TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Director of Public Works
Ross Anderson, Engineer Consultant
SUBJECT:Title
Approve Continued Use of As-Needed Professional Services Agreement with Transtech Engineers, Inc. and Penco Engineering, Inc. for Design Engineering Services (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve continued use of As-Needed Professional Services Agreements with Transtech Engineers, Inc. (Transtech) and Penco Engineering, Inc. (Penco) for design engineering services.
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FISCAL IMPLICATIONS:
Funds for individual task orders are available from previously approved Capital Improvement Projects.
BACKGROUND:
On July 1, 2015, City Council approved professional service agreements for as-needed professional services for Harris & Associates, Inc., Transtech, and Penco in the amount of $300,000 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 five task orders to Transtech for a cumulative amount of $106,500. Staff has received a task proposal from Transtech for Task Order No. 5, but staff cannot approve the additional task order since the cumulative amount of the task orders will exceed half of their contract amount (Attachment 1). Staff recommends continued use of the Transtech’s agreement since they have performed well on previously assigned tasks.
Similarly, staff has issued four task orders to Penco for a cumulative amount of $149,856. This cumulative amount of the task orders has encumbered almost half of their contract amount (Attachment 2). Staff recommends continued use of the Penco’s agreement since they have performed well on previously assigned tasks.
DISCUSSION:
Under the approved As-Needed Professional Services contract, Transtech and Penco provides complete 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 reviewing and approving addenda and clarifications to plans and specifications.
Transtech is currently assisting staff with the Highland Avenue/38th Street Signalized Pedestrian Crossing Project, the Rosecrans Avenue Bike Lanes between Highland Avenue and Sepulveda Boulevard Project, and the Replacement of the Existing Signal Heads at Five Intersections in the Downtown Area. Penco is currently assisting staff with several projects and also performing staff augmentation services. The staff augmentation services are necessary due to an extended leave of absence by one City engineering staff member.
The next project to get underway is the preparation of plans, specs and estimates for the resurfacing of Highland Avenue/Manhattan Avenue (between 1st and 8th Streets). This design work is anticipated to cost about $85,000. Since this proposed task order when added to the approved task orders will exceed the mid-point ($150,000) 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.
POLICY ALTERNATIVES:
Do not approve the continued use of the Transtech and Penco agreements.
PROS: The 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.
CONCLUSION:
Approve continued use of As-Needed Engineering Services Agreements with Transtech and Penco.
Attachments:
1. Transtech Task Order Summary
2. Penco Task Order Summary