REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Brown Reynolds Watford Architects for Design Professional Services for the Fire Station 5 Replacement Project
Report
BACKGROUND
Originally constructed in 1962, Fire Station 5 (located at 1912 Bowers Avenue, Attachment 1) is in need of replacement to address deficiencies in operational capacity, seismic performance, accessibility, and modern fire service requirements. The existing 3,000 square-foot facility no longer supports current apparatus sizes, staffing needs, ADA standards, or essential support spaces.
A property condition assessment completed in 2017 recommended the replacement of the existing fire station with a new facility. The Fire Station 5 Renovation Project (Project) includes the design and construction of a new fire station with a focus on key program elements such as accommodations for up to ten personnel with individual dorm rooms, a dedicated administrative space, kitchen, day room, community room, and efficiently reconfigured apparatus circulation, parking, and site access. The Project will also include a gym, on-site refueling infrastructure, and sustainable features such as a gray water capture system, and three possible apparatus bays to accommodate future expansion needs of the Fire Department. The design will incorporate firefighter health and safety considerations, including separation of living and working spaces, HVAC throughout the facility, and infrastructure to support ongoing operational and training 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 replacement of Fire Station 5. To prepare the design and construction bid documents for the Project, the City will need to retain a consultant to provide engineering design services.
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. The City received four proposals from Brown Reynolds Watford Architects; CSHQA; Joseph Chow & Associates, Inc. and Aetypic, Inc. Joint Venture (JCA/AET JV); and Ten Over Studio. 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, qualifications of the firm, experience, availability of key staff, project approach, and ability to complete the project within the proposed schedule. Based on the panel’s evaluation, staff recommends awarding the agreement to Brown Reynolds Watford Architects (BRW). BRW demonstrated a strong understanding of the Project and provided an excellent approach to the design work presented in the RFP. Also, BRW has extensive architecture experience working in the Bay Area and has successfully completed similar fire station projects in the past.
The proposed agreement (Attachment 2) includes a negotiated scope of services and fees based upon the understanding of the work to be performed. The scope of services generally includes a review of prior facility assessments and Fire Department operational requirements, project management, preliminary engineering, preparation of design and construction documents, bid and construction support, and project close-out.
Staff recommends entering into the agreement with BRW to provide design professional services for the Project. Approval of this agreement will provide design professional services necessary to develop the design and construction documents to implement the Project. The Agreement includes prevailing wage requirements.
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 $1,598,220. This amount includes $1,366,000 for basic services, and a not-to-exceed amount of $232,220 for additional services and reimbursable expenses. Funding for the Agreement is available in Fire Station 5 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 Brown Reynolds Watford Architects for Design Professional Services for the Fire Station 5 Replacement Project in the not-to-exceed amount of $1,598,220, in a final form approved by the City Attorney; and
2. Authorize the City Manager to make minor modifications to the Agreement including time extensions, if needed, 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 BRW Architects