For City Council Meeting August 27, 2024
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Tim Sullivan, Director of Public Works
Title
Request City Council to:1) Authorize a Contract Change Order Request in the Amount of $175,670 to BOA Architecture pursuant to their On-Call Agreement for Professional Architectural Services for the Design of the One-Stop Shop, City Project No. 240807; and 2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION:
Request City Council to:
1) Authorize a contract change order request in the amount of $175,670 to BOA Architecture pursuant to their On-Call agreement for professional architectural services for the design of the One-Stop Shop, City Project No. 240807;
2) Authorize the City Manager or their designee to execute all related documents.
BACKGROUND:
On August 29, 2022, the Community Development, Engineering Services, Maintenance and Facilities, and Fire departments met at the proposed One-Stop Shop location at 131 and 141 S. Riverside Avenue. The objective was to assess the site and the building layout and consider prospects for the functionality of floor space. Subsequent meetings between departments continued in September and October to further assess operational needs for a One-Stop Shop customer service center and to analyze the specific requirements of each department, including cross-departmental workflows. At this stage, an internal conceptual floor plan was developed and agreed upon by all department leadership.
On December 11, 2022, BOA Architecture provided a proposal for conceptual design services in the amount of $18,300 to prepare conceptual design options.
On July 25, 2023, the City Council approved the One-Stop Shop project in concept and authorized staff to initiate conceptual architectural, space programming, and floor plan design with BOA Architecture in the amount of $18,300.
ANALYSIS/DISCUSSION:
This project scope is to fully renovate and combine two (2) vacant City owned buildings located at 131 and 141 S. Riverside Avenue. The purpose of this renovation is to improve services offered by Community Development, Engineering and the Fire Department by collocating staff that provide land development services from three (3) separate buildings into a One-Stop customer service center. These services include land use planning/zoning, permitting, engineering, subdivision, environmental planning, plan-check review, inspections (building and fire), business licensing, and cashiering. Merging these services in one service center will provide Rialto residents, businesses, architects and engineering firms, contractors, brokers, and property managers with one location to receive services. The One-Stop Shop initiative aids in the modernization of business operations, which will improve customer services by streamlining interdepartmental workflows and establishing personnel resources in one center for the customer.
BOA Architecture has completed the conceptual plans and submitted a proposal to the City in the amount of $175,670 for design. A copy of the approved conceptual plan for design is included as Attachment 1.
Staff has reviewed and recommends approval of the proposal provided by BOA Architecture based on their experience with architectural design. A copy of their proposal is included as Attachment 2. A copy of BOA Architecture’s Disclosure Statement is included in Attachment 3. The construction cost for the project is currently estimated to be around $2,500,000. This cost may change once design is completed.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act (CEQA). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 “Existing Facilities,” Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities; therefore, the One Stop Shop Project is considered categorically exempt from CEQA, and a Notice of Exemption will be prepared and filed with the San Bernardino County Clerk.
GENERAL PLAN CONSISTENCY:
The City of Rialto General Plan establishes various guiding principles, goals, and objectives through which the City looks to improve the community and protect the quality of life for our residents. This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 3-11: Provide community facilities that adequately support established programs, can accommodate future needs, and are accessible to all members of the community.
LEGAL REVIEW:
The City Attorney’s Office has reviewed and approved this staff report.
FINANCIAL IMPACT:
Operating Budget Impact:
There is no impact to the Operating Budget.
Capital Improvement Budget Impact:
The Contract Change Order Request in the amount of $175,670 to BOA Architecture for professional architectural services for the design of the One-Stop Shop Project will be funded by Account No. 33007302-53001-240807-01.
In addition, there is an expected amount of $2,760,000 in funds available for the construction costs of the One-Stop Shop Project. The final amounts and funding sources will be presented to the City Council for approval when requesting authorization for the release of bids.
Licensing
Prior to the execution of the Contract Change Order Request, the vendor shall submit a business license application and pay a Business License tax at a rate of $254, as well as Administration and State Fees.