Inter-Departmental Correspondence

Department of Public Works



June 15, 2010


June 22, 2010







Honorable Board of Supervisors


James C. Porter, Director of Public Works


On-Call Architectural Consulting Services for Public Works Projects



Adopt a resolution authorizing the President of the Board to execute agreements with five “on-call architect firms”: (1) DES Architects+Engineers, Inc., (2) Brewer Fraser Holland Lotito, Architects, (3) Hibser Yamauchi Architects, (4) PHD Architects, and (5) HOK Architects, to provide architectural professional services effective July 1, 2010 to June 30, 2013, for a maximum aggregate amount of $1,500,000 ($300,000 per agreement).



The Department of Public Works has previously entered into a group of agreements with “on-call engineering firms” to provide consulting services on “as needed” basis. The “on call” professional service process has worked well, and has expedited and facilitated a variety of County public work projects. Therefore, we are now proposing agreements with “on-call architects.” The Department of Public Works conducted a Request for Proposals (RFP) to select consultants for the On-Call Architectural Professional Services Agreements. The Request for Proposals Process Matrix describing the process and selected firms is attached as Exhibit “A”.



Proposals were solicited from architectural firms by direct mail and through advertising on the Public Works website. Representatives from the Department of Public Works participated on the selection committee that reviewed the qualifications of twenty-two (22) firms submitting proposals. Based on that review, the selection committee determined that five firms: (1) DES Architects+Engineers, Inc., (2) Brewer Fraser Holland Lotito, Architects, (3) Hibser Yamauchi Architects, (4) PHD Architects, and (5) HOK Architects were best able to meet the County’s needs, and should be retained to provide on call professional architectural consulting services on as as-needed basis.


It is anticipated that an additional number of construction and remodel projects may need to be performed within the next three years. The Department does not have in-house architectural expertise and relies on consultants to provide this service.


By executing the agreements, the Department will have the ability to utilize the Consultants’ expertise in designing and planning construction related projects, which includes completing tasks, such as preliminary studies, alternative design studies, specific designs, environmental assessment, and permitting.


The Department will issue Task Orders including the scope of work and a not-to-exceed amount to the Consultant. The not-to-exceed amount for the individual Task Orders will vary; however, the cumulative sum of the Task Orders will not exceed the maximum amount of the Agreement. Any increase above the limit of the Agreement would be brought back to your Board for approval.


The terms for these five agreements will be for three (3) years, from July 1, 2010 through June 30, 2013.


County Counsel had reviewed and approved the resolution and agreements as to form.


Executing On-Call Architectural Services agreements contributes to Shared Vision 2025 outcome of Collaborative Community by reducing the cost and time required to execute major construction and renovation projects throughout all county facilities.


Performance Measure(s):


FY 2009-10 Actual

FY 2010-11 Projected

Percent of funded facilities / capital projects managed by Public Works project management staff completed on time and within budget





A not-to-exceed fee will be established for each approved project that the firms are assigned, and will be based on a detailed scope of work. The total of the fees for all approved projects will not exceed the maximum amount of $300,000 per contract, or an aggregate of $1,500,000 for all five contracts.


The cost of these contracts will be paid for out of the budgets for the individual projects that are assigned to the contractor. These projects are generally funded by the Capital Projects Fund, or by the individual departments that are requesting the project.



Exhibit “A”.