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 Task Order No. 2 with AndersonPenna Partners, Inc. in the Amount of $173,925 for Construction Management and Inspection Services for the Strand Stairs Rehabilitation Project (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve Task Order No. 2 with AndersonPenna Partners, Inc. under their previously approved on-call professional service agreement for construction management and inspection services in the amount of $173,925.
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FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects.
BACKGROUND:
On June 16, 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.
Staff requested fee proposals from three of the consultant firms to provide construction management/inspection services for the recently bid Strand Stairs Rehabilitation Project. Three fee proposals were received as follows:
1. APP $173,925
2. Civil Source, Inc. $193,460
3. Psomas $195,320
Staff recommends approval of Task Order No. 2 to APP based on their cost proposal amount, their experience managing similar construction projects and current availability of their project staff. The recommended task order is for a not-to-exceed amount based on utilizing 120 working days allowed under the construction contract for construction management and inspection services. Should the work be completed in fewer days than the construction contract time, then actual payment will be based on actual hours worked by APP. For the Strand Stairs Rehabilitation Project, construction will not occur during the summer months, Memorial Day weekend through Labor Day weekend 2016.
DISCUSSION:
Under the On-Call Engineering Services contract, APP 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.
POLICY ALTERNATIVES:
ALTERNATIVE #1:
Do not approve Task Order No. 2 for APP to provide Construction Management and Inspection services for the Strand Stairs Rehabilitation Project.
PROS:
Other consultants would be provided with the opportunity to provide these services if this Task Order No. 2 is not issued to APP.
CONS:
If Task Order No. 2 is not approved under APP’s previously approved on-call professional service agreement for construction management and inspection services, 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 project.
PUBKLIC OUTREACH/INTEREST:
As part of the scope of services, the APP Project Manager along with City staff will conduct community meetings with adjacent residents and users of the The Strand walkway/stairs to assure that the community is always well informed of the construction milestones and impacts during construction.
Attachments:
1. AndersonPenna Partners, Inc. Proposal
2. Civil Source, Inc. Proposal
3. Psomas Proposal