TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
SUBJECT:Title
Approve Continued Use of As-Needed Engineering Services Agreement with Harris & Associates, Inc. for Design Engineering Services (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve continued use of Harris & Associates, Inc. for as-needed professional services agreement for Design Engineering services.
FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects.
BACKGROUND:
On July 1, 2015, City Council approved professional service agreements for as-needed professional services for Harris & Associates, Inc., Transtech, and Penco Engineering in the amount of $300,000 for a three-year term for each firm. City Council also directed staff to not issue individual task orders exceeding $100,000 without City Council approval and to not issue any additional task orders when the cumulative amount of the individual task orders exceed half the contract amount unless City Council approves the continued use of the agreement.
To date, staff has issued three task orders to Harris & Associates for a cumulative amount of $132,320. Staff has received a task proposal from Harris & Associates for Task No. 4, but staff cannot approve the any additional task orders since the cumulative amount of the task orders will exceed half of their contract amount (Attachment 1). Staff recommends continued use of the Harris & Associates’ agreement since they have performed well on previously assigned tasks.
DISCUSSION:
Under the approved As-Needed Professional Services contract, Harris & Associates provides complete design services for assigned projects. Some of the major tasks are described below.
1. Research existing records of utility companies and agencies and coordinate the proposed improvements with existing field conditions.
2. Provide all field survey and topographic work necessary to complete the design effort. Design level survey and base mapping of the project site shall be prepared in US Customary English units by a California licensed Land Surveyor in accordance with the City guidelines and in AutoCAD Computer Aided Design and Drafting (CADD) format. The horizontal datum shall be NAD 83 and the vertical datum shall be NAVD 88. All survey field notes shall be on forms provided by the City, shall be neatly completed in pencil, and shall become property of the City upon completion of the project. Informal field investigations including marking of removal areas may be required for some of the sidewalk, curb and gutter, and pavement replacement projects.
3. Complete the design of projects including plans, specifications, and engineer’s construction cost estimate. The Consultant shall contact manufacturers and/or contractors to verify the engineer’s estimate prior to submitting to the City. Specifications shall be prepared in Microsoft Word and an electronic copy of the final version shall be furnished to the City. The City will provide the specification boiler plate to the Consultant.
4. All preliminary and bid sets of plans shall be plotted on bond or velum using the AutoCAD program. All drawings shall be completed per the City of Manhattan Beach CADD Standards
5. All original plan sheets, the title sheet of the specifications, calculations, and reports shall be signed and stamped by the Consultant’s licensed professional engineer in responsible-charge of the project. These signed originals will then become the property of the City.
6. The Consultant shall provide support services during the bidding and construction phases of the project, including:
A. The Consultant shall respond to bidder inquiries during the bidding process, including preparation of any addenda. Upon award of the construction contract, the Consultant shall attend the pre-construction meeting.
B. The Consultant shall review and approve all submittals and shop plan drawings required supporting the construction contract. The Consultant shall complete shop drawings reviews within one (1) week of receipt. Contract Change Order reviews shall be completed within two (2) working days of receipt.
C. The Consultant shall respond to written Requests for Information (RFI) to provide clarification or resolve discrepancies in the contract documents. Responses shall be completed within three (3) working days.
D. The Consultant shall provide periodic field reviews and bring to the attention of the City of Manhattan Beach any defects or deficiencies in the work by the construction contractor which the Consultant may observe. The Consultant shall have no authority to issue instruction on behalf of the City of Manhattan Beach, or to deputize another to do so.
7. Upon the completion of construction, as-builts shall be submitted to the City. The Consultant shall incorporate all changes to the plans electronically with all necessary revision notations. Once plans have been updated, a signed set of as-built mylars shall be submitted to the City with an electronic copy (in AutoCAD and pdf formats) of the final as-built drawings via CD or e-mail.
8. The Consultant shall monitor the project progress, maintain project files, and control the quality of the work performed by in-house staff and/or sub-consultants. Incomplete (not meeting targeted completion) or poor quality work will not be accepted. The Consultant will need to revise the documents within a revised schedule set by the City, which may require overtime. No additional regular or overtime hours shall be approved for the required revisions.
9. Attend meetings with the City staff as required.
10. Coordinate plan check, design topics, permits and any other issues with the City,
other Agencies, and all utility companies as required. The Consultant shall be the
liaison with affected agencies.
11. The Consultant shall be responsible for to reviewing and approving addenda and
clarifications to plans and specifications.
One of the projects that Harris is currently assisting staff with is the Sepulveda Bridge Widening Project.
Subtasks that Harris is performing for the Sepulveda Bridge Widening Biddability/Constructability Review include:
• Review entire plan and specification set, including roadway, structure, specifications, drawings, quantities and payment items.
• Review signalization, staging and widening of the roadway.
• Submit Final Report of Review Comments
Approval for issuance of the next task order for Harris will be for the Signalized Crosswalks for the Manhattan Beach Boulevard at Target Driveway Project. Harris’ team includes a traffic engineering subconsultant who will prepare the traffic signal modification design for the pedestrian crossing.
Because Harris & Associates’ proposed task order for this Manhattan Beach Blvd. Street Improvements Project will exceed the mid-point of their contract amount, staff seeks approval from City Council to move forward past the final half of their contract.
POLICY ALTERNATIVE:
Do not approve the continued use of the Harris & Associates, Inc. agreement.
PROS:
Other consultants would be provided with the opportunity to provide these services if the remainder of the Harris & Associates agreement cannot be used.
CONS:
If staff cannot utilize the remainder of this agreement, staff would have to revert back to issuance of project-specific RFP’s to procure these services if the other as-needed design engineering contracts cannot accommodate the additional tasks within their remaining contract amounts. Issuance of project-specific RFP’s and execution of associated contracts take a significant amount of time to process.
CONCLUSION:
Approve continued use of As-Needed Engineering Services Agreement with Harris & Associates.
Attachments:
1. Harris & Associates Task Order Summary