FROM:
Engineering
SUBJECT:
Title
Approve Amendment No. 5 to the Professional Services Agreement for Architectural Design Services for the City Hall Renovation Project - Phase II (City Hall; DE-24-147-SP)
End
RECOMMENDATION:
Recommendation
1. Approve and authorize the City Manager to execute Amendment No. 5 to the Professional Services Agreement with Sillman Wright Architects for Architectural Design Services for the City Hall Renovation Project - Phase II (DE-24-147-SP) in the amount of $567,700.00, for a total contract amount of $2,794,310.00.
2. Approve and authorize the City Manager to execute future amendments not exceeding $100,000.00.
End
COUNCIL GOALS:
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the city's existing infrastructure.
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by providing for the development of new infrastructure.
DISCUSSION:
The City Hall Renovation Project - Phase II (City Hall) is a proposed project to be constructed in place of the existing City Hall Building located at 8353 Sierra Avenue, Fontana, CA 92335, and shall consist of demolishing the existing one-story building, and constructing a two-story municipal building occupying a building footprint of approximately 35,000 square feet. The first tier will consist of parking spaces, a City Council Chambers of approximately 3,500 square feet, public access services space, and office space with some of the first floor containing volume ceiling. The second floor will be solely comprised of office spaces. The intent of the building is to serve as office space for City staff, provide public and employee parking on the Civic Campus, and serve as the primary public interface for residents and businesses within the City.
A Request for Proposals (RFP) was issued for Design Services for City Hall Renovation Project - Phase II in March 2024. The City received sixteen (16) proposals and the evaluation committee recommended Sillman Wright Architects of Temecula, CA as the overall best value on the criteria outlined in the RFP.
On July 25, 2024, the City and Sillman Wright Architects executed a Professional Services Agreement in the amount of $99,000.00. The original agreement only covered the preliminary design work, with a mutual understanding that additional amendments were to be executed for full scope of work. On September 10, 2024, the City Council approved Amendment No. 1 in the amount of $1,090,490.00 and authorized the City Manager to execute future design amendments with a not-to-exceed amount of $100,000.00. Amendment No. 1 included Schematic Plan, Design Development, and 50% Working Drawings and Specifications. On April 22, 2025, the City Council approved Amendment No. 2 in the amount of $766,670.00. Amendment No. 2 included Final Working Drawings & Specifications, Construction Contract Documents, and Bid Phase. On June 24, 2025, the City Council approved Amendment No. 3 in the amount of $189,250.00. Amendment No. 3 included Audio-Visual Design for the new Council Chambers, a Parcel Map Consolidation and an Enclosed Pedestrian Bridge Design. On September 2, 2025, the City Manager executed Amendment No. 4 in the amount of $81,200.00. Amendment No. 4 included a North Parking Lot Design, a Photovoltaic Design, and Additional Floor Plan Design changes.
The proposed Amendment No. 5 in the amount of $567,700.00 includes modification of the Council Chambers design, street improvement lighting plan, architect support during construction, and the preparation of As-Built Drawings and administrative support during the warranty period.
The total not-to-exceed amount of the agreement, including the original Professional Services Agreement and all subsequent amendments to date, is $2,794,310.00.
FISCAL IMPACT:
The fiscal impact associated with the approval of this item is $567,700.00 for the full term of the Professional Services Agreement. This amount is included in the Fiscal Year 2025-2026 budget in project 37600012-601-A-8113, Fund 601 - Capital Reinvestment.
MOTION:
Approve staff recommendation.