TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
Gilbert Gamboa, Senior Civil Engineer
SUBJECT:Title
Approve Task Order No. 1 with AndersonPenna Partners, Inc. in the Amount of $214,109 and Approve Continued Use of their Previously Approved On-Call Professional Service Agreement for Construction Management and Inspection Services (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve Task Order No. 1 with AndersonPenna Partners, Inc. under their previously approved on-call professional service agreement for construction management and inspection services in the amount of $214,109; and
2. Approve continued use of previously approved on-call professional service agreement for construction management and inspection services with AndersonPennaPartners, Inc.
FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects.
BACKGROUND:
On June 16, 2015, City Council approved professional service agreements for On-Call Construction Management and Inspection Consultant Services for AndersonPenna Partners, Inc. (APP), CivilSource, Inc. and Psomas in the amount of $400,000 for a three-year term for each firm. City Council also directed staff to not issue individual task orders beyond $100,000 without City Council approval and to not issue cumulative task orders exceeding half the contract amount ($200,000) without City Council approval.
Staff requested fee proposals from two of the consultant firms to provide construction management/inspection services for the recently bid Rehabilitation of Gravity Sewer Main Project in the Sand Section. Two fee proposals were received as follows:
1. APP: $214,109
2. Psomas: $205,864
Staff recommends approval of Task Order No. 1 to APP primarily due to their familiarity experience managing similar construction projects and current availability of their project staff. APP staff recently managed construction for a sewer replacement project and a large storm drain infiltration project in the City. The recommended task order is for a not-to-exceed amount based on utilizing all 140 working days allowed under the construction contract for construction management and inspection services. Should the work be completed in fewer days than the construction contract time, then actual payment will be based on actual hours worked by APP.
Since APP’s proposed task order for this sewer project will exceed the mid-point of their total contract amount, staff also seeks approval from City Council to move forward with the final half of their contract. This is the only task order issued to APP to date.
DISCUSSION:
Under the On-Call Engineering Services contract, APP is to provide overall construction management and inspection services for assigned projects. Some of the major tasks are described below.
Construction Management Services
Services include complete project coordination; organizing and conducting regular progress meetings with all City, Contractor and Consultant representatives as appropriate; tracking and recording key actions, decisions and preparing/reviewing meeting minutes. APP will prepare monthly reports monitoring contractor performance and address project progress and any quality, cost and schedule issues. APP will also coordinate the work of separate contractors engaged by the City. A primary service will be to identify and attempt to resolve construction issues/disputes as they arise prior to engagement of legal counsel to handle the matter.
Inspection Services
Services will include representation of the City in dealing with the contractor and providing inspections that will verify the quality and content of work produced complies with contract documents and identify non-compliant work for correction. APP will provide written, photographic and video documentation of the project as it progresses and provide material testing as required for the project. Services also include coordination with utility companies. They will ensure that work progresses in compliance with safety regulations and that work progresses in conformance with permit conditions. This work also includes providing positive public relations in dealing with the community and residents and ensuring a safe work site for the public.
POLICY ALTERNATIVES:
ALTERNATIVE #1
Do not approve the continued use of the AndersonPenna Partners, Inc. agreement.
PROS:
Other consultants would be provided with the opportunity to provide these services if the remainder of the AndersonPenna Partners, Inc. agreement cannot be used.
CONS:
If staff cannot utilize the remainder of this agreement, staff would have to revert back to issuance of a project-specific RFP to procure these services if the other on-call construction management contracts cannot accommodate the additional tasks within their remaining contract amounts. Issuance of project-specific RFP and execution of associated contracts take a significant amount of time to process and would delay the project.
CONCLUSION:
Approve Task Order No. 1 with AndersonPenna Partners, Inc. in the Amount of $214,109 and Approve Continued Use of their Previously Approved On-Call Professional Service Agreement for Construction Management and Inspection Services
Attachments:
1. AndersonPenna Partners, Inc. Proposal
2. Psomas Proposal