TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Juan Price, Maintenance Superintendent
Gwen Eng, General Services Manager
SUBJECT:Title
Contract with Construction Management Consultants Faithful+Gould in an amount not-to-exceed $95,440 to complete a Facility Condition Assessment study.
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council award of Contract to Faithful+Gould in an amount not-to-exceed $95,440 to conduct a Facility Condition Assessment study; authorize a contingency of $4,560, and authorize the City Manager to execute the contract.
Body
FISCAL IMPLICATIONS:
Funds totaling $100,000 are budgeted in the fiscal year 2012-2013 Capital Improvement Fund for this project. The total cost of the contract with Faithful+Gould is not expected to exceed $95,440. Staff is requesting that the balance of the amount budgeted, $4,560, be designated for contingency expenses.
BACKGROUND:
One of the 3-year goals of the City's adopted Strategic Plan is to: assess the City's facilities, including costs to maintain and improve current facilities, and report results to the City Council. On December 28, 2012, staff published a Request for Proposals with a Scope of Work detailing the tasks to be completed and the work product to be delivered.
DISCUSSION:
Presently, the city's buildings are not to standard. A Facility Condition Assessment will document the current conditions at 18 city facilities and also serve as the basis for future maintenance and capital improvement funding decisions. The primary work product will be an assessment of each facility and the sub-systems within the facilities and a cost estimate to bring the facilities to a state of good repair. The report will recommend priority projects for each facility as well as priorities for facilities overall. The City Council will consider building need and prioritize construction through the CIP process.
The Request for Proposal included the following Scope of Work:
1. Project Management
2. Project Kick-off Meeting
3. Data Collection and Review
4. Conduct Assessment
a) Lead and asbestos testing at most facilities
b) Seismic evaluation of City Hall, Joslyn Center and Manhattan Heights Community Center
5. Cost Estimates
6. Final written report
7. Presentation to the City Council
Staff hosted a mandatory pre-proposal meeting on January 10, 2013 that attracted about 30 potential vendors. The City received twelve proposals. Because this is a professional services contract, selection is based upon the proposal content, prior experience of the firm and specific experience and capabilities of the designated Project Manager and support staff. The firms submitting proposals were:
1. Faithful+Gould: $95,440
2. Valley Facilities Management Corporation: $113,755
3. Partner Engineering and Science, Inc.: $91,901
4. EMG: $144,060
5. Jacobs: $136,851
6. Coffman Engineers: $89,153*
7. Infrastructure Factor Consulting, Inc.: $209,655*
8. Bureau Veritas North America, Inc.: $81,250**
9. Griffin Structures, Inc.: $293,703
10. Marx/Okubo: $89,150
11. Building Technology Associates, Inc.: not provided
12. IDS Group:$127,325
*Not including lead and asbestos testing
**Not including lead and asbestos testing nor seismic evaluation
Staff reviewed all twelve proposals to evaluate the general firm experience, understanding of scope of work, proposed staff experience, recommended approach and cost effectiveness. Based on this review, five firms were selected for further evaluation. The top rated firm was then interviewed. Based on the forgoing, staff is recommending Faithful+Gould for this project. This recommendation is based on Faithful+Gould's comprehensive response to the Request for Proposal, their understanding of the required scope of services, qualified project team, and strong experience in preparing similar projects for other local municipalities in California. The firm has recently completed similar projects for the Cities of Santa Monica, Carlsbad and Novato.
The full proposal and the fee schedule are included as part of the Professional Services Agreement. Faithful+Gould will have sixty calendar days to complete the project. City or the vendor may cancel the contract at any time without cause upon a 15-day notice.
CONCLUSION:
Staff recommends that the City Council award of Contract to Faithful+Gould in an amount not-to-exceed $95,440 to conduct a Facility Condition Assessment study.
Attachments:
1. Professional Services Agreement with Faithful+Gould
2. Exhibit A - Scope of Work/Fee Schedule