Approve a contract with WMB Architects for architectural services, and several actions to begin the design of the South Davis Library Branch; including the adoption a budget resolution increasing appropriations and estimated revenues for the Capital Project Fund by $1,317,000 to begin architectural and engineering design and associated work. (No general fund impact) (4/5 vote required) (Pistochini) 

On-Call Contract Approval
Periodically, the County conducts a Request for Qualifications competitive solicitation to establish on-call lists for a variety of specialized architectural and engineering firms.  This process allows the County to quickly establish work authorizations with a contracted on-call firm. The County conducted its most recent on-call solicitation in the beginning of 2023.  WMB Architects is one such firm that timely submitted a response, was evaluated, and received an intent to award.  An on-call contract contains a maximum amount of $3 million dollars during its term.  Work cannot proceed without a work authorization being reviewed by the General Services Department. If the work authorization for any one project is more than $100,000, it must receive Board of Supervisors approval.  Additional on-call contracts will be brought to upcoming Board meetings as negotiations are successfully concluded.  This contract with WMB Architects is being finalized but will be substantially consistent with the terms contained in Attachment A, as the firm has not declared any exceptions to the template during the solicitation process.  Approving this request allows the County to timely conclude negotiations before the next Board meeting and execute the new work authorization described below.

Work Authorization for South Davis Branch Library
The South Davis Branch Library project was awarded a $8,783,400 grant from the California State Library in late 2022.  To proceed with this project, the County needs to begin developing architectural plans and specifications.  The completed plans and specifications will be the basis for a future competitive solicitation for construction services.  WMB Architects previously was the architect of record for the Yolo Branch Library and also was the architect for the conceptual design for the South Davis Branch Library.  General Services is seeking approval to issue a work authorization for WMB Architects to design the South Davis Branch Library because WMB already conducted extensive foundational and conceptual work for the South Davis Library Branch.  The scope of work proposal form WMB is included as Attachment B.

Due to the need to complete architectural work and major construction activity by March 31, 2026, utilizing WMB Architects with their existing knowledge base will help ensure the project remains on schedule.  WMB is aware of the County's expectation to receive from WMB construction documents and an engineer's estimate in the summer of 2024.  This will provide the Board time to review the information prior to deciding to proceed with soliciting for construction services.  Staff anticipates asking the Board for approval in November 2024 to approve a construction services contract and begin construction immediately thereafter.

Budget Resolution
The initial work for the South Davis Branch Library begins with the architectural services described above, geotechnical investigative services, CEQA services, and project management services.  The budget resolution, included as Attachment C, will establish the initial project budget for these four elements.  Upon completion of architect's work, an engineer's construction estimate will be prepared and brought back to this Board for approval of the full project cost and to proceed with the construction phrase.

The General Services Department collaborated with the County Administrator's Office, the Department of Financial Services and the Library Department in developing this recommendation.

The County conducted an open and public Request for Qualifications solicitation in January 2023.  This solicitation closed in March 2023.  A total of 31 responses was received for the categories of architectural, landscape architectural, civil engineering, geotechnical engineering, and mechanical engineering firms.  The County issued its intent to award to the first grouping of 12 architectural firms on May 4, 2023.  The County will be issuing separate intent to awards to landscape architectural, civil engineering, geotechnical engineering, and mechanical engineering firm groupings shortly.