TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
Karen Domerchie, Senior Management Analyst
SUBJECT:Title
Approve Continued Use of Previously Approved On-Call Professional Service Agreement for Construction Management and Inspection Services with Psomas (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council approve continued use of the previously approved on-call professional service agreement for construction management and inspection services with Psomas.
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FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects.
BACKGROUND:
On June, 2015, City Council approved professional service agreements for On-Call Construction Management and Inspection Consultant Services for AndersonPenna Partners, Inc. (APP), Civil Source, 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.
The following task orders have been issued to Psomas:
1. Rosecrans Avenue Widening $ 62,714.00
2. Parking Structure #2 Rehabilitation Project $ 56,380.00
3. Pier Comfort Station Rehabilitation Project $ 36,380.00
TOTAL:$ 155,474.00
Although they have not exceeded half the contract amount ($200,000) yet, staff is requesting that City Council approve the continued use of their previously approved on-call professional service agreement since staff anticipates needing their services for projects in the very near future.
DISCUSSION:
Under the On-Call Engineering Services contract, Psomas 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 matters.
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. 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.
Staff is requesting approval for the continued use of the services described above by Psomas for projects in the near future.
POLICY ALTERNATIVES:
ALTERNATIVE #:
Do not approve the continued use of the Psomas agreement.
PROS:
Other consultants would be provided with the opportunity to provide these services if the remainder of the Psomas 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 a project-specific RFP and execution of associated contracts take a significant amount of time to process and would delay the projects.
CONCLUSION
Approve continued use of previously approved on-call professional service agreement for construction management and inspection services with Psomas so that staff can proceed with projects in a timely manner.