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Agenda Item 19.

City Council Meeting

Meeting Date:	06/05/2018
FROM:	Bill Gallardo

Subject:

Approve Professional Services Agreement (PSA) with Hace Inc. for the 2017-18 CDBG Project - Brea Senior Center Kitchen Improvements (CIP 7944)

RECOMMENDATION

Approve Professional Services Agreement (PSA) with Hace Inc. for the 2017-18 CDBG Project - Brea Senior Center Kitchen Improvements (CIP 7944).

BACKGROUND/DISCUSSION

In early 2017 the County of Orange awarded a Community Block Development Grant (CDBG) in the amount of $200,000 to the City of Brea to initiate improvements for the Brea Senior Center kitchen. The project will enhance efficiency, accessibility and safety for seniors volunteering in the kitchen, as well as improve the nutritional quality of meals the seniors are receiving. The kitchen at the Brea Senior Center is used by staff and senior volunteers at least five days a week to prepare and serve a hot, nutritious lunch for an average of 65 seniors per day. The home-delivered meals program also utilizes the kitchen area for their services. Both the home-delivered meals program and the nutrition program within the senior center facility rely heavily on senior volunteers who are in and out of the kitchen for hours at a time. Staff has demonstrated the many improvements needed to ensure the space remains accessible, functional, safe, and efficient to keep up with the increasing demands.

The $200,000 grant for 2017-2018 is intended to be used for the initial design phase ($60,000), as well as the purchase of necessary kitchen equipment ($140,000). Grant funds for the construction phase have already been preliminarily approved by the County of Orange for the 2018-2019 and 2019-2020 grant cycles.

To initiate the design phase, staff prepared a Request for Proposals (RFP) to provide design services and final plans, specifications and engineer's estimate (PS&E) for the Brea Senior Center Kitchen Improvements Project (see RFP attached).

Staff solicited eight (8) firms with the RFP and two (2) responded with interest in submitting proposals. On April 9, 2018, two proposals were received from the following firms:

Hace, Inc.
Handian Corp

The proposals were reviewed and evaluated based on the firms' relevant experience, scope of services provided, cost effectiveness, etc. Hace Inc. was the only firm that included construction management and oversight in their proposal scope and cost estimate which was a required item in the RFP; therefore, Hace Inc. was selected as the top firm. Hace Inc. has demonstrated experience with commercial kitchen design, including projects within Brea. Staff is now recommending that the City Council approve a Professional Services Agreement with Hace, Inc. in the amount of $43,200.00 for provide design services and final PS&E for the Brea Senior Center Kitchen Improvement Project.

COMMISSION/COMMITTEE RECOMMENDATION

The Finance Committee reviewed staff's recommendation at their May 29, 2018 meeting and recommended to proceed.

FISCAL IMPACT/SUMMARY

This project is included in the CIP budget (Project Number 7644) with all the design fees covered by CDBG grant funding. The dollar amount earmarked specifically for design is $60,000. With the $43,200 proposal from Hace, Inc. plus a 10% contingency for any unexpected costs, the project will remain well within the allocated budget. There will be no general fund impact from this project. Staff continues to see a growing need for senior services and for nutritional services in particular. In order to prepare for the future, it is necessary to be proactive in setting our facilities up to be able to accommodate these increasing demands. Therefore, staff is recommending that the City Council approve a PSA with Hace, Inc. in the amount of $43,200 to provide design services for the Brea Senior Center Improvement project (PSA attached).

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Jenn Colacion, Management Analyst
Concurrence: Chris Emeterio, Assistant City Manager; Carrie Hernandez, Community Services Manager

Attachments
Agreement
Exhibit A - RFP
Exhibit B - Hace Proposal