REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements with CSG Consultants, CPM Associates, and Propcon Corp dba APC International, for Construction Management and Inspection Services for Public Works Projects
Report
COUNCIL PILLAR
Manage Strategically Our Workforce Capacity and Resources
BACKGROUND
The Department of Public Works (DPW) provides construction management and inspection services for both capital and development projects. This effort involves a wide variety of projects such as pavement rehabilitation; traffic signal systems, signing and striping; parks; storm drain and sanitary sewer improvements; and building renovations. When numerous projects are in the construction phase concurrently, DPW does not have the necessary staffing to support all the projects so consultant resources are required.
The purpose and scope of these agreements (Attachments 1,2 and 3) is to provide on-call construction management and inspection services to supplement City staff for various Public Works projects.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Qualifications (RFQ) was conducted as the solicitation method for this procurement. The factors considered in the award were the experience of the firm, staff qualification, availability, project approach, and customer references. The RFQ was advertised in December 2021 and seven proposals were received from the following firms on December 21, 2021.
1. Bellecci & Associates, Inc.
2. CPM Associates, Inc.
3. CSG Consultants, Inc.
4. MCK Americas, Inc.
5. Propcon Corp dba APC international
6. SNG & Associates, Inc.
7. Swinerton Management & Consulting
The proposals were independently evaluated by a three-member evaluation team with representation from DPW. The proposals were evaluated against the above criteria published in the RFQ. DPW staff recommended the award of on-call agreements to the following proposer as the top three ranked firms due to their respective performance track record, qualified staffing, and experience:
1. CSG Consultants, Inc.
2. CPM Associates, Inc.
3. Propcon Corp dba APC International
Based on Capital Improvement Plan projections and the volume of projects that will be in the construction phase, the estimated need for on-call consultant services for the remainder of the current fiscal year and the next two fiscal years is approximately $738,000. Staff requests the approval of agreements with three different consultants so there is flexibility in case one or more of them cannot provide timely services to the City based on workload.
Staff recommends the approval of three, three-year agreements, each with an initial not-to-exceed amount of $246,000, for a total not-to-exceed amount of $738,000. Staff requests approval for City Manager authority to shift funding between the agreements to provide flexibility as the project support needs are matched to the consultant best suited for the scope of work and schedule. Staff also requests City Manager authority to exercise up to two, one-year extensions for each agreement and increase aggregate agreement amounts up to maximum compensation of $1,050,000 to account for unforeseen project needs as additional projects will be identified, current projects will be further defined, and construction timeframes will be more accurately predicted in the future.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The amount to be paid to consultants for construction management and inspection services over the three-year term of the agreements is initially estimated to be $738,000 (divided evenly between the three agreements with each agreement at $246,000). Funding in the Public Works Capital Project Management Fund in the amount of $342,270 is available in the current fiscal year (FY 2021/22) and $196,115 is available in FY 2022/23 for a total of $538,385 in the current Biennial Adopted Operating Budget. The anticipated future appropriation for FY 2023/24 that will coincide with the third year of the agreement initial terms is estimated at no less than $200,000. The total three-year anticipated budget amount is therefore a combined $738,385. Since the Capital Improvement Program Budget is still under development, additional projects may be identified, current projects will be further defined, and construction timeframes will be more accurately predicted. As a result, additional budget needs may be identified and incorporated into future budget requests. Funding for the agreements beyond the current Adopted Operating Budget is subject to the appropriation of funds.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute agreements for the Performance of Services with, CPM Associates, Inc. ($246,000), CSG Consultants, Inc. ($246,000) and Propcon Corp. ($246,000), to perform on-call construction management and inspection services for a combined amount not-to-exceed $738,000 over the initial three-year terms of the agreements;
2. Authorize the City Manager to exercise up to two, one-year extensions for each agreement and make minor modifications to the agreements, if necessary; and
3. Authorize the City Manager to adjust compensation amounts between the three agreements and to amend agreement not-to-exceed amounts up to an aggregate amount of $1,050,000 subject to budget appropriations.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: City Manager’s Office
ATTACHMENTS
1. Agreement with CPM Associates, Inc.
2. Agreement with CSG Consultants, Inc.
3. Agreement with Propcon Corp. DBA APC International, Inc.