To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz-Director, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
New County Government Center - Architectural & Engineering Agreement
End
Recommended Action:
Recommended action
A) Delegate authority to the Director of the Department of Public Infrastructure (“SPI”) to execute a professional services agreement (“Agreement”) with ZGF Architects LLP for architectural and engineering services for the new County Government Center project (“CGC”), for $12,996,945, in form approved by County Counsel.
B) Delegate authority to the SPI Director to execute task orders for any additional services under the subject contract and as needed for the project, subject to availability of funding.
end
Executive Summary:
This item provides updated project information regarding the selection of the Architectural and Engineering firm for the new CGC and seeks Board’s direction to delegate authority to the Director of SPI to execute the Agreement with ZGF Architects LLP, the recommended firm. ZGF would be authorized to perform research, conceptual and partial schematic design work to obtain a level of design sufficient for reliable cost estimation and detail that would be brought to your Board for review and approval to proceed forward with the project.
The recommended $12,996,945 architect professional services agreement is within the project estimate of 7% of estimated construction costs included in the 7/23/2024 CGC Board update.
Discussion:
On January 31, 2023, the Board considered and approved certain actions for the CGC, including:
• Using the existing County Administration Center site as the location for the CGC, for purposes of conducting further analysis and other pre-project planning, feasibility, and development plan efforts, and conducting environmental review.
• Conceptual approval of a phasing approach and configuration of the new County Government Center.
• Approval of 170 square feet per full-time employee as the general space standard.
• Receipt of a financing update and directing staff to investigate funding options.
• Directing staff to issue Requests for Proposals for any needed pre- development services including all consultant services for environmental studies, land use entitlements, and preparation of plans and specifications.
On July 23, 2024, the Board considered and approved certain actions for the CGC, including:
• Select the preferred alternative of either one or two buildings for the CGC.
• Add a residential/mixed-use development to the scope of the project description for environmental review, along with the CGC.
• Direct staff to proceed with the required California Environmental Quality Act (CEQA) review and pre-construction design work.
On April 11, 2024, SPI staff invited submittals of “Statements of Qualifications” (“SOQ”) from highly-qualified architectural and engineering firms interested in contracting with the County to provide architectural and engineering services for the CGC, the Emergency Coordination Center (“ECC”) and all on-site and off-site infrastructure, together, with all responses due by June 6, 2024. A total of 18 architectural firms submitted SOQs, which were subsequently reviewed and scored by a panel of SPI staff.
Architectural and engineering (“A&E”) firms with the nine (9) top-scoring SOQs were subsequently invited by the County to submit proposals for architectural and engineering services for the CGC. All nine of the short-listed A&E firms timely responded with a proposal by the September 16, 2024, due date.
Proposals for architectural and engineering services for the CGC were reviewed and scored by a panel of four County staff from Public Infrastructure and the Agricultural Commissioner. Five architectural and engineering firms with the top scoring proposals were invited to interview with the same County staff panel during the week of October 21 -25, resulting in ZGF Architects LLP, in partnership with COAR Design Group (“ZGF”), chosen as the best firm to provide architecture and engineering services to the County in the development of the CGC.
The architect selected will be asked to:
• Enter into a professional services agreement acceptable to the County that will include a requirement that the respondent comply with Sonoma County’s Living Wage ordinance. See attached Exhibit A.
• Serve as the County’s professional architectural consultant in all phases of the CGC project: to assist the County by verifying and developing the architectural design program for the new CGC. ZGF will review and validate the major functional elements, space requirements and relationships between the functional elements, requirements within each space (environmental, acoustical, lighting, electrical, communications, cabinetry, security, etc.), site development and landscape requirements, applicable code and regulatory requirements, aesthetics and other special considerations relevant to the new CGC.
• Provide architectural and engineering services including structural, mechanical, plumbing, fire protection, security system and electrical engineering services and other authorized special services (acoustical, audio-visual, elevator, and landscape design, etc.) appropriate for the new CGC.
• Interface with the various County user groups and other agencies as required to integrate ideas and feedback, as well as potentially participating in community presentations to ensure the County plans align with the design and construction of the new CGC to meet the County’s current and future space needs.
• Assist the County’s selection committee in the process to procure the Construction Manager at Risk (“CMAR”) for the CGC. Work closely with the CMAR to provide cost estimates, budgeting, constructability reviews and bid package assistance throughout the entire design phase of the new CGC project.
• Adhere to all applicable local, County, State, and Federal codes and regulations, including applicable Building Codes, Life Safety Codes, and the Americans with Disabilities Act.
The County may separately evaluate potential engineering and other specialty sub-consultants as part of the proposal process and will retain flexibility regarding the selection of sub consultants and the composition of the final architectural team.
The scope of architectural and engineering services will be delivered in two (2) phases:
• Phase One will consist of all services required for conceptual and partial schematic design to sufficiently define the Project for Board of Supervisors review and approval, and for the Construction Management at Risk (“CMAR”) contractor to estimate the cost of the CGC at a high confidence level The anticipated completion date of Phase One is 2nd or 3rd quarter in calendar year 2025. The budget for the Phase One services, including the architect, engineers, various consultants and reimbursables is $2,000,000.
• Phase Two will consist of all services required to complete the CGC following Phase One through construction and occupancy. While funding has been identified, Board approval is required to appropriate funds for the second phase of work. Phase Two consists of the completion of schematic design, design development, construction drawings, permitting, and construction administration. Phase Two will not begin until your Board approves the project costs and conceptual design following Phase One activities. If approved, Phase Two would be initiated for the third quarter of calendar year 2025 and is estimated to continue through the third quarter of calendar year 2028. The agreement’s Phase Two services is $10,996,945.
Description of the County Government Center Project
As approved by the Board on July 23, 2024, the CGC will be located on the existing County Administration Center property, and is intended to be approximately 200,000 gross square feet with five or six above-grade levels. The CGC will be designed to accommodate offices and workspace for approximately 800 employees plus the Board of Supervisors’ public hearing chamber.
Parking to support the CGC will be surface-level designed to eventually incorporate solar canopies, creating a micro-grid for renewable energy production in a future phase. The parking areas will be located directly west of the CGC on parcels where the County Administration and Fiscal buildings currently are situated. (Please see attached Exhibit B - Site Location Map.)
The CGC will be developed such that no employees will be displaced during construction. Existing buildings will be demolished after employees have transferred to the CGC.
The County will be using a Construction Manager at Risk delivery method for the CGC project.
For planning and costing purposes, the anticipated start of design will commence immediately early January 2025 with a target for moving in mid/late 2028.
Strategic Plan:
N/A
Prior Board Actions:
07/23/24 - Approved the existing County Administration Center site as the location for the CGC, and conceptual approval of a phasing approach and configuration of the CGC.
01/31/23 - Approved Endorsement of potential Project Options for further Analysis, Planning, and Development Consideration.
Fiscal Summary
|
|
FY 24-25 Adopted |
FY25-26 Projected |
FY 26-27 Projected |
|
Expenditures |
|
|
|
|
Budgeted Expenses |
$2,000,000 |
|
|
|
Additional Appropriation Requested |
|
$8,000,000 |
$2,900,000 |
|
Total Expenditures |
$2,000,000 |
$8,000,000 |
$2,900,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$2,000,000 |
$8,000,000 |
$2,900,000 |
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance - Discretionary General Fund |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$2,000,000 |
$8,000,000 |
$2,900,000 |
Narrative Explanation of Fiscal Impacts:
Funding for the Agreement will be provided by the County Modernization fund that currently has a FY 24-25 projected ending fund balance of $80 million. Appropriations for Phase One services of this contract are available in the Capital Projects County Government Center Development Phase 1A (21122-40103100-54405) Adopted Budget. Additional appropriations for Phase Two services, will be included in future Recommended Capital Project budgets.
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1 - A&E Services Proposal Template Exhibit A - Professional Services Agreement
Attachment 2 - A&E Services Proposal Template Exhibit B - Site Location Map
Attachment 3 - ZGF Architects LLP Proposal Cost Breakdown
Related Items “On File” with the Clerk of the Board:
None