TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Director of Public Works
Joe Parco, City Engineer
SUBJECT:Title
Approve Task Orders No. 1 & 2 with CivilSource, Inc. under the On-Call Professional Service Agreement for Construction Management and Inspection Services for a Total Amount of $171,524 (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Approve Task Order No. 1 with CivilSource, Inc. under their previously approved on-call professional service agreement for construction management and inspection services in the amount of $150,548.
2. Approve Task Order No.2 with CivilSource, Inc. under their previously approved on-call professional service agreement for geotechnical services in the amount of $20,976.
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FISCAL IMPLICATIONS:
Funds are available from the previously approved Capital Improvement Project, 2013-2014 Water Main Replacement Project. The task orders include services provided directly by CivilSource, Inc. ($150,548) and services provided by Willdan Geotechnical ($20,976) as a sub-consultant to CivilSource, Inc.
BACKGROUND:
On May 19, 2015, City Council awarded a construction contract in the amount of $2,188,070 to Stephen Doreck Equipment Rentals, Inc. to construct water main and appurtenance replacements at various locations within the City of Manhattan Beach. In order to provide the required construction management and inspection services during construction, a consultant is typically retained to provide those services.
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.
Staff received task proposals from Psomas and CivilSource to provide construction management and inspection services for this project. Upon review, staff selected CivilSource since they were the most cost competitive. Staff also selected Option 2 from CivilSource’s proposed list of services and accepted their proposed use of Willdan Geotechnical for soil related services to support the inspection effort.
DISCUSSION:
CivilSource, Inc. proposes to provide overall project coordination and construction management services for the 2013-14 Water Main Replacement Project per the attached Task Order No.1 (Attachment 1). Some of the major tasks are described below.
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.
The scope of work for the CivilSource, Inc. Task Order No. 2 consists of geotechnical services for the 2013-14 Water Main Replacement Project (Attachment 2). Geotechnical Services will include observation and testing of trench subgrade preparation, over-excavation if needed, backfill placement, compaction and pavement reconstruction. The scope of work also includes performing as needed field density tests per ASTM D1557 and ASTM 2922 to document the quality of subgrade preparation, engineered fill and backfill compaction to evaluate compliance with the project specifications and providing engineering support, inspector/technician coordination, material engineering review, test reporting, QA/QC, and administrative support services. A Final Report will also be provided which will document all testing performed for the project, including daily field-testing and inspection.
CONCLUSION:
It is recommended that the City Council approve the CivilSource, Inc. Task Order No. 1 & 2 under the professional service agreement for On-Call Construction Management and Inspection services in the amount of $171,524.
Attachments:
1. CivilSource, Inc. Task Order No. 1 for the Construction Management and Inspection Services for the 2013-14 Water Main Replacement Project
2. CivilSource, Inc. Task Order No.2 for Geotechnical Engineering Services for the 2013-14 Water Main Replacement Project