01-19-1993 - Architectural Services Contract for the New Fire Station #2 at Cortez Parki
City of West Covina
Memorandum
TO: City Manager and City Council
FROM: Patrick Glover
Building and Safety Director
SUBJECT: Architectural Services contract for the new Fire
Station No. 2 at Cortez Park.
AGENDA
ITEM NO.. G-la
DATE January 19, 1993
SUMMARY: During the last two months the Architectural selection
committee has been interviewing Architectural firms in an
effort to find the company which will provide the City with
the highest level of design services for the proposed new Fire
Station No. 2 at Cortez Park. The committee is
recommending the firm Gillis, Iler, and Clark, of Irvine,
California.
BACKGROUND
In 1954, the City established Fire Station No. 2 within a former horse barn. Since that time
West Covina's population has grown from 36,000 residents to over 98,000. This increase in
population has resulted in a significant increase in fire and medical aid calls. As a result of
this increase in calls, the City Council directed staff to undertake efforts to develop plans for
an upgraded and expanded Fire facility at the current location of Station 2.
During the Cortez Park Specific Plan Amendment Process the proposed development was
reviewed by the Human Services, Senior Citizens, and Planning Commissions. The City
Council approved this amendment at the City Council meeting on October 6, 1992.
The next step in the development process is to hire an architectural firm to provide design
services, plans, and specifications for the new fire facility.
DISCUSSION
In November of 1992, the Architectural Selection Committee, which consists of the Fire
Chief, a Fire Captain, the Planning Director, and the Building and Safety Director sent a
Request For Qualifications to 22 architectural design firms in Southern California.
The City received qualification submittals from fourteen architectural firms. The majority of
the fourteen firms had recent fire station design experience. The. Architectural Selection
Committee carefully reviewed all submittals and created a.list of five firms which they
believed would provide the best level of service to the City of West Covina.
In December the committee met with the .five top firms to discuss their past fire facility
projects, ideas for the West Covina project, and the cost of their design services. In
conjunction with this meeting each firm toured the site and was given a preliminary scope of
the project. The top five firms interviewed were:
- Aday Associates
- Claremont Environmental Design Group, Inc.
- Gillis, Iler, & Clark
- H. M. C.
- Wolff, Lang, Christopher. Architects, Inc.
After all five of the top firms had been reviewed by the Committee, it was determined that
the firm of Gillis, Iler, and Clark would provide the highest level of services to the City.
Prior to starting any negotiations with Gillis, Iler, and Clark, references were checked and
two of the fire stations that were designed by the firm were visited by a committee member
to get an idea of how the station worked.
January 12, 1993
Architectural Service Contract
Page 2
While the fee amount was not part of the basis for selection, it was important
to the committee that the firm selected be competitive in its price for services. The range of
fees for the top five firms varied from $115,000 to $162,000. The fee amount of Gillis,
Iler, and Clark, for complete design services is $133,000.
Complete design services include all architectural design services, (schematics, preliminary
planning, engineering, plans and specifications) and includes construction oversight for the
new Fire Station and new parking areas. It does not include preliminary survey work or soil
reports. After the preliminary plans have been prepared, the City Council will have an
opportunity to review and comment on the progress drawings with staff and the architect.
FISCAL IMPACT
Preliminary estimates on total project cost for the new Fire Station No. 2 range from $1.5 to
$1.75 million dollars. Funding for the project is being reviewed, and alternative financing
methods are under consideration. After additional project information is obtained, and
different financing options have been considered, staff will bring the fiscal impacts back to
City Council for review.
In addition to the $133,000 for the Architectural Design Contract, $12,000 is requested for
soil report, survey work, and contingencies not included in the design scope.
The $145,000 needed for design services is currently available in the Fire Station No. 2
account 161-320-3765-7500.
RECOMMENDATION
It is recommended that the City Council approve a Design Services Contract with Gillis, Iler,
and Clark, .of Irvine, California for the proposed Fire Station No. 2 and parking lot at, Cortez
Park for an amount not to exceed $133,000. It is also recommended'that an additional
amount, not to exceed $12,000, be approved to finance.the soil report, survey, and
contingencies. The total project design budget approved would be a maximum of $145,000.
atrick J. 'Glover
Building and Safety Director
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