AGENDA BOARD OF PUBLIC WORKS MONDAY, APRIL 9, :00 AM

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1 AGENDA BOARD OF PUBLIC WORKS MONDAY, APRIL 9, :00 AM Edward R. Roybal BPW Session Room Room 350 City Hall 200 North Spring Street Los Angeles, California Members: Kevin James, President Heather Marie Repenning, Vice President Michael R. Davis, Pres. Pro-Tem Joel F. Jacinto Aura Garcia (Dr. Fernando Campos, Executive Officer ) Click here for the entire agenda packet / documents Agenda, related board reports and attachments are available on-line at the BPW website at: or via link below. BPW meetings can be listened to by dialing: CITY (Metro), (Valley), CITY (Westside), CITY (San Pedro Area); or Live audio on-line at As a covered entity under Title II of the Americans with Disabilities Act, the City of Los Angeles does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its programs, services and activities. Assistive listening devices are available at the meeting; upon advance notice, other accommodations, such as sign language interpretation, and translation services can be provided. Contact the Executive Officer's office at TDD available at Written material supporting agenda items can be reviewed prior to each Board meeting at the public counter, 200 North Spring Street Room 355, between the hours of 8:00 a.m. and 4:00 p.m. Board of Public Works Meeting - April 9, PAGE 1

2 PUBLIC INPUT AT BOARD MEETINGS: An opportunity for the public to address the Board on public interest items will be provided for up to two (2) minutes per person for a cumulative total of twenty (20) minutes. Testimony shall be limited in content to matters which are within the subject matter jurisdiction of the Board. The Board may not take any action on matters discussed during the public comment period. The Board will also provide an opportunity for the public to address the Board on agenda items before or during consideration of the item for up to two (2) minutes per person for a cumulative total of up to ten (10) minutes. Members of the public who wish to speak under public comments or on any item are required to complete a speaker card for each item they wish to address, and present the completed card(s) to the Executive Officer prior to the time the item is announced by the Chair. Speaker cards are available at the back of the Board Hearing Room. Failure to submit the speaker card in a timely manner may preclude a member of the public from speaking during the subject comment period. VOTING AND DISPOSITION OF ITEMS - Items require a majority vote of the entire membership of the Board (3 votes) for approval. Any member of the Board may move to "reconsider" any vote on any item on the agenda, except to adjourn, suspend the Rules, or where an intervening event has deprived the Board of jurisdiction, providing that said member originally voted on the prevailing side of the item. The motion to "reconsider" shall only be in order once during the meeting, and once during the next regular meeting. The member requesting reconsideration shall identify for all members present the Agenda number, meeting date and subject matter previously voted upon. A motion to reconsider is not debatable and shall require an affirmative vote of three members of the Board. The Board rules provide that all items adopted by the Board will not be distributed or presented to the Mayor, or other designated office, until the adjournment of the regular Board meeting following the date of the Board action. A motion to send an item "forthwith", if adopted by three (3) votes, suspends these rules and requires the Board Secretariat to forward the matter to the Mayor, or other office, without delay. Board of Public Works Meeting - April 9, PAGE 2

3 PUBLIC COMMENTS: Board will hear public testimony on non-agenda items under the Board's Jurisdiction NEIGHBORHOOD COUNCIL COMMENTS Discussion with Neighborhood Council representatives on Neighborhood Council Resolutions or Community Impact Statements filed with the City Clerk which relate to any agenda item listed or being considered on this agenda for the Board of Public Works (LAAC , Ordinance ). APPROVAL OF THE MINUTES FROM WEDNESDAY, MARCH 14, 2018 COMMENDATORY RESOLUTIONS, INTRODUCTIONS AND PRESENTATIONS BUREAU OF ENGINEERING AGENDA ITEMS BPW (1) CD 10 TASK FOR SOLICITATION NO FSY ARCHITECTS, INC. - ARCHITECTURAL DESIGN FOR THE MANCHESTER JR. ARTS CENTER (MJAC)/VISION THEATRE PHASES 2, 3, AND 4 Recommending the Board: 1. AUTHORIZE the City Engineer to issue a revision to Task for Solicitation No. 105 to FSY, increasing the budget authority from $296,000 to $546,000 for architectural design. (W.O. NO. E170378B, C ) Board of Public Works Meeting - April 9, PAGE 3

4 JOINT REPORT(S) BPW (2) BCA + BOE CD 4 MOTION(S) CONTRACT ACCEPTANCE - LOS ANGELES GLENDALE WATER RECLAMATION PLANT - TERTIARY TREATMENT NITRIFICATION/DENITRIFICATION (LAG NDEN) BLOWER INSTALLATION (CIP-4151) Recommending the Board: 1. ACCEPT this contract; 2. ASSESS Murray Plumbing & Heating Corp. dba Murray Company with a penalty in the amount of $3,000 for the unauthorized subcontractor substitution of one-bid listed subcontractor; and 3. INSTRUCT the Director, Office of Accounting, to disencumber the recommended City penalty in the amount of $3,000 from the project fund. (W.O. SZL11182) BPW (3) SUBCONTRACTOR SUBSTITUTION - FIRST STREET VIADUCT OVER GLENDALE BOULEVARD PROJECT (BRIDGE NO. 53C- 0045) FEDERAL PROJECT NO. BHLS-5006(170) Recommending the Board: 1. CONCUR with the action of Commissioner Davis approving the request of Steve P. Rados, Inc. for the subcontractor substitution of Foothill Drilling, Inc. with Griffin Contract Dewatering, LLC to develop, install, and maintain dewatering well casing and piping system for the First Street Viaduct Over Glendale Boulevard Project. (W.O. E700001F) BPW - April 9, 2018 Board of Public Works Meeting - April 9, PAGE 4

5 *** END *** Board of Public Works Meeting - April 9, PAGE 5

6 AGENDA ITEM (1) BPW CD 10 TASK FOR SOLICITATION NO FSY ARCHITECTS, INC. - ARCHITECTURAL DESIGN FOR THE MANCHESTER JR. ARTS CENTER (MJAC)/VISION THEATRE PHASES 2, 3, AND 4 Recommending the Board: 1. AUTHORIZE the City Engineer to issue a revision to Task for Solicitation No. 105 to FSY, increasing the budget authority from $296,000 to $546,000 for architectural design. (W.O. NO. E170378B, C ) ATTACHMENTS: Description BOE 1 BOE 1 TR1 BOE 1 TR2 BOE 1 TR3 BOE 1 TR4 Board of Public Works Meeting - April 9, PAGE 6

7 Department of Public Works Bureau of Engineering Report No. 1 April 9, 2018 CD No. 10 REQUEST FOR AUTHORITY TO REVISE THE TASK FOR SOLICITATION NO. 105 TO FSY ARCHITECTS, INC. (FSY), CONTRACT NO. C , FOR ARCHITECTURAL DESIGN SERVICES FOR THE MANCHESTER JR. ARTS CENTER (MJAC)/VISION THEATRE PHASES 2, 3, AND 4 - WORK ORDER NO. E170378B RECOMMENDATION Authorize the City Engineer to issue a revision to Task for Solicitation No. 105 to FSY, increasing the budget authority from $296,000 to $546,000 for architectural design. TRANSMITTALS 1. Copy of the Bureaus of Engineering (BOE) and Contract Administration (BCA) Joint Report No. 2, adopted on February 9, 2004, approving the original Pre-Qualified On-Call (PQOC) Architectural Consultants List. 2. Copy of the BOE Report No. 1, adopted on July 25, 2005, approving the request for authority to issue a Notice-of-Award to FSY to provide architectural services. 3. Copy of the BOE Report No. 1, adopted on November 25, 2013, approving the request to issue a sole source Task Order Solicitation (TOS) to FSY for Phase Copy of the BOE and the BCA Joint Report No. 1, adopted on March 23, 2016, approving the execution of Amendment No. 3 to Contract No. C with FSY for the PQOC Architectural Consultants for Various Municipal Facilities Projects. DISCUSSION Background The MJAC/Vision Theatre project, located at 3341 W. 43rd Place, Los Angeles, CA 90008, is within the Empowerment Congress Southeast Area Neighborhood District Council. The project is funded by Proposition K, a Community Development Block Grant, the California Cultural Historic Endowment, and City General Funds. The original MJAC/Vision Theater project was approved by Proposition K - Los Angeles for Kids Steering Committee on September 20, Phase I included the construction of the Manchester Youth Arts Center, construction on the second floor of the Vision Theater, a new elevator, plus American Disability Act (ADA), seismic, fire-life safety, and other code compliance work as required. Phase II will expand the theater stage, and add various spaces and amenities to the theater space to create a full service facility for live theater and other presentations. With the approval of the Proposition K Steering Committee, the MJAC/Vision Theater project original scope was modified and subsequently divided into five phases (Phases 1A and 1B, 2, 3, and 4): Board of Public Works Meeting - April 9, PAGE 7

8 Report No. 1 Page 2 Phase 1A/1B - Completed restoration of historical lobby and entrance vestibule, including the addition of a new elevator and the renovation of public restrooms and stairs; completed MJAC on the second floor above the lobby including public restrooms for students; upgraded mechanical/electrical systems in the audience chamber. It also completed the restoration and renovation of the theater marquee and sign tower at the exterior and mechanical/electrical upgrades. Phase 2 will complete the historical renovation of the audience chamber, including platform seating, control room, ADA access/egress to/from the audience chamber, the restoration of the historical ceiling in the audience chamber of the theater, installation of audio/video, theatrical lighting, theatrical rigging and house lighting as it relates to the audience chamber and will complete the orchestra pit in the audience chamber. Phase 3 will build stage, fly-loft superstructure (framing), a basement under the stage including green room/dressing rooms/trap room, and backstage support spaces, as well as a loading/receiving dock, quick change area, and offices. Phase 4 will complete the fly-loft articulation, basement tenant improvement, acoustical enhancement system, production drapery and rigging, audio system, house lighting systems/controls, audio visual control systems, control booth equipment, lighting distribution system, theatrical light fixtures, lounge tenant improvements, and backstage second floor tenant improvements. At the project s inception, three Local Volunteer Neighborhood Oversight Committee meetings were held as required by Proposition K. The project required environmental review under the California Environmental Quality Act and the National Environmental Policy Act. The Final Environmental Assessment/Mitigated Negative Declaration was approved on June 29, The property was also determined to be eligible for listing on the National Register of Historical Places. On March 3, 2005, a Request for Proposal for architectural design services was issued to the BOE s PQOC list of architectural consultants (Transmittal No. 1). Three consultants responded to the request, and the firm of FSY, Contract No. C was selected and issued a Notice of Award (Transmittal No. 2). Subsequently, nine Notices-to-Proceed letters were issued for a total amount of $2,474,250 to FSY for the architectural programming, schematic design, design development, preparation of the construction document for the entire five phases, and construction support for Phases 1A and 1B. The preparation of construction documents for Phase 4 was sole sourced on November 25, (Transmittal No. 3). On January 31, 2011, Phases 1A and 1B of the project were awarded for construction by the Board of Public Works (Board) to a general contractor, Ford EC, Inc. in the amount of $4,493,380 including contingency. The construction of these two phases is complete with a final construction cost of $5,074,537. Board of Public Works Meeting - April 9, PAGE 8

9 Department of Public Works Bureau of Engineering Report No. 1 April 9, 2018 Page 3 A contract amendment for FSY to extend the contract term to allow sufficient time to complete the Vision Theatre project was approved by the Board on March 23, 2016 (Transmittal No. 4), and adopted by the City Council on November 2, The amended contract has no fixed dollar amount. It will expire on March 22, With the approved amendment, the City of Los Angeles (City) project team (Council district staff, the Department of Cultural Affairs, the BOE and FSY) have agreed to go forward with the additional services to complete the MJAC/Vision Theatre Phases 2, 3, and 4. The Board awarded the construction contract for Phases 2, 3, and 4 on February 5, The project experienced about 18 months of delay due to a property acquisition that took longer time than anticipated. During this time, the building code was revised and the approved soil report expired before the design was completed. The Department of Building and Safety required a new soil report, which meant new soil borings. Among other findings, including required structural redesign due to the new building code, it was determined that the Vision Theatre building is now located in a Liquefaction Zone. This required an extensive building foundation redesign, and a shoring design to protect nearby properties. The increase in the consultant budget will pay for design activities which have been completed in order to award the project for construction, and as well as future services during construction. Minority Business Enterprise/Women Business Enterprise/Other Business Enterprise (//) Subcontractor Outreach Program The revised TOS continues to be subject to the // Subcontractor Outreach Program requirements. The City previously set anticipated participation levels of 12 percent and 2 percent for / participation, respectively. For this highly specialized TOS, FSY pledged an participation level 6.63 percent and a participation level of 4.05 percent. For the revised Task and previous changes made under initial authority, the participation is 4.93 percent and the participation is 8.93 percent. It should be noteworthy that FSY is itself is an firm. For the revised Task, the following, and firms are proposed to be utilized by the consultant: Gender/Ethnicity Codes: AA = African American APA = Asian Pacific American NA = Native American M = Male HA = Hispanic American SAA = Subcontinent Asian American C = Caucasian F = Female Board of Public Works Meeting - April 9, PAGE 9

10 Report No. 1 Page 4 / / (%) of Base Task Subconsultants Gender/ Ethnicity Task Order ($) Amount Maroko/Shwe Building Engineers 3.85% $ 20,730 VCA Engineers 1.08% $ 5,800 ENA Group 7.20% $ 38,800 Yael Lir F/APA 1.73% $ 9,300 JK Design Group M/C 7.79% $ 41,950 Veneklasen & Associate M/C 6.28% $ 33,800 N.A. Cohen Group M/C 2.51% $ 13,500 O Connor Construction Management M/C 0.46% $ 2,500 Total Participation 4.93% $ 26,530 Total Participation 8.93% $ 48,100 Total Participation 17.04% $ 91,750 Subtotal Subconsultant Participation 30.90% $166,380 Prime Participation 69.10% $371,980 Initial Base Task % $538,360 Estimated Contingency $ 7,640 Total Revised Task Order Budget Authority $546,000 Contractor Performance Evaluation In accordance with Division 10, Chapter 1, Article 13 of the Los Angeles Administrative Code, the appropriate City personnel responsible for the quality control of this personal services contract shall submit Contractor Performance Evaluation Reports to the BCA, Special Research & Investigation Section upon termination of the contract. STATUS OF FUNDING $296,000 from Fund 424/22/22A709 was previously verified and approved by the Housing and Community Investment Department per Transmittal No. 3. Fund 298/50/50PTVT has been verified and approved by the signatory of the Director of the Board, Office of Accounting: Budget Fiscal Year Fund No. Appropriation Unit No. Original Amount Increase Total A709 $296,000 $ 0 $ 296, PTVT $ 0 $ 250,000 $ 250,000 Total $296,000 $ 250,000 $ 546,000 The City s liability under this contract shall only be to the extent of the present City appropriation to fund the contract. However, if the City shall appropriate funds for any succeeding years, the City s liability shall be extended to the extent of such appropriation, subject to the terms and conditions of the contract. Board of Public Works Meeting - April 9, PAGE 10

11 Department of Public Works Bureau of Engineering Report No. l April Page 5 ( MK RMK OW ) Report reviewed by: BOE (ADM) Report prepared by: Architectural Division Respectfully submitted, A Gary Lee Moore, PE, ENV SP City Engineer Mahmood Karimzadeh, AIA Principal Architect Phone No. (213) Statement as to Funds approved by:, Director MK/EM/ ARC.klc Questions regarding this report may be referred to: Ejike Mbaruguru, PE, Civil Engineer Phone No. (213) Ejike.Mbaruguru@lacity.org Board of Public Works Meeting - April 9, PAGE 11

12 * Department of Public Works Bureau of EQ. ll!,1f!ed!j..9. ontract Administration Joint Report No. 2 February 9, 2004 CD Nos. All, IS '1.MENJjEIJ-f ADOPTEOtJY THE BOARD OF PUBLIC WORKS OF THE CITY of Los An.9ele A California.. AND REFERRtO Tv TH MAYOR FEB r ta U ;4 ;, \ REQUEST FOR AUTHORITY TO EXECUTE PERSONAL SERVICES CONTRACTS WITH PRE-QUALIFIED 'A'OO-CALL ARCHITECTURAL CONSULTANTS RECOMMENDATIONS 1. Approve and forward this report with transmittals to the Mayor requesting that he approve and authorize the President or two Commissioners of the Board of Public Works (BPW) to execute the Personal Services Contracts between the City and the Pre-Qualified Architectural Consultants. The consultants will provide as-needed services for various Public Works Projects. The 15 Pre-Qualified Architectural Consultants are: Barton Phelps & Associates Fisher Sehgal Yanez Inc. John Friedman Alice Kimm Architects Kanner Architects Koning Eizenberg Architecture MDA Johnson Favaro Paul Murdoch Architects Perkins & Will Pleskow + Rael Pugh Scarpa Kodama Architecture R-2ARCH Rios Associates Ro To Architects, Inc. Sparano + Mooney Architecture Inc. Steven Fader Architect Board of Public Works Meeting - April 9, PAGE 12

13 Joint Report No. 2 Page 2 2. Notify Deborah Weintraub, Program Manager (213) , for the Bureau of Engineering (BOE) when the Contracts are ready to be executed by the Board. Five original sets of the Contract will be provided to the Secretary of the Board for signature. 3. Request the City Clerk to attest and certify the five original sets of the Personal Services Contracts. The City Clerk and your Board will each retain one original set and forward three original sets to the BOE. 4. Request that the Board randomly select the names of the pre-qualified consultants to create the initial Pre-Qualified Architectural Consultants List for use in future assignments of work. FISCAL IMPACT STATEMENT Because the proposed contracts are for as-needed services, the contracts do not have any financial impact on the City. The BOE will ensure that adequate funds are available to cover the costs for work on a specific project prior to requesting proposals from the firms for specific projects. TRANSMITTALS 1. One copy of the Board Report, adopted on April 18, 2003, authorizing advertisement of the Request for Qualifications (RFQ). 2. One copy of the Request for Statements Qualifications for the Pre-Qualified Architectural Consultants List. 3. One copy of the Statement of Qualifications as submitted by each firm selected for the Pre-Qualified Architectural Consultants List. 4. One copy of the revised letter, dated, January 22, 2003, from the Office of Contract Compliance (OCC) on their review and recommendations of the consultant's Minority Business Enterprise/Women-owned Business Enterprise/Other Business Enterprise (//) participation and Good Faith Effort. 5. One copy of electronically mailed letter dated December 30, 2003 from SPF Architects to the OCC. 6. One master copy of the Personal Services Contract between the City and the listed firms for Pre-Qualified Architectural Consultant Services. 7. One copy of the Master RFQ/Request for Proposal Contract Checklist, Items 1-14 completed. 8. One copy of the Personal Services Contracting Process Checklist, Items 1-9 completed. Board of Public Works Meeting - April 9, PAGE 13

14 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 2 February 9, 2004 Page 3 DISCUSSION Background On April 18, 2003, (Transmittal No. 1) the BPW authorized the City Engineer to advertise and issue an RFQ {Transmittal No. 2) to provide architectural services, on a pre-qualified, as needed, basis. The City Engineer was also authorized to negotiate a Personal Services Contract with each of the selected consultant firms. The required Notice of Intent to Contract has been filed with the City Administrative Office (CAO). The employee unions were notified of the BOE's intent to contract. A Charter Section 1022 Determination was requested and received from the Personnel Department and the CAO making the determination that it was more feasible and cost effective to utilize consultants rather than City employees for this work. A letter of interest was sent to BOE's consultant list of Architectural and Engineering (A/E) firms. A Notice of the RFQ was placed in newspapers, sent to associations, and placed on websites. The RFQ and its attachments were uploaded to the Mayor's site for the Los Angeles Business Assistance Virtual Network (LA BAVN), where respondents downloaded the RFQ and attachments. Four hundred and fifty-two consultants downloaded the RFQ from the LA BAVN website and 70 consultants submitted their Statement of Qualifications (SOQ) on May, 30, 2003 (Transmittal No. 3 for selected firms). The SOQs were rated by a panel from the BOE based on the following criteria: A B C D E Architectural Consultant RFQ Selection Criteria Municipal Facilities Program Maximum Evaluation Criteria Score Architectural consultant' record of design excellence, and their ability to provide outstanding work for a typical project as described in this RFQ. 35 The experience of the firm's project architects and their ability to lead a consultant team for likely projects. 20 Experience in implementing sustainable design objectives and in completing the requirements of the Leadership in Energy and Environmental Design (LEED) assessment protocol. 20 Ability of the consultant and proposed sub-consultants to provide the resources to perform the services within tight schedules. 20 Experience working with public agencies and community groups and coordinating community outreach. 5 Maximum Score 100 Board of Public Works Meeting - April 9, PAGE 14

15 Joint Report No. 2 Page 4 F G H I J Compliance Information Criteria Compliance with // Subconsultant Outreach Program requirements. Compliance with the City's Affirmative Action and Equal Employment Opportunity Requirements for Non-Construction Contracts. Compliance with Living Wage Ordinance. Compliance with Equal Benefits Ordinance. Compliance with Mandatory City Policies and Ordinances: Childcare, Americans with Disabilities Act, Service Contractor Worker Retention Ordinance, Child Support Ordinance, and the Contractor Responsibility Ordinance. Pass/Fail Pass/Fail Pass/Fail Pass/Fail Pass/Fail An initial short list of Pre-Qualified Architectural Consultants was selected. The short listed consultants were interviewed and given an opportunity to present their firms' qualifications. Interviews were held between July 7, 2003 and July 16, Based upon a combined ranking of the SOQ and the interview, another short list of 15 and two alternates of the most qualified architectural consultants was prepared. Staff briefed the BPW Commissioners before contract negotiations began. On December 9, 2003, BOE received a letter from OCC on their initial review and recommendations of the consultant's // participation and Good Faith Effort. BOE staff completed contract negotiations on December 12, A revised letter from OCC was received January 22, 2004 (Transmittal No. 4 ). The initial short list was comprised of the aforementioned 15 firms and SPF: Architects. Staff has determined that SPF: Architects, the 16 th selected firm, received a score of 64 of 100 GFE points and therefore failed to pass their Good Faith Effort Evaluation. Although they submitted some clarification, it was not sufficient to achieve a passing score, and it is recommended that SPF: Architects be deemed non-responsive. SPF: Architects submitted a letter dated and received December 30, 2003, to the OCC (Transmittal No. 5), to protest the evaluation of SPF: Architect's Good Faith Effort Documentation. The letter protests their failure of Indicator No. 9. The following is a summary of staffs review of the documentation submitted: Ind. 9 - Negotiated in Good Faith The requirements include a) copies of all potential subconsultant letters of intent received; b) a summary sheet organized by work area, listing the Loi's received, and the reason for selection/non-selection of the potential subconsultants. SPF:architects failed to include this documentation with their Good Faith Effort. Since SPF:architects indicated to OCC that their Schedule "A" was in fact their summary sheet listing all subconsultants who submitted Loi's, OCC allowed SPF:architects to subsequently submit all Loi's received and the corresponding summary sheet. However, upon review of these documents, staff found that 20 of the 40 Loi's submitted were excluded from the Schedule "A" list, and that 9 of the 29 Loi's listed on their revised Schedule "A" were not submitted. Board of Public Works Meeting - April 9, PAGE 15

16 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 2 February 9, 2004 Page 5 The letter from SPF: Architects summarizes the Good Faith Effort documentation that had been previously submitted, but fails to sufficiently address the lack of requirements within this documentation. Therefore, it is recommended the letter be received and filed. All Pre-Qualified Architectural Consultants signed the Personal Services Contract (Transmittal No. 6) by December 12, The City Attorney has approved the Contract as to form. Compliance with Board of Public Works Policy The Board's personal services contracting policies have been followed. (Transmittal Nos. 7 and 8) All participants in this program are subject to compliance with the requirements specified in the City of Los Angeles' Contractor Responsibility Ordinance No , (Article 14, Chapter 1, Division 10, Los Angeles Administrative Code (LA.AC.). Failure to comply with all requirements specified in the Ordinance will render the consultant's contract subject to termination pursuant to the conditions therein. In accordance with Article 13, Chapter 1, Division 10, L.A.A.C., the appropriate City personnel responsible for the quality control of this personal services contract shall submit Contractor Performance Evaluation Reports to the CAO upon completion of the Contract. The pre-qualified consultants will comply with the requirements of the Equal Benefits Ordinance, the Service Contractor Worker Retention Ordinance, the Living Wage Ordinance, all Child Support Obligations, Child Care Policy, the Americans with Disabilities Act, and the // Subcontractor Outreach Program. The City has set anticipated participation levels of 12 percent and 2 percent for project task orders over $100,000 based upon the potential scopes of work which may be subcontracted. The / anticipated participation levels will not apply for project task orders under $100,000; however, consultants are still encouraged to utilize / subconsultants where feasible. Gender/Ethnicity Codes: AA= African American SAA= Subcontinent Asian American C= Caucasian M=Male HA= Hispanic American APA=Asian Pacific American NA= Native American F=Female Board of Public Works Meeting - April 9, PAGE 16

17 Joint Report No. 2 Page 6 Subconsultants for Barton Phelps & Associates Architects & Planners //08 Potential Subconsultants Gender/Ethnicity E Calvin R. Abe & Associates, Inc. Chew Specifications CMS Consultants Construction Cost Consultants F/SAA / Delon Hampton & Associates, Chartered M/AA Englekirk & Sabol Consulting Structural Enqineers Katherine Spitz & Associates, Inc. M-E Enoineers, lnc./havakawa Associates, Inc. Melendrez Babalas Associates dba Melendrez Desiqn Partners Mia Lehrer & Associates, Inc. F/HA / Gray Gamwell Cop dba Project & Cost Manaqement F/APA / The R.E.M. Enqineerinq Co., Inc. M/AA Saiful/Bouquet Consulting Structural Engineers, Inc. M/SAA William K. Koh & Associates Wong Hobach Lau, Consulting Engineers dba WHL Consulting Engineers Davis Langdon Adamson!i j; 'fli Eileen Kopelson, AIA, CCS ' >', McKay Conant Brook, Inc.. i t.,,,,,, Nabih Youssef & Associates ' ja';;i' Paller-Roberts Enqineerinq, Inc.,,, ; :'; Thorburn Associates, Inc. Greenworks I... 1,1,fl,, Storms & Lowe Consulting Engineers it :; C 1' Subconsultants for Fisher Sehgal Yanez Inc. (FSY) Potential Subconsultants Gender/Ethnicity // Calvin R. Abe & Associates, Inc. Electrical Building Systems, Inc. JCE Structural Engineering Group, Inc. Katherine Spitz & Associates, Inc. MDC Engineers, LLC Melendrez Babalas Associates dba Melendrez Design Partners O'Connor Construction Management, Inc. Takahashi Associates Board of Public Works Meeting - April 9, PAGE 17

18 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 2 February 9, 2004 Page 7 VSA & Associates, Inc. William J. Yang & Associates ENA Group Merit Engineering, Inc. Mollenhauer Group V&M Electrical Engineering Hanscomb Faithful & Gould Henrikson Owen & Associates : ' ; 0 ;,.,,. M/SAA... ;;;, ;'=;"' c. ;:.,';':; ; ', ' : ';',, :,i!-l'f. ' Subconsultants for John Friedman Alice Kimm Architects, Inc. Potential Subconsultants Gender/Ethnicity M/AA Construction Specifications Service Gonzales, Suarez & Associates, Inc. Maroko & Shwe, Inc. Mia Lehrer & Associates P.A. Arca Engineering, Inc. William K. Koh & Associates Han Engineering, Inc.. ; F/HA ''' < I :m. ';.., John M. Cruikshank Consultants, Inc. (JMC2 Consultants) i John Carter, CSI :3/.. Orange Street Studio I Pacific Engineers Group '"' Rider Hunt Levett & Bailey, Ltd. I,' -,',,,,,,, r;:e,.::. Ronald Fedman Associates, Inc. :0, Subconsultants for Kanner Architects Potential Subconsultants Gender/Ethnicity MHI Miyamoto Structural Engineers Englekirk & Sabol Consulting Structural Engineers, Inc. JCE Structural Enqineering Group, Inc. Ming YanQ Yeh & Associates, Inc. VLG Enoineerina E.W. Moon, Inc. M/AA TMAD Engineers M/SAA Creative International Design Group, Corp. dba Creative Engineering Group M ssev Mechanical M/AA SCV Electric, Inc. dba Santa Clarity Valley Electric // // Board of Public Works Meeting - April 9, PAGE 18

19 Joint Report No. 2 Page 8 D.D.I. Manaqement, Inc. AAA Electrical & Communications, Inc. dba AAA Property Services Acromedia Systems Incorporated Morrow-Meadows Corporation Ninvo & Moore Getter Engineering, Inc. dba Project Point Technical Services, Inc. Yau Associates Enqineering, Inc. RB Electric WBI Enerav Services, Inc. Lumas Air, Inc. Royal Service Air-Conditioning Corp. Melendrez Babalas Associates dba Melendrez Design Partners International Environmental Corporation Chew Specifications Gateway Science & Engineering, Inc. Panacea, Inc. Global Probe, Inc. AdvTech Environmental, Inc. Selbert Perkins Design Collaborative Sapphos Environmental, Inc. L.A. Design Group Parker-Resnick Structural Engineerina Nabih Youssef & Associates Reiss-Brown-Ekmekji, Inc. Hi-Tech Engineering Budlong & Associates, Inc. The Sullivan Partnership, Inc. Roshanian & Associates, Inc. Silver, Roth & Associates, Inc. V&M Electrical Engineering, Inc. G&W Consulting Electrical Engineers Horton Lees Brogden Lighting Design Storms & Lowe Consulting Engineers L.H. Hainal & Associates Consulting Engineers Troller Mayer Associates, LLP Ronald Fedman Associates, Inc. Veneklassen Associates M/AA F/APA M/AA / F/HA / F.ji'!ii -. > i1 1' i=t. ;c :}.,... - ""'' : ' :,,,. ; c: Subconsultants for Koning Eizenberg Architecture Potential Subconsultants Gender/Ethnicity // E.W. Moon, Inc. M/AA O'Connor Construction Management, Inc. Board of Public Works Meeting - April 9, PAGE 19

20 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 2 February 9, 2004 Page 9 Electrical Buildinq Systems, Inc. JCE Structural Enoineerinq Group, Inc. Gray Gamwell Cop dba Project & Cost Management Melendrez Babalas Associates dba Melendrez Design Partners Cornerstone Studios, Inc. Creative International Design Group, Corp. dba Creative Engineering Group CPK Consulting Engineers Diaz Consultants, Inc. dba Diaz Yourman & Associates Cultural Resource Management + Sector Group Five Architecture, LLC Selbert Perkins Design Collaborative MHI Miyamoto Structural Engineers Simon S. Wong & Associates, Inc. Nuvis Landscape Architecture MDC Engineers, LLC Wong Hobach Lau, Consulting Engineers dba WHL Consultinq Enqineers Delon Hampton & Associates, Chartered Storms & Lowe Consultinq Engineers Hanscomb Faithful & Gould Thorburn Associates, Inc. IBE Consulting Enaineers CTG Energerics, Inc. IA Interior Architects Kimlev-Horn and Associates, Inc. Pamela Burton & Company DRY Design, Inc. C.P. O'Halloran Associates, Inc. V&M Electrical Engineerina, Inc. KPFF Consultino Engineers i f F/APA F/APA M/SAA M/AA M/AA iiill.. ;;::;:,;: ill'{"; Ir""" y.,iii 5 1l \( ;;. I. t :I l ill :,. :,;;,. / / Subconsultants for MDA Johnson Favaro Potential Subconsultants Gender/Ethnicitv VSA & Associates, Inc. M/SAA Creative International Design Group, Corp. dba Creative Enaineering Group // Board of Public Works Meeting - April 9, PAGE 20

21 Joint Report No. 2 Page 10 Subconsultants for Paul Murdoch Architects Potential Subconsultants Gender/Ethnicity Ima Design Group, Inc. Englekirk & Sabol Consulting Structural Enqineers, Inc. Saiful/Bouquet Consulting Structural Enqineers, Inc. M/SAA Gotama Buildinq Engineers, Inc. F/APA Chew Specifications CMS Consultants Pamela Burton & Company I <'... RBA Partners, Inc. I '"}t>.. C"I2 >. C0y Sato & Boppana IBE Consulting Engineers... Kanwar & Associates s. C.P. O'Halloran Associates, Inc. ; Davis Langdon Adamson. Subconsultants for Perkins & Will Potential Subconsultants Gender/Ethnicity William J. Yanq & Associates Calpec Enqineerinq MDC Engineers, LLC // / // Board of Public Works Meeting - April 9, PAGE 21

22 Department of Public Works Bureau of Engineering Bureau of Contract Ad ministration Joint Report No. 2 February 9, 2004 Page 11 E.W. Moon, Inc. Melendrez Babalas Associates dba Melendrez Design Partners Saiful/Bouquet Consulting Structural Enoineers, Inc. MHI Miyamoto Structural Engineer$ d'autremont-helms & Associates, Inc. Tsuchiyama Kaino Sun & Carter Gotama Buildinq Enoineers, Inc. Ima Design Group, Inc. Calvin R. Abe & Associates, Inc. VSA & Associates, Inc. Historic Resources Group Chew Specifications Soltierra ME Incorporated Nabih Youssef & Associates lskander Associates, Inc. Jacobus & Yuang, Inc. Davis Langdon Adamson Martin Newson & Associates, LLC Schirmer Engineering Corporation Gage-Babcock & Associates Ed Takahashi Architectural Corporation Zinner Consultants '.:::"' M/M M/SM F/APA M/SM '' 11'. ' "*' ;. ;;;;,:; I!...,;; ;, I.;.: - 0;,,;c.. "., 2,, i: / Subconsultants for Pleskow & Rael, LLC Potential Subconsultants Gender/Ethnicity AVS Engineers, Inc. Cerami & Associates VSA & Associates M/SM Ashba Engineers Limited Gonzales, Suarez & Associates, Inc. Bevaz & Patel, Inc. M/SAA MetroPointe Enqineers, Inc. Construction Cost Consultants F/SM Summit Consulting & Engineering, Inc. F/HA Calpec Engineering Ballesteros & Associates //OB E / / Board of Public Works Meeting - April 9, PAGE 22

23 Joint Report No. 2 Page 12 Hercules Enqineering Systems CJ Seto Support Services Soltierra EIGER TechSystems, Inc. Selbert Perkins Design Collaborative Calvin R. Abe & Associates, Inc. Katherine Spitz Associates, Inc. Landmark Design Mia Lehrer & Associates Takahashi Associates d'autremont-helms & Associates, Inc. Global Tech Services Maroko & Shwe, Inc. William J. Yang & Associates Creative International Design Group, Corp. dba Creative EnQineerinQ Group Englekirk & Sabol Consulting Structural Engineers, Inc. Ming Yang Yeh & Associates, Inc. Saiful/Bouquet Consulting Structural EnQineers, Inc. Wong Hobach Lau, Consulting Engineers dba WHL Consulting Engineers Asahi Surveying, Inc. Robert Wada & Associates, Inc. Thorburn Associates, Inc. DRY Design, Inc. Storms & Lowe Consulting Engineers F/HA M/AA M/SAA / ) l:'.!jil... b1i:f".,. :.: 0;. i... ½;;,... Subconsultants for Pugh Scarpa Kodama Architecture Potential Subconsultants Gender/Ethnicity // Melendrez Babalas Associates dba Melendrez Design Partners Calvin R. Abe & Associates, Inc. Mia Lehrer & Associates F/HA / Asahi Surveying, Inc. William J. Yang & Associates M-E Engineers, lnc./hayakawa Associates, Inc. VSA & Associates, Inc. M/SAA O'Connor Construction ManaQement, Inc. >., DRY Design :,. Hanscomb Faithful & Gould \, : ;. Davis Langdon Adamson ' : > John M. Cruikshank Consultants, Inc. (JMC2.,,. _. _. Consultants), Board of Public Works Meeting - April 9, PAGE 23

24 Department of Public Works Bureau of Engineering Bureau of Contract Ad ministration Joint Report No. 2 February 9, 2004 Page 13 Subconsultants for R-2ARCH Architecture Potential Subconsultants Gender/Ethnicity Calpec Engineering E2 Consulting Engineers, Inc. M/SAA Englekirk & Sabol Consulting Structural Engineers, Inc. Creative International Design Group, Corp. dba Creative Engineering Group Innovative Engineering Group, Inc. JCE Structural EngineerinQ Group, Inc. Pina Structural Engineering VLG EnQineerinQ Dahl, Taylor & Associates, Inc. Ann Christoph Landscape Architect Katherine Spitz Associates, Inc. Melendrez Babalas Associates dba Melendrez DesiQn Partners Cultural Resource Management + Sector Group Five Architecture, LLC M/AA Design R&D Visionary Graphix M/AA Selbert Perkins Design Collaborative Storms & Lowe Consulting Engineers 'c Thorburn Associates, Inc. :r Subconsultants for Rios Associates, Inc.. Potential Subconsultants Gender/Ethnicity M-E EnQineers, Inc./ Hayakawa Associates, Inc. Graham Design MHI Miyamoto Structural Engineers Englekirk & Sabol Consulting Structural EnQineers, Inc. Waqner Enqineerinq & Survevinq, Inc. Summit Consulting & Engineerinq, Inc. AVS Engineers, Inc. MDC Engineers Katz Okitsu & Associates VSA & Associates M/SAA Gonzales, Suarez & Associates Electrical Building Systems, Inc. // // Board of Public Works Meeting - April 9, PAGE 24

25 Joint Report No. 2 Page 14 Hanscomb Faithful & Gould Subconsultants for RoTo Architects, Inc. Potential Subconsultants Gender/Ethnicity Melendrez Babalas Associates dba Melendrez Design Partners EARTHWORKS Construction & Design Barrio Planners, Inc. Dean Ryan Consultants & Designers, Inc. William J. Yang & Associates Englekirk & Sabol Consulting Structural Engineers, Inc. Ninyo & Moore Parker-Resnick Structural Engineering, Inc. < : Nabih Youssef & Associates. Davis Langdon Adamson :. Hanscomb Faithful & Gould f a.. KPFF Consulting Engineers m: Thorburn Associates, Inc. E ;. Storms & Lowe Consulting Engineers t!.;:![ Syska & Hennessy Group.. // Subconsultants for Sparano+Mooney Architecture, Inc. Potential Subconsultants Gender/Ethnicity // Maroko & Shwe, Inc. Global Tech Services M/AA Civil Trans, Inc. M/SAA Caloec Engineering Chew Specifications Withers & Sandgren Ltd. Calvin R. Abe & Associates, Inc. O'Connor Construction Management Englekirk & Sabol Consulting Structural Engineers, Inc. MHI Miyamoto Structural Engineers Storms & Lowe Consulting Engineers :,: " j Paller-Roberts Engineering, Inc. j Silver, Roth & Associates, Inc... Finish Hardware Technologies...,,. Board of Public Works Meeting - April 9, PAGE 25

26 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 2 February 9, 2004 Page 15 Purkiss-Rose-Rsi Capstone Planning & Control, Inc. Kurily Szymanski Tchirkow, Inc. Zinner Consultants Subconsultants for Steven Fader Architect Potential Subconsultants Gender/Ethnicity Englekirk & Sabol Consulting Structural Engineers, Inc. Arcon Structural Engineers, Inc. KMN Structural Engineering, Inc. M/SAA MHI Miyamoto Structural Engineers JCE Structural Engineering Group, Inc. William J. Yang & Associates Creative International Design Group, Corp. dba Creative Engineering Group Maroko & Shwe, Inc. MDC Engineers, Inc. Dahl, Taylor & Associates, Inc. Kim, Casey & Harase, Inc. TMAD Engineers M/SAA Virginkar & Associates, Inc. M/SAA Lopez Engineering, Inc. Melendrez Babalas Associates dba Melendrez Design Partners Ann Christoph Landscape Architect Kobata Associates, Inc. Nuvis Landscape Architecture Civil Trans, Inc. M/SAA Century Diversified, Inc. MetroPointe Engineers, Inc. CMS Consultants Chew Specifications Construction Specifications Service M/AA Parker-Resnick Structural Engineering, Inc. ' // Board of Public Works Meeting - April 9, PAGE 26

27 Joint Report No. 2 Page 16 Lee & Lee Structural Engineering, Inc. C.M. Peck Consulting Brian L. Cochran Associates, Inc. Nabih Youssef & Associates G&W Consulting Electrical Engineers Taylor & Associates Pamela Burton & Company On-Line Engineering Mollenhauer Group RBA Partners, Inc. KPFF Consulting Engineers SOS Structural Design Solutions, Inc. William M. Peck Consulting Structural Engineers Khalifah & Associates, Inc. Storms & Lowe Consulting Engineers The Sullivan Partnership, Inc. Donald F. Dickerson Associates, Inc. Levine/Seegel Associates Kanwar & Associates Nikolakopulos & Associates Dalan Engineering, Inc. C.P. O'Halloran Accociates, Inc. Jo Drummond, F.C.S.I. Griswold Conservation Associates, LLC Davis Langdon Adamson Tatyana M. Thompson & Associates, Inc. Williams Art Conservation Should the Board deem SPF: Architects responsive, the following is their subconsultant information: Subconsultants for SPF: Architects Potential Subconsultants Gender/Ethnicity // Melendrez Babalas Associates dba Melendrez Design Partners Katherine Spitz Associates, Inc. Landmark Design Cornerstone Studios, Inc. F/APA / Board of Public Works Meeting - April 9, PAGE 27

28 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 2 February 9, 2004 Page 17 Shor Acoustical Consultants VSA & Associates Alvaro & Mercedes Amador Engineering & Management Chew Specifications Construction Specifications Service VLG Enoineering Martin, Chow & Nakabara, Inc. JCE Structural Engineering Group, Inc. Will iam J. Yang & Associates Consulting Engineers Englekirk & Sabol Consulting Structural Engineers, Inc. Menlo Scientific Acoustics Collett Enterprises lskander Associates, Inc. Storms & Lowe Consulting Engineers Nabih Youssef & Associates Loisos+Ubbelohde Associates Roofing and Waterproofing Forensics, Inc. Laschober and Sovich RBA Partners, Inc. Crosby Mead Benton Linscott Law & Greenspan Engineers Syska Hennessy Group, Inc. Virtec EngineerinQ Moon Eni:iineerinQ Levine/Seei:iel Associates M/SAA M/SAA M/AA "?' t" H "' I,, ;,,, '. dii,, LL', ';',' '';;,1E;.,,'!,;i t z,, " ):lit '.'}r L?, " 2,T "",,,,. "," ;? OCC has verified the subconsultants' certification statuses. Board of Public Works Meeting - April 9, PAGE 28

29 Joint Report No. 2 Page 18 ( DJW WHH DD ) Report prepared by: Architectural Division Mahmood Karimzadeh Senior Architect Phone No. (213) Compliance Review performed and approved by: Hannah Choi, Program Manager Office of Contract Compliance Bureau of Contract Administration Respectfully submitted,,k) i lu-, Gary Lee Moore, P.E. City Engineer L_ Brian K. Williams Interim Inspector of Public Works MK/KP/ ARC.fdc Questions regarding this report may be referred to: Writer: Kevin Payne Phone No. (213) Fax No. (213) Board of Public Works Meeting - April 9, PAGE 29

30 Department of Public Works Bureau of Engineering Report No. 1 July 25, 2005 CD No. 8 ADOPTED BY THE BOARD OF 19U8LIC WORKS OF THE CITY of Los Angeles, Califomia JUL m VISION THEATER REQUEST FOR AUTHORITY TO ISSUE A NOTICE OF AWARD TO FISHER SEHGAL YANEZ INC., TO PROVIDE ARCHITECTURAL SERVICES RECOMMENDATION Authorize the City Engineer to issue a Notice of Award to Fisher Sehgal Yanez Inc., from the Pre-Qualified On-Call Architectural Consultants List to provide Architectural Services on this project in an amount not to exceed $625,000. TRANSMITTALS,-...) Copy of the Joint Report No. 2, adopted on February 9, 2004, approving the original Pre-Qualified On-Call Architectural Consultants List. One Copy of the Task Order Solicitation (TOS) for the Vision Theater/Manchester Junior Arts Center Project. Copy of the Pre-Qualified On-Call List at time of distribution of TOS. One Copy of a list of the firms who submitted Task Order Proposals in response to the solicitation. 5. Copy of Task Order Selection Criteria. 6. One Copy of the Minority Business Enterprise/Women Business Enterprise/Other Business Enterprise (//) Utilization Expenditure Plan. DISCUSSION Background The Vision Theater is owned by the City of Los Angles and located in the City of Los Angeles' Community Redevelopment Agency's (CRA) Crenshaw Project Area, at 3341 West 43 rd Place, Los Angeles. The theater was constructed in the 1940's as a movie theater with a seating capacity of 1,050 and. a total square footage of approximately 20,000 square feet. Adjacent to the theater, the City owns a 30,865-square-foot parcel of land which is available for overflow parking. I"" The Manchester Jr. Arts Center will be situated on the second floor of the Vision Theater. It is not anticipated that the Jr. Arts Center will require the use of the entire facility but that it will have associated activities programmed throughout the facility. Board of Public Works Meeting - April 9, PAGE 30

31 Report No. 1 Page 2 Now more than 60 years old, the Vision Theater is suffering from deferred maintenance and outdated infrastructure and operation systems. It is the intent of the City to renovate the facility under two distinct phases and the project shall be designed and bid as such. Currently, there is no Certificate of Occupancy for this facility due to the existing non-compliant or non-existent Americans With Disabilities Act (ADA), fire/life/safety, mechanical, plumbing and electrical systems. The goal of Phase 1 is to ensure renewal of the Theater to its original use and ability to accommodate daily programs along with construction of the Manchester Jr. Arts Center on the second floor of the theater building. It is essential that at the conclusion of Phase 1, the facility be in conformance with all Fire and Building Code Regulations and be able to once again open its doors to the public. Due to the specialized type of project, for which the City Staff does not have the required technical skills or qualifications to perform the work, it is believed that the use of a consultant design team for this project is required. The team must have theater design experience in the areas of acoustics, projection, lighting and sound systems. The Bureau of Engineering (BOE) believes that this is critical to the overall success of the project. In early 2004, the Board of Public Works approved a list of Pre-Qualified On-Call Architectural Consultants (Transmittal No. 1 ). BOE plans to utilize the services of a consulting architectural firm from the List for the required design and technical support during the construction phase of this project. The BOE sent the TOS (Transmittal No. 2) to all Consultants on that List (Transmittal No. 3) on March 9, Record of Selection Following the distribution of the TOS in early March 2005, Task Order proposals were received from three firms on April 13, 2005 (Transmittal No. 4). The firms were Fisher, Sehgal, Yanez Inc., Steven Fader Architect and Sparano and Mooney Architecture, Inc. Both the BOE and Cultural Affairs Department (CAD) evaluated their proposals and determined that all three had appropriate technical expertise, good past performance scores and similar fees. One of the selected firms, Sparano and Mooney, withdrew their proposal prior to the scheduled interviews. A panel of BOE and CAD staff interviewed the two remaining firms on May 9, 2005 and using the published Evaluation Criteria (Transmittal No. 5) selected Fisher, Sehgal, Yanez Inc., as the firm most qualified to provide the architectural services according to the TOS. The Record of Selection package has been prepared and placed in both the project files and in the Project Awards and Control Division's central BOE Contract Record files. Board of Public Works Meeting - April 9, PAGE 31

32 Department of Public Works Bureau of Engineering Report No. 1 July 25, 2005 Page 3 II Subcontractor Outreach Program This Task Order is subject to the // Subcontractor Outreach Program requirements. During the procurement phase of this contract, the consultant complied with the Program's requirements. The City set anticipated participation levels of 12 percent and 2 percent for / participation levels, respectively. On this highly specialized Task Order, the prime contractor, which is itself, a certified firm, achieved anticipated levels of percent participation and 9.53 percent participation. On this particular Task Order, the following and firms are proposed to be utilized by the consultant: Firm Certification Percentage (%) JSFA, Theatre Consultant ENA Group, Structural Engineer 6.60 N.A. Cohen Grouo, Electrical Enaineer P.A. Arca Enaineerina, Civil Enqineer /DBE 2.45 William J. Yanq & Associates, Mechanical 8.80 Veneklasen, Acoustical & AW O'Connor Construction, Cost Estimator 2.93 Total Total A preliminary // Utilization Profile is attached as Transmittal No. 6. Contractor Performance Evaluation In accordance with the City of Los Angeles Administrative Code, Division 10, Chapter 1, Article 13, the appropriate City personnel responsible for the quality control of this personal services contract shall submit Contractor Performance Evaluation Reports to the Bureau of Contract Administration, Special Research & Investigation Section upon completion of the Task Order. FISCAL IMPACT STATEMENT Funds in the amount of $625,000 are available in the following funds and accounts: Fund Account No. Amount General Fund W501 $425,000 43K Proposition K FY TBD $200,000 Total $625, Board of Public Works Meeting - April 9, PAGE 32

33 Report No. l Page 4 ( BMS MPB NLD MK ) Report prepared by: Recreational and Cultural Facilities Program Neil L. Drucker Group Manager Phone No. (213) Respectfully submitted,, &a?l City Engineer Statement as to Funds Approved by:., -1 ;C v\ f / L 1 Craig V. Bloomquist, Director Office of Accounting Date: i-i,. er T/ / NLD/RA/ RCF.fdc Questions regarding this report may be referred to: Writer: Ray Araujo Phone No. (213) Fax No. (213) ,..,,..;;will''tk 1 r-za_t. \JC S(:.,-, \i:(:'l>.j. LE 1Tt:r1 i iles,.. :,r.. _, L-YH- /31<t1w1V-/JAl/cJ<e1? - IJlflf//.J o Board of Public Works Meeting - April 9, PAGE 33

34 Department of Public Works Bureau 0t Engjneecioq Report No. 1 ADOPTED BY THE BOARD PUBLIC WORKS OF THE CITY of Los Angeles California NOV November 25, 2013 CD No. 10 REQUEST FOR AUTHORITY TO ISSUE A SOLE SOURCE TASK ORDER SOLICITATION {TOS) TO FSY ARCHITECTS, INC. (FSY) FORMERLY KNOWN AS FISHER SEHGAL YANEZ, INC. CONTRACT No. C , TO PROVIDE ARCHITECTURAL DESIGN SERVICES FOR THE MANCHESTER JR. ARTS CENTER {MJAC)NISION THEATRE PHASE 4 PROJECT -WORK ORDER No. E RECOMMENDATION Authorize the City Engineer to issue a sole source TOS to FSY C , from the Pre-Qualified On-Call (PQOC) Architectural Consultants List, to provide architect'ural/ engineering design services for the MJACNision Theatre Phase 4 project, with a budget authority not-to-exceed $296,000, including contingency. TRANSMITTALS 1. Copy of the Bureaus of Engineering (BOE) and Bureau of Contract Administration (BCA) Joint Report No. 2, adopted on February 9, 2004, approving the original _ PQOC Architectural Consultants List. 2. Copy of the BOE Report No. 1, adopted on July 25, 2013, approving the request for authority to issue a Notice-of-Award to FSY to provide architectural services. 3. Copy of the BOE Report No. 1, adopted on February 25, 2013, approving the request to issue sole source TOS to FSY for Phases 2 & Copy of the BOE and BCA Joint Report No. 1, adopted on January 31, 2011, awarding the contract to Ford E.C., Inc. for construction of Manchester Jr. Arts Center - Vision Theatre Phases 1A and 1 B. 5. Copy of the BCA and BOE Joint Acceptance Report No. 2, adopted on August 23, 2013, accepting Phases 1 A and 1 B construction. DISCUSSION Background The MJACNision Theatre project, located at 3341 W. 43 rd Place, Los Angeles, CA 90008, is within the Empowerment Congress Southeast Area Neighborhood District Council. The Project is funded by Proposition K, a Community Development Block Grant (CDBG), Transmittal No. 3 Board of Public Works Meeting - April 9, PAGE 34

35 Report No. 1 Page 2 funding from the California Cultural Historic Endowment, and City General funds. The project was divided into five phases: 1A, 1B, 2, 3, and 4. Phases 1A and 1B: Construction of these two phases is completed. Phase 1A and 1B completed restoration of the historical lobby and entrance vestibule, including the addition of a new elevator and the renovation of public restrooms and stairs; completed the MJAC on the second floor above the lobby including public restrooms for students; upgraded the mechanical and electrical systems in the audience chamber; completed the restoration and renovation of the theater marquee and sign tower at the exterior; and constructed mechanical/electrical upgrades. Phases 2 and 3: Preparation of construction documents for these phases is currently in progress. Phase 2 will complete the historical renovation of the audience chamber, including platform seating, a control room, Americans with Disabilities Act access/egress to/from the audience chamber, and completes the restoration of the historical ceiling in the audience chamber of the theater. It will also complete audio/video upgrades, the theatrical lighting, theatrical rigging and house lighting as it relates to the audience chamber, and will complete the orchestra pit in the audience chamber. Phase 3 will build the stage, a fly-loft superstructure, the basement under the stage including a green room/dressing rooms/trap room, and backstage support spaces, as well as a loading/receiving dock, a quick change area, and offices. Phase 4: The subject, of this Board Report, completes the fly-loft, the basement tenant improvements, an acoustical enhancement system, production drapery and rigging, an audio system, house lighting systems/controls, audio/visual control systems, control booth equipment, a lighting distribution system, theatrical light fixtures, the lounge tenant improvements and the backstage second floor tenant improvements. At the project inception, three Local Volunteer Neighborhood Oversight Committee meetings were held as required by Proposition K. The project required environmental review under the California Environmental Quality Act and the National Environmental Policy Act. The Final Environmental Assessment/Mitigated Negative Declaration was approved on June 29, The property was also determined to be eligible for listing in the National Register of Historical Places. On March 3, 2005, a Request for Proposal for architectural design services was issued to BOE s PQOC list of architectural consultants (Transmittal No. 1). Three consultants responded to the request, and the firm of FSY, Contract No. C , was selected and issued a Notice-of-Award (Transmittal No. 2). Subsequently, nine Notices-to-Proceed were issued for a total amount of $2,050,471 to FSY for the architectural programming, schematic design and design development for the entire five phases, the preparation of construction document and construction support for Phases 1A and 1B, and the preparation of construction document for Phases 2 and 3 (Transmittal No. 3). Board of Public Works Meeting - April 9, PAGE 35

36 Department of Public Works Bureau of Engineering Report No. 1 November 25, 2013 Page 3 On January 31, 2011, Phases 1A and 1B of the project were awarded for construction by the Board of Public Works (Board) to a general contractor, Ford E. C. in the amount of $4,493,380 including contingency (Transmittal No. 4). The construction of these two phases is complete with a final construction cost of $5,074,537, and the Board accepted the project on August 23, 2013 (Transmittal No. 5). Sole Source Justification FSY is currently preparing construction documents for Phases 2 and 3. As funding is available for design, the project team thought it worthwhile and cost/time efficient to complete Phase 4 design concurrently with Phase 2 and 3. At this point, there are not sufficient funds to fully construct Phase 4. It is envisioned that certain components of Phase 4 that may enhance the theatre s operation could potentially be bid with Phase 2 and 3 as additive alternates. BOE therefore recommends the issuance of a sole source task order to the firm of FSY for the preparation of construction documents for Phase 4 of the MJAC-Vision Theatre project. FSY design team has been involved with the project under the Board contract from the start of the project, and the scope of services to be performed to complete this project is the type of work described in the PQOC contract. The sole source task order is to allow the original design team to complete the project. The Department of Cultural Affairs, the operator of the facility, concurs with this recommendation. The BOE project managers negotiated the design fees in the amount of $2,196,267 (excluding reimbursable) for the entire project scope. The agreed upon fee was further broken into five parts representing the five phases of the project. It should be noted that the consultant s requested design fees have not increased since originally negotiated in Minority Business Enterprise/Women Business Enterprise/Other Business Enterprise (//) Subcontractor Outreach Program This TOS will be subject to the // Subcontractor Outreach Program requirements. The City has set anticipated participation levels of 12 percent and 2 percent for / participation, respectively. For this highly specialized TOS, the Consultant is pledging a participation level of 5.28 percent and a participation level of 4.56 percent. Based on the total amount invoiced-to-date, FSY has achieved 8.14 percent and 7.59 percent for overall / participation, respectively. Although the consultant was not able to meet the 12 percent goal, the overall achieved / participation of approximately percent exceeds the 14 percent anticipated combined / goal. On this particular TOS, the following,, and firms are proposed to be utilized by the Consultant: Board of Public Works Meeting - April 9, PAGE 36

37 Report No. 1 Page 4 Gender/Ethnicity Codes: AA = African American APA = Asian Pacific American NA = Native American M = Male HA = Hispanic American SAA = Subcontinent Asian American C = Caucasian F = Female / / (%) of Base Task Subconsultants Gender/ Ethnicity Task Order ($) Amount Gotama Building Engineers F/APA 4.95% $ 14,640 VCA Engineers 0.34% $ 1,000 ENA Group 1.35% $ 4,000 O Connor Construction Management 0.84% $ 2,500 Yael Lir F/APA 2.36% $ 7,000 JK Design Group M/C 9.98% $ 29,550 N.A. Cohen Group M/C 5.07% $ 15,020 Vaneklasen & Associate M/C 9.80% $ 29,000 Total Participation 5.28% $ 15,640 Total Participation 4.56% $ 13,500 Total Participation 24.58% $ 73,570 Subtotal Subconsultant Participation 34.70% $102,710 Prime Participation 65.30% $193,290 Initial Base Task % $296,000 Total Task Order Budget Authority $296,000 Contractor Performance Evaluation In accordance with Division 10, Chapter 1, Article 13 of the Los Angeles Administrative Code, the appropriate City personnel responsible for the quality control of this personal services Contract shall submit Contractor Performance Evaluation Reports to the BCA, Special Research & Investigation Section upon termination of the Contract. STATUS OF FUNDING The total funding for this Task Order has been verified and approved by the Director of the Office of Accounting: Program Year (PY) Fund No./Appropriation Unit Amount CDBG PY /22/A709 $ 296,000 Total $ 296,000 The City s liability under this contract shall only be to the extent of the present City appropriation to fund the contract. However, if the City shall appropriate funds for any succeeding years, the City s liability shall be extended to the extent of such appropriation, subject to the terms and conditions of the contract. Board of Public Works Meeting - April 9, PAGE 37

38 Department of Public Works Bureau of Engineering Report No. 1 November 25, 2013 Page 5 ( NLD RMK DJW ) Report reviewed by: BOE (ADM) Report prepared by: Recreational and Cultural Facilities Division Respectfully submitted, jj J:J-Jf- Gary Lee Moore, P.E. City Engineer Neil L. Drucker Program Manager 111 Phone No. (213) Olivia E. Mitchell Asst. Chief Grants Administrator Housinq_9' d. orumunity Investment Department Date:!/ I 2,c p NLD/EM/ RCF.gva Questions regarding this report may be referred to: Ejike Mbaruguru, Civil Engineer Phone No. (213) Ejike.Mbaruguru@lacity.org Board of Public Works Meeting - April 9, PAGE 38

39 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 1 March 23, 2016 CD Nos. 1 and 8 REQUEST FOR AUTHORITY TO EXECUTE AMENDMENT No. 3 TO CONTRACT No. C WITH FSY ARCHITECTS, INC. (FSY) FOR PRE-QUALIFIED ON-CALL (PQOC) ARCHITECTURAL SERVICES FOR VARIOUS MUNICIPAL FACILITIES PROJECTS RECOMMENDATIONS 1. Approve and forward this report with transmittals to the Mayor and City Council requesting the following: a. Approve Amendment No. 3 to the Contract between the City of Los Angeles (City) and FSY to extend the total contract term from March 23, 2016 to March 22, b. Authorize the President or two members of the Board of Public Works (Board) to execute Amendment No Notify the Bureau of Engineering (BOE), Architectural Division, Mahmood Karimzadeh, (213) , when this Amendment is ready to be executed by the Board of Public Works (Board), whereupon five original copies of the Amendment will be delivered to the Executive Officer of the Board for signature. 3. Upon execution, request the City Clerk to attest and certify the five original copies of Amendment No. 3. The City Clerk and the Board will each retain one original copy and three original copies are to be returned to the BOE, Mahmood Karimzadeh. FISCAL IMPACT STATEMENT It is not anticipated that project work covered by proposed Amendment No. 3 will have an impact to the General Fund. There are three active project task orders to be completed under this contract, Phases II and Ill (Work Order No. E170378A) and Phase IV (Work Order No. E170391A) of the Vision Theatre/Manchester Junior Arts Center project and the Lincoln Pool and Bathhouse Replacement project (Work Order No. E ). If any new notices to proceed are assigned to FSY for future project phases beyond funding levels that the Board had previously authorized, funding will need to be secured and Board authorization obtained before the BOE gives notice to the consultant to proceed with the additional work. Transmittal No. 4 Board of Public Works Meeting - April 9, PAGE 39

40 Joint Report No. 1 Page 2 TRAN SM ITT ALS 1. Copy of executed Contract No. C with FSY for PQOC Architectural Consultant Services on Various City Projects dated March 24, Copy of Executed Amendment No. 1 dated May 2, Copy of Executed Amendment No. 2 dated June 1, Copy of Proposed Amendment No. 3. DISCUSSION Background On March 24, 2004, the City executed the original on-call contract between the City and FSY, then Fisher Sehgal and Yanez, Inc., providing architectural consultant services for various Municipal Facilities projects (Transmittal No. 1 ). On February 4, 2008, the Board recommended approval of Amendment No. 1 to extend the contract term for four additional years through March 23, On April 9, 2008, the Los Angeles City Council approved Amendment No. 1 (Transmittal No. 2). On March 23, 2012, the Board recommended approval of Amendment No. 2 to extend the contract term for another four additional years through March 23, On May 8, 2012, the Los Angeles City Council approved Amendment No. 2 (Transmittal No. 3). The proposed Amendment No. 3 wih extend the termination date of the contract for an additional four years (Transmittal No. 4). This extension will enable the consultant to complete Phases II, Ill, and IV of Vision Theatre/Manchester Junior Arts Center project, which are currently in design. In 2005, BOE awarded FSY a task order for Phase I of the Vision Theatre/Manchester Junior Arts Center project. During the completion of Phase I, BOE concurrently awarded FSY separate task orders for Phases 11, Ill, and IV of this project. FSY has served as the Architect of Record for all four project phases. This extension will also enable the consultant to complete the existing Lincoln Pool and Bathhouse Replacement project which is currently in the bid and award phase. In 2007, BOE awarded FSY a task order for the Lincoln Pool and Bathhouse Replacement project. After they completed the initial design in 2009, due to budget constraints the City eliminated construction funding for the project prior to BOE proceeding with the project's bid and award phase. The City restarted the project in 2013, and awarded FSY a new task order to redesign the project in order to comply with new building code requirements. As the Architect of Record, it is more feasible for FSY to complete the projects in order for the City to avoid risk management/liability issues if BOE's in-house staff were to take over the projects or if BOE were to reassign the projects to other consultants. Since FSY has acquired specialized expertise to complete the projects' designs and to provide Board of Public Works Meeting - April 9, PAGE 40

41 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 1 March 23, 2016 Page 3 services during the projects' construction phase, amending FSY's consultant contract will ensure continuity for the projects' completion. Minority Business Enterprise/Women Business Enterprise/Other Business Enterprise (II) Subcontractor Outreach Program At the time of distribution of the original RFQ for this contract, the City had established an // Subcontractor Outreach Program with anticipated and participation levels of 12 percent and 2 percent, respectively. For Amendment No. 1 (Transmittal No. 2), no pledged participation levels were reported. For Amendment No. 2 (Transmittal No. 3), FSY pledged participation levels of percent, 5.61 percent, and percent. Based on the Personal Services Contract System Subconsultant Utilization for invoices paid through March 17, 2016, the achieved participation levels for FSY are 7.66 percent, 5.03 percent, and percent. Amendment No. 3 will result in the pledged participation levels of 7.16 percent, 5.49 percent, and percent. During the term of Amendment No. 2, one subconsultant, Gotama Building Engineers (, ), went out of business. In 2014, FSY conducted outreach and recommended that Maroko and Shwe (, ), be added to their subconsultant list in order to assume the work formerly assigned to Gotama Building Engineers for the Manchester Junior Arts Center and Vision Theatre projects. The BOE approved the addition of Maroko and Shwe after the Board had approved two 2013 Board Reports authorizing work for the Manchester Junior Arts Center and Vision Theatre. P.A. Arca Engineering, Inc. (, ) was pledged to be utilized for 2.45 percent of the Visual Theatre scope of work when TOS No.1 was approved by the Board. However, the BOE has no record of their performing any work even though this Task Order Solicitation has been completed. While Construction Specification Services (, M/AA) was listed rn Amendment No. 2 with a pledged amount of $7,500, FSY has stated that they did not perform any work. Additionally, the BOE does not have any record of FSY pledging to utilize this subconsultant and believes they were added to Amendment No. 2 in error. Therefore, Construction Specification Services has been removed in this Amendment. The following tables reflect the dol!ar amounts reported for each subconsultant in the BOE's Personal Services Contract System Subconsultant Utilization. Board of Public Works Meeting - April 9, PAGE 41

42 Joint Report No. 1 Page 4 The overall achieved participation as of March 17, 2016 for Task Work Orders awarded under this Contract is as follows: Gender/Ethnicity Codes: AA = African American APA= Asian Pacific American NA = Native American M = Male HA = Hispanic American SAA = Subcontinent Asian American C = Caucasian F = Female Subconsultants Electrical Buildinq Systems, Inc. Gotama Building Engineers, Inc. Maroko and Shwe, Inc. VCA Engineers, Inc. ENA Group Yael Ur Landscape Architects Conextions by the Foot Counsilman-Hunsaker Jayco Cal Engineering, Inc. JK Design Group N.A Cohen Group, Inc. O'Connor Construction Management, Inc. Veneklasen Associates William J. Yang & Associates / / Total Participation Total Participation Total Participation Total Invoiced (%) of Gender/ Total Amount Ethnicity Invoiced Invoiced to Date 2.55% $ 77, F/APA 2.44% $ 73, % $ % $ 80, % $ 134, % $ 17, % $ 30, % $ 167, % $ 36, % $ 95, % $ 88, % $ 63, % $ 45, % $ 19, % $ 231, % $ 151, % $ 546, $3 t 021, *O'Connor Construction Management, Inc. was certified as a () from January 25, 1993, until June 30, William J. Yang & Associates was certified as an () from September 30, 1993, until July 1, However, neither the BOE nor FSY could provide the Bureau of Contract Administration (BCA) with information regarding the amount of work performed by these two subconsultants prior to when they became s. Board of Public Works Meeting - April 9, PAGE 42

43 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 1 March 23, 2016 Page 5 The pledged participation including Amendment No. 3 is as follows: %of Gender/ / Total Amount of Ethnicity Pledged Subconsultants / Pledged Total Pledged Electrical BuildinQ Systems, Inc % $ 81, Gotama Building Engineers, Inc. F/APA 1.92% $ 73, Maroko and Shwe, Inc. 0.38% $ 14, VCA Engineers, Inc. 2.74% $ 105, ENA Group 4.81% $ 184, Yael Lir Landscape Architects 0.68% $ 26, Conextions by the Foot 0.79% $ 30, Counsilman-Hunsaker 4.81% $ 184, Jayco Cal Engineering 1.07% $ 41, JK DesiQn Group 3.70% $ 142, N.A. Cohen Group, Inc. 3.24% $ 124, O'Connor Construction ManaQement, Inc. * 2.04% $ 78, Veneklasen Associates 1.63% $ 62, William J. Yang & Associates 0.49% $ 19, Total Pledged Participation 7.16% $ 275, Total Pledged Participation 5.49% $ 210, Total Pledged Participation 17.77% $ 683, Total Contract Amount $3,843, *O'Connor Construction Management, Inc. was certified as a () from January 25, 1993 until June 30, William J. Yang & Associates was certified as an () from September 30, 1993 until July 1, However, neither the BOE nor FSY could provide the BCA with information regarding the amount of work performed by these two subconsultants prior to when became OB Es. Compliance with City Policies and with the Boards ' Policy All consultants participating in this program are subject to compliance with the following City of Los Angeles' Ordinances and policies: Contractor Responsibility Ordinance; Business Tax Registration Certificate; Non-Discrimination, Equal Employment Practices, and Af f irmative Action; Insurance requirements; Equal Benefits Ordinance; Child Support Obligations Ordinance; Americans with Disabilities Act; Service Contractor Worker Retention Ordinance; Living Wage Ordinance; Slavery Disclosure Ordinance; Non-Collusion; First Source Hiring Ordinance; Bidder Ethics, Iran Contra.cting Act of 2010, and Discount Terms. FSY will comply with the requirements of the // Subcontractor Outreach Program. Failure to comply with all Board of Public Works Meeting - April 9, PAGE 43

44 Joint Report No. 1 Page 6 requirements will render the Consultant's Contract subject to termination pursuant to the conditions therein. Businesses are encouraged to locate or remain within the City to preserve and enhance the economic base and well-being of the City. According to the Los Angeles Residence Information form, FSY currently staffs seven employees, of which three reside in Los Angeles or 43 percent of their workforce. Notice of Intent to Contract and Charter Section 1022 Determination The required Notification of Intent to Contract form was submitted to the City Administrative Officer (CAO) on January 21, In compliance with Charter Section 1022, on March 3, 2015, it was determined by the Personnel Department that there were no City classifications capable of doing the work. A Charter 1022 Determination from the CAO was not necessary. City Attorney Review The proposed Amendment has been reviewed and approved as to form by the City Attorney's Office. STATUS OF FUNDING This amendment is for time extension only. Funding has been obtained on a task by task basis. The increase in the Total Contract Amount from Amendment No. 2 to Amendment No. 3 represents the issuance of three additional tasks for Phases 11, Ill, and IV of the Manchester Jr. Arts CenterNision Theatre and the Lincoln Pool and Bathhouse Replacement projects that were approved by the Board after Amendment No. 2 was executed. If changes in funding are needed, the BOE report back to Board to obtain approval for task orders exceeding $100,000. The City's liability under this contract shall only be to the extent of the present City appropriation to fund the contract. However, if the City shall appropriate funds for any succeeding years, the City's liability shall be extended to the extent of such appropriation, subject to the terms and conditions of the contract. Board of Public Works Meeting - April 9, PAGE 44

45 Department of Public Works Bureau of Engineering Bureau of Contract Administration Joint Report No. 1 March 23, 2016 Page 7 ( MK RMK JKS DW WFB ) Report reviewed by: Respectfully submitted, BOE (ADM and PAC) Report prepared by: Architectural Division Mahmood Karimzadeh, A.I.A Principal Architect, Division Manager Phone No. (213) Cqmpliance Review performed and approved by: #./f -b? annah Choi, ]1 ogfam Manager Office of Contract Compliance Bureau of Contract Administration Gary Lee Moore, PE, ENV SP City Engineer Bureau of Engineering,,,..--¼, - CJ,;:.,-.-',- :-'- "''1 /;:l*.f' A / - ' / John\L. Ream, --\- r, Jr.\ Jsp tor of PllQ! c ork:3. Bureau of Contra radm1rnstrat1on MK/MN/ ARC.klc Questions regarding this report may be referred to: Mark Nakata, Senior Management Analyst I Phone No. (213} Mark.Nakata@lacity.org Board of Public Works Meeting - April 9, PAGE 45

46 TO The City Council TRANSMITTAL DATE 10/4/ COUNCIL FILE NO. FROM The Mayor COUNCIL DISTRICT 1, 8 Authority for the Board of Public Works to execute Amendment No. 3 to Contract No. C with FSY Architects, Inc. for the continuation of pre-qualified on-call architectural services for various municipal facilities projects. Approved and transmitted for further processing including Council consideration. See the City /\dmi L ative Officer Report attached. ' (Ana Guerrero) for MAS:RC: t CAO 649-d Board of Public Works Meeting - April 9, PAGE 46

47 To: Mayor's Office Report From OFFICE OF THE CITY ADM INISTRATIVE OFFICER Analysis of Proposed Contract ($25,000 or Greater and Longer than Three Months) Date: C.D. No. I CAO File No.: , Contracting Department/Bureau: Contact: Bureau of Engineering I Bureau of Contract Administration Mark Nakata (213) Reference: Request from the Board of Public Works, dated March ; referred for report by the Mayor on April 5, 2016 Purpose of Contract: To amend Contract No. C with FSY Architects, Inc. for pre-qualified on-call architectural services to extend contract term from March 23, 2016 to March 22, Type of Contract: ( ) New contract ( x) Amendment Contract Term Dates: Existing contract March to March 23, 2016 Proposed amendment March 23, 2016 to March 22, 2020 Contract/Amendment Amount: time extension only; no additional General Funds are requested Proposed amount $ o + Prior award( s) $ 3,021,117 = Total $ NIA Source of funds: fundinq sources vary by project Name of Contractor: FSY Architects. Inc. I Address: 3235 San Fernando Road #2C, Los Angeles, CA I 2902 Knox Avenue, 2"" Floor, Los Angeles, CA Yes No N/A* 8. Contractor has complied with: Yes No N/A* 1. Council has anoroved the purpose X a.equal Emplovmt. Oppty./Affirm. Action X 2. Appropriated funds are available X b.good Faith Effort Outreach'* X 3. Charter Section 1022 findinos completed X c. Equal Benefits Ordinance X 4. Proposals have been requested V,.., I d. Contractor Responsibility Ordinance X 5. Risk Management review completed X e.slavery Disclosure Ordinance X 6. Standard Provisions for City Contracts included X f. Bidder Certification CEC Form 50 X 7. Workforce that resides in the City: *N/A = not applicable ""' Contracts over $100,000 43% I COMMENTS In accordance with Executive Directive #3, the Board of Public Works, on behalf of the Bureau of Engineering {Bureau), is requesting authority to execute Amendment #3 to Contract with FSY Architects, Inc. (FSY) for Pre-Qualified On-Call (PQOC) Architectural Services for various municipal facilities projects. The proposed amendment will extend the term of the contract for an additional four years, from March 23, 2016 to March 22, In accordance with Los Angeles Administrative Code 10.5(b)2, the proposed contract requires Council approval because the term of the contract exceeds three years. BACK.GROUND In March 2004, the City executed the original on-call contract with Fisher Sehgal and Yanez, Inc. (now FSY Architects, Inc., or FSY). In February 2008, the Board of Public Works recommended approval of Amendment #1 to extend the contract term for four additional years through March 201 2, which was then approved by the Los Angeles City Council in April In March 2012, the Board recommended approval of Amendment #2 to extend the contract term for: ur additional years, which was then approved by Council in May 2012 (C.F. # ). ---= '"', , ,.,...-,,,-+---tt---t+h , 2 c:;<";" :..--- RC Analyst Assistant CAO CAO 661 Rev. 5/2007 Board of Public Works Meeting - April 9, PAGE 47

48 CAO File No. Page In 2005, the Bureau awarded FSY a task order for Phase I of the Vision Theater/Manchester Junior Arts Center project, and awarded subsequent phases II, 111, and IV during the completion of Phase I. FSY has served as the Architect of Record for all four project phases. In 2007, the Bureau awarded FSY a task order for the Lincoln Pool and Bathhouse Replacement project. After FSY completed the initial design in 2009, the City eliminated construction funding for the project due to budget constraints and prior to the Bureau proceeding with the project's bid and award phase. The City restarted the project in 2013 and the Bureau awarded FSY a new task order to redesign the project in order to comply with new building code requirements. The Lincoln project is currently in the bid and award phase, with construction estimated to start in February The Bureau has indicated that FSY has invoiced a total amount of $3,085,353 for Task Work Orders under this Contract as of August Proposed Amendment No. 3 The proposed four-year extension would continue the original scope of work to allow FSY to complete existing municipal facilities projects. The extension will enable the consultant to complete Phases 11, 111, and IV of Vision Theater/Manchester Junior Arts Center project, which is currently in design. The extension will also enable the consultant to complete the existing Lincoln Pool and Bathhouse Replacement project, which is currently in the bid and award phase. This amendment is for time extension only and limited to these two projects-no new task orders will be issued to the contractor unless directly related to these projects. Phases II, Ill, and IV of the Vision/Manchester project are expected to be completed by July 2019, and construction for the Lincoln project is expected to be completed by February If changes in funding are needed, the Bureau will report back to the Board to obtain approval for task orders exceeding $100,000. The proposed Amendment #3 would ensure continuity for the projects' completion. As the Architect of Record, FSY has specialized expertise to complete the projects' designs and provide services during the projects' construction phase. The Bureau does not anticipate another extension after this proposed amendment In accordance with Charter Section 1022, the Personnel Department determined on March 3, 2015 that there were no City classifications capable of doing the work. RECOMMENDATION That the Mayor authorize the Board of Public Works, or designee, on behalf of the Bureau of Engineering, to execute the four-year extension with FSY for pre-qualified on-call architectural services. FISCAL IMPACT STATEMENT There is no General Fund impact. Funding for this contract will be subject to the availability of funds. The contract includes a "Financial Liability Clause" which states that the City liability under this contract shall be only to the extent of the present appropriation to fund the Contract. Board of Public Works Meeting - April 9, PAGE 48

49 BOARD OF PUBLIC WORKS MERS KEVIN JAMES PRESIDENT MONICA RODRIGUEZ VICE PRESIDENT HEATHER MARIE REPENNING PRESIDENT PRO. TEMPORE MICHAEL R. DAVIS COMMISSIONER JOEL F. JACINTO COMMISSIONER Mayor Eric Garcetti Room No. 305 City Hall Attn: Mandy Morales CITY OF Los ANGELES CALIFORNIA ERIC GARCETTI MAYOR March 23, 2016 OFFICE OF THE BOARD OF PUBLIC WORKS FERNANDO CAMPOS EXECUTIVE OfflCER 2: 2 QjJORTH SPRING STREET ROOM 355, CITY HALL LOS i;>-ngeles, CA GENERAL INFORMATION Tel: Fax: TDD (213) #1 BOE/SCA Subject REQUEST FOR AUTHORITY TO EXECUTE AMENDMENT NO. 3 TO THE CONTRACT WITH FSY ARCHITECTS, INC. FOR PRE-QUALIFIED ON CALL ARCHITECTURAL SERVICES FOR VARIOUS MUNICIPAL FACILITIES PROJECTS As recommended in the accompanying report of the City Engineer and the Director of the Bureau of Contract Administration, which this Board has adopted, the Board of Public Works requests approval and forwarding to the City Council for approval and authorization to execute Amendment No. 3 to Contract No. C between the City of Los Angeles and FSY Architects, Inc., to extend the total contract term from March 23, 2016 to March 22, 2020, for Pre-Qualified On-Call Architectural Services for various Municipal Facilities projects. FISCAL IMPACT It is not anticipated that project work covered by proposed Amendment No. 3 will have an impact to the General Fund. There are three active project task orders to the completed under this contract, Phases II and Ill (Work Order No. E170378A) and Phase IV (Work Order No. E170391A) of the Vision Theatre/Manchester Junior Arts Center project and the Lincoln Pool and Bathhouse Replacement project (Work Order No. E ). If any new notices to proceed are assigned to FSY Architects, Inc. for future project phases beyond funding levels that the Board had previously authorized, funding will need to be secured and Board authorization obtained before the Bureau of Engineering gives notice to the consultant to proceed with the additional work. FC:mp ampos, Executive Officer Board of Public Works AN EQUAL EMPLOYMENT OPPORTUNITY AFFIRMA TIVE ACTION EMPLOYER Board of Public Works Meeting - April 9, PAGE 49

50 AGENDA ITEM (2) BPW CD 4 CONTRACT ACCEPTANCE - LOS ANGELES GLENDALE WATER RECLAMATION PLANT - TERTIARY TREATMENT NITRIFICATION/DENITRIFICATION (LAG NDEN) BLOWER INSTALLATION (CIP-4151) Recommending the Board: 1. ACCEPT this contract; 2. ASSESS Murray Plumbing & Heating Corp. dba Murray Company with a penalty in the amount of $3,000 for the unauthorized subcontractor substitution of one-bid listed subcontractor; and 3. INSTRUCT the Director, Office of Accounting, to disencumber the recommended City penalty in the amount of $3,000 from the project fund. (W.O. SZL11182) ATTACHMENTS: Description BCA BOE 1 BCA BOE 1 TR 1 BCA BOE 1 TR 2 BCA BOE 1 TR 3 Board of Public Works Meeting - April 9, PAGE 50

51 DEPARTMENT OF PUBLIC WORKS BUREAU OF CONTRACT ADMINISTRATION BUREAU OF ENGINEERING JOINT REPORT NO. I April 9, 2018 C.D. No. 4 LOS ANGELES GLENDALE WATER RECLAMATION PLANT (LAGWRP) - LAG NDEN BLOWER INSTALLATION, CIP 4151 SZL11182 RECOMMENDATIONS 1. Accept this contract. 2. Assess Murray Plumbing & Heating Corp. dba Murray Company with a penalty in the amount of $3, for the unauthorized subcontractor substitution of one-bid listed subcontractor. 3. Instruct the Director, Office of Accounting, to disencumber the recommended City penalty in the amount of $3, from the project fund. TRANSMITTALS 1. correspondence dated March 15, 2016, from the Office of Contract Compliance (OCC) to Jay Madison, with Murray Plumbing & Heating Corp. dba Murray Company. 2. Letter dated July 7, 2016, from OCC to Jay Madison. 3. dated July 7, 2016, from OCC to Jay Madison. DISCUSSION This contract was executed by your Board on August 14, 2013, in the amount of $3,719, The construction, under Contract No. C , Bond No , was completed on January 5, 2016, by Murray Plumbing & Heating Corporation dba: Murray Company. This project consisted of the following: Installing three (3) new City furnished 1,500 HP air blowers by Siemens Turblex for aeration distribution systems. Installing a new motor control center (MCC). Integrating with the ASEA Brown Boveri (ABB) Distributed Control System (DCS). Cooling water supply system upgrade for the blower lube oil cooling system. Discharge piping and integration with the existing air distribution system. Tying in with existing foul air intake chamber and all associated piping, electrical, and instrumentation. Board of Public Works Meeting - April 9, PAGE 51

52 Joint Report No. Page 2 This project was awarded for $3,719, with a contingency of $185,982.00, giving a total authorized budget of $3,905, Sixteen (16) change orders were issued increasing the contract amount by $76,913.72, bringing the total cost of this project to $3,796, The project was completed at 2.07 percent above the awarded amount and percent below its authorized budget. Final corrections were completed on January 5, A request to release $22, in retention funds, less disputed funds, was processed on January 15, 2016, via Progress Payment No. 17. A request to release $131, in disputed funds was processed on January 28, 2016, via Progress Payment No. 18, after the Bureau of Contract Administration (BCA) received additional information from the Contractor. A final release of $20, in disputed funds was processed on July 27, 2016, via Progress Payment No. 19 (final), after BCA received all required information from the Contractor. Progress Payments were submitted from BCA to the Office of Accounting. Disputed funds in the amount of $3, were withheld pending action by your Board. Funds are provided in: Sewer Capital Fund No 761, the WW Syst Comm Paper A Const Fund No. 70W, Gen Wastewater Sys Constr No. 70F. The contractor has complied with the Equal Employment Opportunity and labor compliance requirements of the contract. This project was advertised with an anticipated participation level of 8.00 percent, 4.00 percent, percent SBE, 8.00 percent EBE, and 3.00 percent DVBE. The contract was awarded with the bidder's pledge of 0.00 percent, 0.00 percent, percent SBE, percent EBE, percent DVBE, and percent. The actual participation levels achieved were 0.00 percent, 0.00 percent, percent SBE, percent EBE, percent DVBE, and percent. The Mandatory Subcontracting Minimum (MSM) requirement for this project was percent. The contract was awarded with the bidder's pledge of percent and the actual participation level achieved was percent, after deducting $89, of fixed cost items paid to the Contractor from the total cost of the project. Murray Company achieved the following subcontractor participation levels: Gender/Ethnicity Codes: AA = African American APA = Asian Pacific American NA = Native American M = Male HA = Hispanic American SAA = Subcontinent Asian American C = Caucasian F = Female Board of Public Works Meeting - April 9, PAGE 52

53 DEPARTMENT OF PUBLIC WORKS BUREAU OF CONTRACT ADMINISTRATION BUREAU OF ENGINEERING JOINT REPORT NO. I April 9, 2018 Page 3 Subcontractor // SBEIEBE/ DVBE/ Gender/ Ethnicitv Pledged Dollar($) Amount Achieved Dollar($) Amount Achieved Difference Percentage ($) (9/o\ Big Sky Electric, Inc. - $664, $778, $113, % Innovative Crane & Rigging, Inc. dba Innovative Mechanical Services 1 - $30, $13, ($16,SSS.OO) 0.35% Karcher Insulation, Inc. - $99, $99, $ % LGM Construction Co., Inc. SBE,EBE, DVBE $649, $655, $6, % Trimax Systems, Inc. SBE - $208, $221, $12, % Total Total Total SBE Total EBE TotalDVBE Total Tota1MSM 2 $0.00 $0.00 $858, $ $ $793, $ Final Contract Amount Actual Fixed Cost Items Amount Adjusted Final Contract Amount (Final Contract Amount - Actual Fixed Cost Items Amount) I Tlus subcontractor's subcontract amount was reduced by a Crty-tSsued change order. 2 Calculated using the Adjusted Final Contract Amount. $0.00 $0.00 $ $ $ $890, $ $ /o $ % $18, /o $ /o $ % $97, % $116, % $ $ $3,630, Innovative Crane & Rigging, Inc. dba Innovative Mechanical Services (IMS) was bid-listed for mechanical demolition for the amount of $30, Staff confirmed that IMS performed only $13, worth of work; therefore, the Contractor may be assessed a penalty of $3, (ten percent of the bid-listed subcontract amount). The Contractor was initially informed of the discrepancy on March 15, 2016, (Transmittal No. 1) and was offered the opportunity to provide additional information. The Contractor responded via on March 29, 2016, (Transmittal No. 1) and stated that "...it appears we will not be able to provide the substitution documents." The Contractor was informed of the potential penalty on April 5, 2016, (Transmittal No. 1), and also on July 7, 2016, (Transmittal Nos. 2 and 3) and was again provided the opportunity to provide any additional information. The Contractor responded on Board of Public Works Meeting - April 9, PAGE 53

54 Joint Report No. I Page 4 April 27, 2017, (Transmittal No. 1) stating that they had no additional information to provide. As per the project's bid proposal requirements as they relate to subcontractors, "any reduction or other change to any Subcontract amount without prior approval of the Inspector is considered an Unauthorized Subcontractor Substitution and is subject to a penalty of ten (10) percent of the Subcontract amount." Therefore, Staff recommends that a penalty of $3, be assessed for the unauthorized subcontractor substitution of IMS. Steve Gonzales of Murray Company was notified on December 8, 2017, of our recommendation to assess a penalty in the amount of $3, and has indicated that they will not appear before your Board. A copy of the report was sent to the contractor. There are no unresolved property owners' complaints in connection with this project. The Contractor Performance Evaluation Reports (CPERs) have been submitted to the Bureau of Contract Administration as required for compliance with Article 13, Chapter 1, Division 10 of the City of Los Angeles Administrative Code. Except as noted, the Inspector of Public Works, John L. Reamer, Jr., in accordance with generally accepted quality assurance/control procedures and construction inspection methods and practices, including such special inspections that were deemed necessary and prudent, hereby attests that this project has been constructed in accordance with the plans, specifications, change orders, and contract provisions. ( HC - CLS - KRR ) Report Prepared by: Respectfully submitted C. Smith Chris Smith Assistant Director ;tu GARY LEE MOORE, PE, ENV SP City Engineer Ali Bazzi, Project Manager Mail Stop 623 CS:bes T' w,occ,l,clerical,file lagwrp - Jag nden blower installation, cip 4151 Board of Public Works Meeting - April 9, PAGE 54