, Acting Community Development Director Samantha Tewasart, Planning Manager SUBJECT: Professional Services Agreement with William Hezmalhalch Architects (WHA) for Architectural, Urban Design, and Historic Preservation Professional Services SUMMARY On January 4, 2021, the City of San Gabriel issued a Request for Proposals (RFP 21-01) for a qualified firm to provide architectural, urban design, and historic preservation professional services. The City received six proposals and William Hezmalhalch Architects (WHA) best met the criteria outlined in the RFP. Staff recommends that the City Council approve the Professional Services Agreement with William Hezmalhalch Architects (WHA) and authorize the City Manager to execute said agreement and issue a purchase order in the amount of $40,000. BACKGROUND AND ANALYSIS In 2000, the City Council approved the selection of consulting firms to assist the different City departments with specialized city services. A review of the Planning Division’s current contract agreements showed that a Request for Proposals (RFPs) has not been issued for architectural services since 2009. As the City continues to update its agreements for various services, the Planning Division began the process for updating its architectural and preservation services contract. On January 4, 2021, an RFP was issued (Attachment A) seeking qualified consulting firms to assist the City with architectural, urban design, and historical preservation professional services for a three-year period. The RFP was issued to 20 firms and posted on the American Planning Association and American Institute of Architects websites. Six architectural firms responded to the RFP and submitted proposals, including Architectural Resources Group, KTGY Architecture + Planning, OMGIVNING, ONYX Architects (City’s current firm), RRM Design Group, and WHA. Of the six firms, four firms were selected to interview with City staff, including the Planning Manager, Senior Planner, and Assistant Planner. 1 Single-Family Multi-Family Commercial / Industrial Mixed-Use First Round ONYX $ 1,250 $ 1,500 $ 1,800 $ 1,800 WHA $400 - $800 $1,000 - $1,600 $800 - $1,600 $800 - $1,600 Omgivning $ 1,160 $ 3,560 $ 1,780 $ 4,100 RRM $1,700 - $2,500 $2,500 - $3,500 $2,500 - $3,500 $2,500 - $4,000 Resubmittal (Each) ONYX $ 700 $ 800 $ 1,000 $ 1,000 WHA $200 - $400 $ 400 $ 400 $ 400 Omgivning $ $ $ $ RRM $500 - $800 $500 - $1,000 $500 - $1,000 $500 - $1,000 The firms were evaluated based on their proposals, qualifications and experiences, including working with boards and commissions and providing design and preservation assistance to a diverse community as an extension of City staff. Of the four firms selected to interview, three of the firms had architectural experience with cities throughout the San Gabriel Valley. Amongst the three firms, WHA best met the criteria outlined in the RFP and offered the lowest proposed costs. WHA has regional experience working with the San Gabriel Valley community on projects in the cities of Pasadena, Alhambra, and Azusa. WHA is a firm comprised of over 100 professionals, including multiple qualified licensed architects with offices in Long Beach, Newport Beach and San Ramon. WHA offers diverse architectural experience, including notable historic property experience. WHA will sub-consult with JM Research & Consulting as part of their team. JM Research & Consulting, includes a qualified historian/architectural historian with experience working with multiple municipalities, including the cities of Covina, Riverside, and San Jacinto. As part of the RFP process, City staff considered selecting two firms to provide services to the City. However, after further discussions about how to distribute the projects, whether by project types (e.g. residential versus commercial) or administrative level review versus public meetings, it was determined that the distribution would not be balanced and would prove to be difficult to manage for consistency. This RFP process has allowed City staff to become more familiar with the different architectural firms that are currently offering architectural and preservation services to municipalities and has allowed City staff to re-evaluate the needs of the City and the cost estimates for the services rendered. Awarding this contract means that the City will be changing firms. City staff recognizes this change and that there will be a slight transition. However, given the selected firm’s experience City staff is excited to bring them onboard. 2 Historically, a professional services agreement for architectural services was executed for a two-year period at a not-to-exceed yearly amount. In 2012, the method of payment was changed to a retainer system, whereby the firm bills the City in twelve installments, each not to exceed one-twelfth of the contract amount, to help reduce the invoice preparation time and allow the firm to focus on its core mission of providing design consultation. Prior to the retainer system, the method for payment was based upon receipt of a detailed invoice, including the address for each project and the total number of hours, by employee, for whom services are being charged. In 2013, the City initiated a deposit base fee for architectural and preservation services in addition to the City’s application fees. Under the proposed contract, the fee will be a not-to-exceed yearly amount and the consultant will provide itemized billing based on agreed upon staffing rates. FISCAL IMPACT Staff recommends a fee at a not-to-exceed amount of $40,000 yearly for a three-year period, inclusive of all costs and services through June 1, 2024. RECOMMENDATION The Community Development Department recommends that the City Council: 1. Approve the Professional Services Agreement with William Hezmalhalch Architects (WHA) (Attachment B), and authorize the City Manager to execute said agreement and issue a purchase order in the amount of $40,000. ATTACHMENTS A. RFP 21-01 B. Professional Services Agreement a. Exhibit A. Scope of Work William Hezmalhalch Architects (WHA) Proposal 3 ATTACHMENT A CITY OF SAN GABRIEL REQUEST FOR PROPOSALS (RFP) RFP-21-01 ARCHITECTURE, URBAN DESIGN, HISTORIC PRESERVATION Release Date: January 4, 2021 Closing Date: February 2, 2021 at 5:00 p.m. PST RFP Number: #21-01 Architecture, Urban Design, Historic Preservation Contact Person: Samantha Tewasart Planning Manager City of San Gabriel 425 S. Mission Drive San Gabriel, CA 91776 626-308-2800 Ext. 4623 or by email at [email protected] To be considered, three (3) bound copies and one (1) electronic copy of a proposal must be received by 5:00 PM PST, February 2, 2021 in a sealed envelope plainly marked with the proposal title, RFP number, proposer name, and time and date of the proposal opening. Please send proposals to: City Clerk City of San Gabriel 425 Mission Dr. San Gabriel, CA 91776 4 The City will not be responsible for late or lost proposals or accept proposals that fail to be delivered to the specified physical address by the specified date and time. I. INTRODUCTION The City of San Gabriel (“City”) is requesting proposals from qualified consultants (“consultant”) to provide architectural and historic, cultural preservation services as needed for the purpose of improving, development, and enhancement, such as consultation, reconnaissance, research, and planning. I. CURRENT DESIGN PROGRAMS The City has a rich heritage of architectural and garden design, and values that heritage, as seen in its historic Mission District. The City has begun a series of programs to improve the commercial districts and increase the street tree plantings throughout the city, but the core of the city is its residential neighborhoods. The City of San Gabriel has four design guidelines developed in the early 2000s to enhance the creative process. The four design guidelines, include Single-Family, Multi-Family, Commercial, and the San Gabriel Village Design Strategy. The use of a few concise principles and many photographs makes the guidelines interesting and instructive. The City is committed to good design, with the understanding that each project can influence the environment for a very long time. The design guidelines are part of the City’s commitment to encouraging environmental responsibility. As the City moves from its 18th century origins into the 21st century, it looks forward to improving its surroundings by encouraging high quality development. Design guidelines are an important tool in achieving that improvement. At the project level, these design standards and guidelines are intended to encourage development that accommodates its users’ needs while contributing to an attractive environment. For businesses, this leads to a vibrant setting, recognizing that good design is good business, while neighboring businesses can be hurt or helped by the appearance of the business next door as well as the surrounding neighborhood. Respect for context is central to this historic city's purpose, but it should never discourage striving above that context. Even the smallest improvement of an existing property is welcome, and it is not the City's intent to require an increase in a project's scope through use of these guidelines. The City of San Gabriel last updated its General Plan in 2004. The General Plan encourages the preparation of design strategies to enhance, preserve, and protect neighborhood centers. This document contains an abbreviated summary of the City’s adopted goals, targets and actions that remain relevant today. Key among these are the following: 5 General Plan Policy: The City’s General Plan includes a Land Use, Economic Development, and Community Design chapters with the following Goals, Targets and Actions: GOAL 1.1: Preserve the neighborhoods by preserving those things that give them character, cohesion, and quality of life. GOAL 1.3: Set standards for new homes that respect the scale of their surroundings. GOAL 1.4: Encourage the sensible transition of properties in multi-family neighborhoods in realizing their potential to provide quality housing opportunities.