TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Raul Saenz, Interim Public Works Director
Prem Kumar, City Engineer
SUBJECT:Title
Approve Continued Use of As-Needed Professional Services Agreement with Quantum Quality Consulting, Inc. and SA Associates, Inc. for Utility Design Services (Interim Public Works Director Saenz).
APPROVE
Line
_________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve continued use of As-Needed Professional Services Agreements with Quantum Quality Consulting, Inc.(Quantum) and SA Associates, Inc.(SAA) for utility design services.
Body
FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects.
BACKGROUND:
On May 19, 2015, City Council approved professional service agreements for On-Call Utility Design Services to AKM Consulting Engineers, SAA, and Quantum in the amount of $250,000 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 Quantum for a cumulative amount of $115,350. Similarly, staff has issued four task orders to SAA for a cumulative amount of $103,986. For both these consultants, the cumulative amount of task orders has encumbered almost half of their contract amount (Attachment 1).
DISCUSSION:
Under the approved As-Needed Professional Services contract, Quantum and SAA provide complete utility 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. 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.
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.
c) The Consultant shall respond to written Requests for Information(RFI) to provide clarification or resolve discrepancies in the contract documents.
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.
7. Upon the completion of construction, as-builts shall be submitted to the City.
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.
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.
11. The Consultant shall be responsible for to reviewing and approving addenda and clarifications to plans and specifications.
The next project to get underway is the preparation of plans, specs and estimates for sanitary sewer main spot repairs at various locations city wide. This design work is anticipated to cost $49,885. Since this sanitary sewer spot repair project task order when added to the current approved task orders will exceed the mid-point ($125,000) for either one of these consultants, staff seeks approval from City Council to continue utilizing the remainder of their contract per prior City Council direction. Staff recommends continued use of Quantum’s and SAA’s agreements since they have performed well on previously assigned tasks.
POLICY ALTERNATIVES:
PROS: The applicable projects approved by City Council as part of the current fiscal year capital improvement plan budget can get underway.
CONS: If staff cannot utilize the remainder of this agreement, staff would have to revert back to issuance of project-specific Request For Proposal (RFP) to procure these design services. Issuance of a project-specific RFP and execution of associated contracts take a longer amount of time to process impacting the timeliness of project related work getting underway.
PUBLIC OUTREACH/INTEREST:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
Not a “Project” Exemption
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
Attachment/Attachments:
1. Quantum & SAA Task Order Summary