TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Director of Public Works
SUBJECT:Title
Approve Continued Use of On-Call Engineering Services Agreement with CivilSource, Inc. for Construction Management and Inspection Services (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve continued use of CivilSource, Inc. under the On-Call Professional Service Agreement for Construction Management and Inspection Services.
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FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects or from salary savings from the vacant City Engineer position.
BACKGROUND:
On June 16, 2015, City Council approved professional service agreements for On-Call Construction Management and Inspection Consultant Services for Psomas, CivilSource, Inc. and AndersonPenna Partners, Inc. 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 without City Council approval.
On November 17, 2015, City Council approved Task Orders No.1 & 2 with CivilSource for the Construction Management and Inspection of a City Watermain Replacement Project in the amount of $171,524. With the recent resignation of the City Engineer, staff administratively issued Task Order No.3 to CivilSource in the amount of $25,000 for engineering staff augmentation for project coordination and construction management of the City’s CIP. See attached summary of approved task orders (Attachment 1).
Since CivilSource’s approved task orders are near the mid-point of their total contract amount, staff seeks approval from City Council to move forward with the final half of their contract.
DISCUSSION:
Under the On-Call Engineering Services contract, CivilSource provides overall project coordination and construction management services for assigned projects. Some of the major tasks are described below.
Project Coordination and Construction Management: Services include preparing monthly reports addressing project progress and issues, scheduling and conducting progress meetings and issuing minutes and action lists as required. CivilSource Inc. will also coordinate the work of separate contractors engaged by the City, monitoring Contractor performance as to cost, quality and schedule, organizing and attending regular job site meetings with all City and Contractor representatives and City consultants as appropriate; tracking and recording key actions and decisions and preparing and/or reviewing meeting minutes as required. CivilSource, Inc. will also prepare monthly reports addressing project progress and any quality, cost and schedule issues, identifying and attempting to resolve construction issues/disputes as they arise and prior to engagement of legal counsel to handle the matter. If required, CivilSource Inc. will support the City in the defense and resolutions of any claims related to the Project.
Inspection services: Services will include representation of the City in dealing with the contractor, providing quality assurance inspections, coordinating and providing material testing as required for the project, coordinating with the utility companies and providing video and photographic documentation of project as it progresses. CivilSource Inc. will verify that quality and content of work produced complies with contract documents and identify non-compliant work for correction. 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 CivilSource, Inc. agreement.
PROS:
Other consultants would be provided with the opportunity to provide these services if the remainder of the CivilSource 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 on-call construction management 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 On-Call Engineering Services Agreement with CivilSource, Inc. for Project Coordination, Construction Management and Inspection Services.
Attachments:
1. CivilSource, Inc. Task Order Summary