HomeMy WebLinkAbout2022-08-30; City Council; ; Agreement for Fire Department Administration Offices Feasibility StudyThis item was returned to staff to be continued at a date certain of Sept. 13~ 2022.
1. AGREEMENT WITH SILLMAN WRIGHT ARCHITECTS FOR FIRE DEPARTMENT
ADMINISTRATION OFFICES FEASIBILITY STUDY, (CIP PROJECT NO. 4089) -
Adoption of a resolution authorizing execution of an agreement with Sillman
Wright Architects to conduct a feasibility study for the Fire Department
administration offices, in an amount not to exceed $114,630. {Staff contact:
Steven Stewart, Public Works)
CA Review _RMC_
Meeting Date: Aug. 30, 2022
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Steven Stewart, Municipal Projects Manager
steven.stewart@carlsbadca.gov, 442-339-2938
Subject: Agreement for Fire Department Administration Offices Feasibility Study
District: 2
Recommended Action
Adopt a resolution authorizing execution of an agreement with Sillman Wright Architects, a
California corporation, to conduct a feasibility study for the Fire Department administration
offices in an amount not to exceed $114,630.
Executive Summary
The project will evaluate the feasibility of constructing offices to centralize Fire Department
management and administrative staff currently working in various city locations. This Capital
Improvement Program project, Project No. 4089, was approved and adopted as part of the fiscal
year 2021-22 budget.
Staff requested proposals for feasibility study services in May 2022, reviewed the proposals
submitted in June 2022 and are now recommending the City Council authorize an agreement
with Sillman Wright for an amount not to exceed $114,630.
Under Carlsbad Municipal Code, Section 3.28.060 (D)(5), the City Council’s authorization is
required for procurement of services that cost more than $100,000 per agreement year.
Discussion
On May 6, 2022, staff issued a request for proposals for feasibility study services to evaluate
constructing office spaces in up to four locations and to prepare schematic plans with cost
estimates for each option.
Five proposals were received on June 6, 2022 and distributed to an evaluation committee
consisting of Fire Administration and Public Works staff. This committee reviewed and ranked
the proposals following the best-value selection criteria published in the request for proposals
and as set forth in Carlsbad Municipal Code sections 3.28.050 (D)(2) and 3.28.060(D).
The committee determined that Sillman Wright offered the best value to the city and was the
most qualified firm for this project.
The agreement with Sillman Wright authorizes the City Manager to extend the agreement term
for up to one year.
Aug. 30, 2022 Item #2 Page 1 of 22
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt a resolution authorizing execution of an agreement with Sillman Wright Architects,
a California corporation, to conduct a feasibility study for the Fire Department
administration offices in an amount not to exceed $114,630
Pros
• Staff determined that the proposal from Sillman Wright provided the best value
to the city
• Award of the agreement complies with applicable municipal code sections
• Sufficient funding is available for the agreement
Cons
• None identified
2. Do not adopt a resolution authorizing execution of an agreement with Sillman Wright
Architects, a California corporation, to conduct a feasibility study for the Fire Department
administration offices in an amount not to exceed $114,630
Pros
• None identified
Cons
• Delays improved fire administration operations due to continued multiple
locations
• Delays a decision where Fire Department administration offices could be
consolidated
• A similar solicitation for feasibility study services would likely result in the same
design firm selection
Staff recommend Option 1 for the City Council’s approval.
Fiscal Analysis
The project is currently funded from the General Capital Construction fund, and no additional
funding is requested at this time. However, additional funding will be necessary if the City
Council decides to proceed with additional design services after the study is complete.
Fire Department Administration Offices Feasibility Study
Capital Improvement Project No. 4089
Current appropriation $150,000
Current expenditures/encumbrances $695
Total available funding $149,305
Agreement with Sillman Wright Architects, a California corporation $114,630
Remaining balance $34,675
Next Steps
Once the agreement is fully executed and a purchase order is issued, staff will schedule a
project meeting with Sillman Wright and initiate the study. When the study has been
completed, which is expected to be within six months, staff will return to the City Council for
further direction.
Aug. 30, 2022 Item #2 Page 2 of 22
Environmental Evaluation
The City Planner has determined that the project is exempt from the California Environmental
Quality Act under Guidelines Section 15306 − Information Collection, which consists of basic
data collection, research, experimental management and resource evaluation activities which
do not result in a serious or major disturbance to an environmental resource. These may be
strictly for information gathering purposes, or as part of a study leading to an action which a
public agency has not yet approved, adopted or funded and no exception to the exemption as
set forth in CEQA Guidelines Section 15300.2 applies.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and it was available for public
viewing at least 72 hours prior to the scheduled meeting date.
Exhibit
1. City Council resolution
Aug. 30, 2022 Item #2 Page 3 of 22
Exhibit 1
RESOLUTION NO. .
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH SILLMAN
WRIGHT ARCHITECTS, A CALIFORNIA CORPORATION, TO CONDUCT A
FEASIBILITY STUDY FOR THE FIRE DEPARTMENT ADMINISTRATION OFFICES
WHEREAS, staff have considered the need for fire administration offices to co-locate Fire
Department management and administrative staff; and
WHEREAS, the city has developed the Fire Administration Offices Project, Capital Improvement
Program, or CIP, Project No. 4089, or Project; and
WHEREAS, staff developed a Request for Proposal, or RFP, for design services to evaluate the
feasibility of constructing future offices at four locations; and
WHEREAS, on May 6, 2022, the RFP was advertised and posted on the city website; and
WHEREAS, on June 6, 2022, staff received proposals from five firms; and
WHEREAS, Sillman Wright Architects, a California corporation, tendered a proposal in response
to the RFP and was found to be the highest-ranked firm based on the city’s best-value selection criteria
published in the RFP, and as provided in Carlsbad Municipal Code Sections 3.28.050 (D)(2) and
3.28.060(D); and
WHEREAS, sufficient funding is available in the Project budget, and no additional appropriation
is required at this time; and
WHEREAS, the City Planner has determined that the project is exempt from the California
Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15306 Information Collection,
which consists of basic data collection, research, experimental management, and resource evaluation
activities which do not result in a serious or major disturbance to an environmental resource. These
may be strictly for information gathering purposes, or as part of a study leading to an action which a
public agency has not yet approved, adopted or funded and no exception to the exemption as set forth
in CEQA Guidelines Section 15300.2 applies.
Aug. 30, 2022 Item #2 Page 4 of 22
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the Mayor is authorized and directed to execute the professional services
agreement with Sillman Wright Architects, a California corporation, in an amount not to
exceed $114,630 for feasibility study services for the Fire Department Administration
Offices project, CIP Project No. 4089, which is attached hereto as Attachment A.
3. That the City Manager is authorized to amend the agreement to extend the term for up
to one year, or parts thereof.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the __ day of ________, 2022, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
_____________________________________
MATT HALL, Mayor
______________________________________
FAVIOLA MEDINA, City Clerk Services Manager
(SEAL)
Aug. 30, 2022 Item #2 Page 5 of 22
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AGREEMENT FOR FIRE ADMINISTRATION OFFICES FEASIBILITY STUDY SERVICES
SILLMAN WRIGHT ARCHITECTS
THIS AGREEMENT is made and entered into as of the ______________ day of
_________________________, 2022, by and between the City of Carlsbad, a municipal
corporation, ("City"), and Sillman Wright Architects, a California corporation, ("Contractor").
RECITALS
A.City requires the professional services of a consultant that is experienced in
feasibility study services.
B.Contractor has the necessary experience in providing professional services and
advice related to feasibility study services.
C.Contractor has submitted a proposal under RFP22-1826FAC to City and has
affirmed its willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1.SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement’s terms and conditions.
2.STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3.TERM
The term of this Agreement will be effective for a period of one (1) year from the date first above
written. The City Manager may amend the Agreement to extend it for one (1) additional one (1)
year period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's
performance, City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length of the extended Agreement.
4.TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5.COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will not
exceed one hundred fourteen thousand six hundred thirty dollars ($114,630). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not
exceed twenty thousand dollars ($20,000) per Agreement year. The City reserves the right to
withhold a ten percent (10%) retention until City has accepted the work and/or Services specified
in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City’s election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys’
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City’s self-administered workers’
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
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in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
“occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
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maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor’s records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Steven Stewart Name Mark Baker
Title Municipal Projects Manager Title Project Manager
Department Public Works Address 7515 Metropolitan Drive, Suite 400
City of Carlsbad San Diego, CA 92108
Address 1635 Faraday Ave. Phone No. 619-294-7515
Carlsbad, CA 92008 Email mbaker@sillmanwright.com
Phone No. 442-339-2938
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all categories.
Yes ☒ No ☐
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
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under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal
corporation of the State of California SILLMAN WRIGHT ARCHITECTS, a
California corporation
By: By:
(sign here) Matt Hall, Mayor
Brett Tullis, President & Secretary
(print name/title)
ATTEST:
By:
(sign here) for Faviola Medina,
City Clerk Services Manager
Mark Baker, Vice-President
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: _____________________________
Assistant City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES
Item
number Description
Estimated not-
to-exceed fee
amount
1 Review of site, existing documents and site meetings as
necessary
$35,450
2 Conceptual design development and review $37,780
3 Conceptual cost estimating up to 3 times $12,520
4 Preliminary and final reports $23,880
Not to exceed reimbursable expense allowance $5,000
Total not-to-exceed fee $114,630
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6.4 projEcttEam
PSA23-1916FAC - Exhibit "A" (cont'd)
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6.4 Project Team
SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22
KEY PERSONNEL QUALIFICATIONS AVAILABILITY
Brett Tullis
SILLMAN
Principal Architect
Brett has more than 26 years of architectural experience and
has been a Principal at Sillman for more than 12 years. He
has managed teams for State, County, and Municipal projects
ranging from very small to over $300 million. As the current
Architect of Record on the Carlsbad Police & Fire Headquarters
project, he will provide leadership and guidance to the Project
Manager, as well as the entire design team.
60%
Julio Medina
SILLMAN
Project Manager
Julio will utilize his experience of working with the City
of Carlsbad to be the primary contact for the City Project
Manager. With more than 12 years of architectural experience,
Julio will bring a cohesiveness to the team by channeling his
strong communication skills to effectively collaborate with
clients, consultants, and colleagues, thus enabling teams to
bring forward their best levels of performance.
90%
Dustin Alamo
GRIFFIN STRUCTURES
Program Manager
Dustin has more than 18 years of experience and is skilled
at developing long-term facility plans, which incorporate
future space requirements, phasing considerations, and
capital funding mechanisms. With a formal background in
architecture, he is knowledgeable in aspects of design.
50%
Ariana Ramzian
GRIFFIN STRUCTURES
Sr. Program Analyst
Ariana is an experienced program analyst and space
planner with more than 10 years of relevant experience. Her
background in providing needs assessments and auditing
allows Ariana to effectively interview stakeholders, analyze
data, and formulate conclusions and recommendations on
operational efficiencies.
70%
Ryan Craven
GRIFFIN STRUCTURES
Cost Estimator
As a Certified Public Estimator, Ryan is an expert in value
engineering and construction cost estimating, including
conceptual, schematic design development, master-planning,
and construction document phases. He is a skilled mediator,
participating in change order preparation, validation, and
negotiation.
40%
PROJECT TEAM
Our Design Team has a 45+ year history of working with a variety of civic clients. Working with us means
Direct Principal Involvement, as well as continued collaboration with a refined and established team.
Please see the appendix for detailed resumes of key personnel.
| Team Summary Chart PSA23-1916FAC - Exhibit "A" (cont'd)
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6.4 Project Team
SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22
| Organizational Chart
SILLMAN
Principal Architect
Brett Tullis
SILLMAN
Project Manager
Julio Medina
CITY PROJECT MANAGER
CITY OF
CARLSBAD
SILLMAN
Additional staff architects, designers, & support staff as needed
CONSULTANTS
PROGRAM MANAGERGriffin Structures
Dustin Alamo
SR. PROGRAM ANALYSTGriffin Structures
Ariana Ramzian
COST ESTIMATORGriffin Structures
Ryan Craven
PSA23-1916FAC - Exhibit "A" (cont'd)
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Aug. 30, 2022 Item #2 Page 16 of 22
SchEdulE6.5
PSA23-1916FAC - Exhibit "A" (cont'd)
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Aug. 30, 2022 Item #2 Page 17 of 22
MILESTONES DAYS DATE
Project Award 08.2022
Kickoff Meeting 1 08.2022
Document Review 3 08.2022
Existing Site Utilization
Survey 4 08.2022
Staff Interviews 7 08.2022
Space Needs Validation
& Projections 21 09.2022
City Review &
Comment 14 09.2022
Revised Space
Validation Package 7 09.2022
Conceptual Design
Development 21 10.2022
City Review &
Comment 14 11.2022
Revised Conceptual
Design 7 11.2022
Conceptual Statement
of Probable Cost 7 11.2022
City Review &
Comment 7 11.2022
Revised Conceptual
Statement of Cost 7 11.2022
Prepare & Present Draft
Preliminary Report 7 12.2022
City Review &
Comment 14 12.2022
Holiday Break 7 12.2022
Revised Preliminary
Report 7 01.2023
Final Preliminary
Report 1 01.2023
TOTAL 156
PROJECT SCHEDULE
TASK 1TASK 2TASK 3TASK 46.5 Schedule
SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22
TENTATIVE SCHEDULE:
We are providing a conceptual project schedule,
which outlines the major project milestones and time
frames, based off our decades of experience with
civic projects.
After thorough review of the current scope of work,
we believe that 5-months will be necessary opposed
to the proposed 4-months.
This additional month provides an ample amount of
time for the City to review and comment at each
proposed milestone, offering 7-14 days for each
phase, for a total of 49 days; it also includes 7-days
set aside for the holiday break in December.
When selected, our first priority will be to work with
the City and Stakeholders to uncover the best path
for achieving success in bringing the project to
completion within the agreed upon schedule.
CAPACITY:
SILLMAN is a team comprised of 39 designers,
architects, and flexible support staff.
The deep roster and diverse experience of our
team enables us to manage a variety of projects
simultaneously, while always maintaining the high
level of service that has made SILLMAN a multi-
award-winning firm.
As a local, medium-sized entity, we are detail-
oriented advocates of open collaboration and shared
information, offering Direct Principal Involvement to
assure the best commitment of time and resources
for each project.
PRESENT WORKLOAD:
Our current workload permits us to accept new
projects while continuing to provide our clients with
outstanding personal service.
PSA23-1916FAC - Exhibit "A" (cont'd)
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SILLMAN | 7515 Metropolitan Drive, Ste. 400, San Diego, CA 92108 | btullis@sillmanarch.com
Cost Proposal | SILLMAN
Feasibility Study and Conceptual Design Services
City Fire Administration Building
City of Carlsbad | June 6, 2022 | sillmanarch.com
PSA23-1916FAC - Exhibit "A" (cont'd)
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Aug. 30, 2022 Item #2 Page 19 of 22
6.6 ProPosedFees
PSA23-1916FAC - Exhibit "A" (cont'd)
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COMPANIES (EST) HOURS AMOUNTS
SILLMAN 380 $60,380
Griffin Structures 258 $49,250
(Not-To-Exceed) Reimbursables N/A $5,000
FEE SUMMARY
TASKS AMOUNTS
1. Review of Site, Review of ExistingDocuments, and Meeting with Staff $35,450
2. Conceptual Design Developmentand Review $37,780
3. Preliminary Cost Estimating $12,520
4. Preliminary and Final Report $23,880
FEE SUMMARY BY TASK
TOTAL $114,630
6.6 Proposed Fees
SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22
| Not-To-Exceed
PSA23-1916FAC - Exhibit "A" (cont'd)
DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9
Aug. 30, 2022 Item #2 Page 21 of 22
ROLES HOURLY RATES
Principal Architect $220
Project Manager $180
Design Lead $150
Project Administrator $110
SILLMAN
ROLES HOURLY RATES
Program Manager $205
Senior Program Analyst $190
Cost Estimator $165
GRIFFIN STRUCTURES
6.6 Proposed Fees
SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22
| Hourly Rates
PSA23-1916FAC - Exhibit "A" (cont'd)
DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9
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