Westminster City Council
SUBJECT
Title
Professional Services Agreement with Partners Engineering and Science, Inc. for the Facilities Condition Assessment and Master Plan. End
From: Jake Ngo, Public Works Director
Requested by: Administration
Prepared by: Tuan Pham, Maintenance and Utilities Manager
____________________________________________________________
RECOMMENDED ACTION
Recommendation
A. Approve the Professional Services Agreement with Partners Engineering and Science, Inc. (Partners) for the Facilities Condition Assessment and Master Plan (FCA) in the amount of $129,638; and
B. Authorize a 10% contingency in the amount of $12,963.80 to address unforeseen change orders that may arise during the project; and
C. Authorize the City Manager or designee to execute the agreement, in a form approved by the City Attorney.
end
BACKGROUND
The City owns and maintains many city-owned buildings, parks, and other structures citywide that support a wide range of municipal services and programs. To achieve the most effective and efficient use of all City facilities, staff engaged in the Request for Proposals (RFP) procurement process to solicit proposals from qualified consultants to develop a comprehensive Facilities Condition Assessment and Master Plan (FCA). The FCA will inventory and evaluate the condition of existing city buildings and facilities and develop a comprehensive implementation plan to maintain, modernize, and utilize City facilities to successfully meet the needs of residents, businesses, and staff who utilize them. The FCA will provide a comprehensive set of recommendations with cost estimates that will support informed decision-making for both near and long-term capital planning efforts, and ultimately improve the overall municipal infrastructure and capital improvement budgeting in the years ahead.
On January 15, 2026, the City issued an RFP to solicit proposals from qualified firms with demonstrated experience. The RFP was posted to the City’s website and sent to interested firms that have prepared FCAs for similar jurisdictions. Staff received three proposals. A review committee consisting of the Public Works Director, Maintenance and Utilities Manager, and Building Supervisor evaluated the proposals based on qualifications, relevant experience with comparable jurisdictions, subject matter experience, and project scope and methodology.
Two firms were selected for interviews. Following the review of the submitted proposals and the interviews, Partners Engineering and Science, Inc. was identified as a highly qualified firm based on the firm’s project understanding, proposed methodology, qualifications, and demonstrated expertise. In addition, references from other public agencies, including the Cities of El Segundo, Santa Cruz, and Torrance, have provided favorable feedback regarding their experience working with Partners.
The FCA includes assessments of 17 buildings totaling approximately 320,000 square feet, nine potable water wells, and 25 parks. The assessment will include the following:
• Building Characteristics
Building name, year constructed, gross square footage, walls, doors, windows, flooring, ceiling, stairs, elevators, foundation, and structural framing.
• Roof Systems
Roof type, condition, insulation, and flashing.
• Park Amenities and Support Facilities
Shade canopies, restroom facilities, gross square footage, roof type, buildings, block walls, tables, benches, playground, and outdoor exercise equipment.
• Mechanical Systems
HVAC systems, boilers, chillers, controls, ductwork, plumbing systems, water heaters, and fire suppression.
• Electrical and Technology Infrastructure
Electrical systems, transformers, panels, generators, interior and exterior lighting, security systems, and data/network infrastructure.
• Life Safety
Fire alarms, sprinklers, emergency exits, ADA path of travel, hazardous materials, and seismic bracing.
• Communication and Security Systems
Audio-visual, intercom, access control, and CCTV infrastructure.
Staff anticipates receiving the FCA report, with a cloud-based Asset Management dashboard, in early 2027, which will provide valuable data and analysis to support development of budget and capital planning efforts for future fiscal years. In addition, the modeling scenarios project improvement needs and associated costs up to 20 years to assist with the City’s long-term financial and infrastructure planning.
During the assessment process, unforeseen conditions may be encountered that require additional investigation, testing, and incorporation into the FCA. Examples include the identification of suspected asbestos-containing materials that necessitate further evaluation and verification beyond the original scope of work. The contingency amount is intended to address these unforeseen conditions and any related scope modifications.
FISCAL IMPACT
Funding for the FCA, in the amount of $142,601.80, is budgeted in the CIP Account No. 20002-002601 “Facilities Master Plan”.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Approving the subject agreement will allow Partners to properly conduct a comprehensive assessment of the City’s facilities and infrastructure and provide recommendations to support long-term planning, capital investment decisions, and infrastructure management.
ATTACHMENTS
1. Proposed Agreement
2. Consultant’s Proposal
3. List of City Facilities
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager