REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Ten Over Studio for Design Professional Services for the Fire Station 7 Replacement Project
Report
BACKGROUND
Originally constructed in 1971, Fire Station 7 located at 3495 Benton Street (Attachment 1), is in need of renovation or replacement to address various deficiencies including operational capacity, accessibility, and modern fire service requirements. The existing facility no longer supports current apparatus sizes, staffing needs, current ADA standards, or essential support spaces.
The Fire Station 7 Replacement Project (Project) will be completed in two phases. Phase I of the Project includes a study of the existing fire station to determine the most effective approach for meeting the Fire Department's current and future operational needs through either renovation or replacement. Phase II of the Project includes developing design plans according to the approved schematic design, constructing the facility to meet current requirements, and providing engineering support during the construction.
The Phase I study scope of work includes evaluating the facility's existing conditions, testing and assessing building materials, conducting a cost-benefit analysis of renovation versus replacement, developing schematic plans and alternative layouts, and providing recommendations for additional fire station features that would enhance functionality and support the Fire Department's operational needs.
The Project was previously unfunded, however in November 2024, Santa Clara voters approved Measure I, authorizing the issuance of General Obligation bonds to address the City’s infrastructure needs including the renovation or replacement of Fire Station 7.
DISCUSSION
Pursuant to City Code Section 2.105.140(c) and State laws governing procurement of architectural and engineering services, the City followed a qualifications-based selection process. Under this process, proposers are evaluated based on their demonstrated competence and qualifications, and the most qualified proposer(s) is selected, subject to the negotiation of fair and reasonable compensation.
On January 16, 2026, a competitive Request for Proposals (RFP) was published on the City’s e-procurement platform for Phase I and Phase II engineering services. The City received four proposals from Brown Reynolds Watford Architects; CSHQA; Joseph Chow & Associates, Inc. and Aetypic, Inc. (JCA/AET JV); and Ten Over Studio. For Phase I, a proposal review panel consisting of staff from the Department of Public Works and Fire Department evaluated each proposal against the criteria set forth in the RFP, including responsiveness, firm qualifications, experience and availability of key staff, project approach, and ability to complete the project in a timely manner. Based on the panel’s evaluation, staff recommends awarding the agreement to Ten Over Studio. Ten Over Studio demonstrated a strong understanding of the Project and provided an excellent approach to the work presented in the RFP. They also have extensive architecture experience working in the Bay Area and have successfully completed similar fire station projects in the past.
The proposed agreement (Attachment 2) for Phase I includes a negotiated scope of services and fees based upon the understanding of the work to be performed. The scope of services generally includes project management, surveying, testing and evaluation of the existing building, data analysis and delivery of a preliminary report comparing renovation and rebuilding options, and a final recommendation with cost estimates for each option.
Staff recommends entering into the agreement with Ten Over Studio to provide design professional services for Phase I of the Project. Approval of this agreement will provide professional services necessary to evaluate the building and make recommendations for completing the Project.
The RFP also included a provision that allows the City to solicit cost proposals, negotiate, and enter into an additional design professional services agreement for Phase II of the Project with either Ten Over Studio or one of the other consultants that submitted proposals for the RFP. Upon completion of the Phase I study, staff will return to Council with a recommendation to award the design phase of the Project.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the projects and future discretionary approvals are required by the City to approve the projects for construction. Environmental review in accordance with CEQA will occur as part of the design and approval process for any project subject of the design professional services of this agreement.
FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount of $233,336. This amount includes $210,124 for basic services, and a not-to-exceed amount of $23,212 for additional services and reimbursable expenses. Funding for the Agreement is available in Fire Station 7 Replacement project in the Measure I General Obligation Bond Projects Fund.
COORDINATION
This report has been coordinated with the Finance Department, the Fire Department, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an Agreement with Ten Over Studio for Design Professional Services for the Fire Station 7 Replacement Project in the not-to-exceed amount of $233,336, in a final form approved by the City Attorney; and
2. Authorize the City Manager to execute amendments, extensions, and related documents necessary to implement the Agreement, provided such actions are consistent with the purpose, scope, and funding authority described in this staff report, in a final form approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Agreement with Ten Over Studio