title
CC - CONSENT ITEM: (1) Approval of a Professional Services Agreement with YWR Architects Inc. for Architectural Design, Building Cost Estimation, and Construction Management Services for City Facilities Improvement Projects at the City Hall and the Teen Center in an Amount Not-to-Exceed $62,000; and (2) Authorization to the Public Works Director/City Engineer to Approve Amendments to the Agreement in an Additional Amount Not-to-Exceed $15,000 to Cover Contingency Costs.
body
Meeting Date: August 11, 2025
Contact Person/Dept: Christopher Evans/Public Works - Engineering Services
Joe Susca/Public Works - Administration
Phone Number: 310-253-5621/5636
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/07/2025); YWR Architects, Inc. (07/03/2025); TSK (07/03/2025); Good Project Co. (07/03/2025); Gerami Architectural Corp. (07/03/2025); CDL Design Group (07/03/2025)
Department Approval Name, Title Date: Yanni Demitri, Public Works Director / City Engineer (07/16/2025) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve a professional services agreement with YWR Architects Inc. to prepare construction documents, estimate building costs, and oversee construction of City facilities improvement projects at City Hall and the Teen Center in an amount not-to-exceed $62,000; and (2) authorize the Public Works Director/City Engineer to approve amendments to the agreement in an additional amount not-to-exceed $15,000 to cover contingency costs.
BACKGROUND
Staff issued a Request for Proposals (“RFP”) to hire an architect to prepare design and construction documents, estimate building costs, and oversee construction of the following four projects:
City Hall:
• 3rd Floor - Risk Management: To ensure sensitive matters are conducted in a confidential manner, design two private offices to replace four open cubicle workstations.
• 1st Floor - Finance: Split an existing private office in half to create two private offices for use by supervisory staff in the Payroll Division to conduct operations in a confidential manner.
• 2nd Floor - Permit Counter: To improve staff safety, design a transparent partition extending the entire length of the permit counters. The work also includes drywall framing to house full-length, access-controlled doors at each perimeter entryway to replace the existing low-height doors.
Teen Center:
• Kitchen: Remodel an existing commercial kitchen to teach culinary classes. Once remodeled, the Parks, Recreation and Community Services department intends to enhance recreation programs by offering courses in meal preparation.
DISCUSSION
On May 1, 2025, staff released RFP No. 2619 to competing architects to complete the following scope of services:
1. Prepare plans, specifications, and construction documents to insert into a Notice Inviting Bids for release to competing General Contractors; and
2. Apply and obtain all building permits; and
3. Estimate the cost to build each project; and
4. Oversee construction of the four projects.
The proposals were due on June 5, 2025 and five were received. The proposals were evaluated using the criteria contained in the RFP, and below are their prices:
Name Price
YWR Architects, Inc. $ 62,000
Gerami Architectural Corp. $ 87,300
CDL Design Group $176,000
TSK $278,980
Good Project Co. $135,100
YWR Architects, Inc. (“YWR”) received the highest rating by staff. YWR is located in San Gabriel, and they have extensive experience designing commercial kitchens and interior office spaces. They have a staff of 17 and have been in business for 10 years. Their references are excellent, and staff recommends selecting YWR to complete the four projects.
YWR’s timeline anticipates it will take two to three months to prepare the plans, specifications, construction documents, cost estimates, and to obtain building permits for the four projects.
The Price Schedule contained in YWR’s proposal includes hourly rates for each job title that will be performing the work. If use of the $15,000 contingency is deemed necessary, those hourly rates will be charged to perform additional services beyond the original scope.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding in the following accounts to cover the cost to complete the four projects:
City Hall Offices: Risk Management and Finance:
• CIP No. PZ-132 - Building Repairs. A Mid-Year budget amendment request in Fiscal Year 2024-2025 amounting to $275,000 was approved to fund these projects.
City Hall Second Floor Permit Counter Partition:
• CIP No. PF-048 Lobby Area Safety Improvement -- $132,500.
Teen Center Kitchen Remodel:
• General Fund 10130110.619800 - (PRCS Administrative Division - Other Contractual Services) Teen Center Kitchen Repairs & Restoration -- $160,000. The $160,000 for this project was included in the budget for Fiscal Year 2024-2025 and not spent. If the project is approved, the funds will be carried over into Fiscal Year 2025-2026
The YWR Price Schedule breaks down their $62,000 fee for each of the four projects as follows:
Risk Management Offices: $12,000
Finance Offices: $12,000
Permit Counter Partition: $17,000
Teen Center Kitchen: $21,000
Any contingency amount spent will be applied to the individual project(s) that require it.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a professional services agreement with YWR Architects Inc. in an amount not-to-exceed $62,000 to prepare plans, specifications, construction documents, building cost estimates and oversee construction of City facilities improvement projects at City Hall and the Teen Center; and
2. Authorize the Public Works Director/City Engineer to approve amendments to the YWR Architects, Inc. agreement in an additional amount not-to-exceed $15,000 to cover contingency costs; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.