REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Request from the Stadium Manager to Execute Agreements with Hellmuth, Obata & Kassabaum, Inc., HKS Architects, Inc., M. Arthur Gensler Jr. & Associates, Inc., and Populous, Inc. for Architectural and Engineering Professional Services
Report
BOARD PILLAR
Ensure Compliance with Measure J and Manage Levi’s Stadium
DISCUSSION
On October 5, 2021, the Stadium Manager submitted its original Recommendation for Award memo (Attachment 1), along with supporting procurement documentation, to request approval from the Stadium Authority Board for the following:
1. Execute agreements with Hellmuth, Obata & Kassabaum, Inc., HKS Architects, Inc., M. Arthur Gensler Jr. & Associates, Inc., and Populous, Inc. for architectural and engineering professional services. Each agreement had a five-year term and a not to exceed amount of $1M per contract year and a not to exceed amount of $5M over the five year period (for a collective total of $20M over the five year period between all four agreements); and
2. Issue individual task orders to the four firms for services based on various criteria including demonstrated experience and expertise in specific areas that best meets the needs of a given project and availability of staff for specific projects.
After reviewing the Stadium Manager’s request, staff shared best practices for funding architectural and engineering services to the Stadium Manager, asked for information regarding the Stadium Manager’s anticipated aggregate spend, and proposed a modification to the request so that it reflected the actual anticipated aggregate spend. That communication between the Stadium Authority and Stadium Manager is included in this report (Attachment 2). The Stadium Manager agreed with staff’s recommendation to adjust its request for funding to reflect the anticipated aggregate spend and submitted a revised Recommendation for Award memo (Attachment 3) and new Master Agreements with Task Order Forms (Attachments 4-7). The Stadium Manager’s request for approval was revised to the following:
1. Execute five-year Master Agreements with Hellmuth, Obata & Kassabaum, Inc., HKS Architects, Inc., M. Arthur Gensler Jr. & Associates, Inc., and Populous, Inc. for architectural and engineering professional services. The aggregate compensation for the four agreements will not exceed an aggregate maximum of $1M per contract year. Collectively, the request is for an aggregate maximum amount of $5M over the five-year period for the four agreements and is subject to the Board’s funding approval as part of the annual budgeting process. The services will be charged to applicable CapEx and Shared Stadium Expense line items; and
2. Issue individual task orders to the four firms for services based on various criteria including demonstrated experience and expertise in specific areas that best meets the needs of a given project and availability of staff for specific projects. Compensation to the firms will be tracked through approved task orders, and total compensation shall not exceed an aggregate maximum of $1M across the four firms per contract year.
The Stadium Manager’s Recommendation for Award describes the Request for Statement of Qualifications process that was implemented, as well as how these services will be funded.
ATTACHMENTS
1. Stadium Manager’s Original Recommendation for Award
2. Stadium Authority and Stadium Manager Correspondence Re: Request
3. Stadium Manager’s Revised Recommendation for Award
4. Agreement with Hellmuth, Obata & Kassabaum, Inc.
5. Agreement with HKS Architects, Inc.
6. Agreement with M. Arthur Gensler Jr. & Associates, Inc.
7. Agreement with Populous, Inc.