REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements for On-Call Construction Management and Inspection Services for Public Works Projects
Report
BACKGROUND
The Department of Public Works oversees construction management and construction inspection for various capital projects including pavement rehabilitation, traffic signal and transportation infrastructure, parks, storm drain and sanitary sewer improvements, building renovations, and capital maintenance. When numerous projects are in the construction phase concurrently, the City relies on consultant resources to supplement City staff to perform the construction management and construction inspection services.
The purpose and scope of these agreements (Attachments 1 and 2) provide on-call construction management and inspection services to supplement City staff for various Public Works projects.
DISCUSSION
A Request for Qualifications (RFQ) process was utilized to solicit proposals for on-call construction management and inspection services. The RFQ was advertised December 2018 and eight proposals were received on January 14, 2019. Public Works staff evaluated the qualifications of the proposers and Propcon Corp. and CSG Consultants, Inc. were selected as the top two ranked firms due to their performance track record, qualified staffing, and experience.
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 to accommodate this increase in workload for the remainder of the current fiscal year and the next two fiscal years is approximately $550,000. An additional $100,000 agreement capacity is being requested to account for unforeseen needs that may arise (new projects and projects not currently detailed). Staff is requesting the approval of agreements with two different consultants so there is flexibility in case one of them cannot provide timely services to the City based on workload. Because of this, approval is also being requested for the City Manager to have the capability to shift funding between the agreements as long as the total combined aggregate of $650,000 for both agreements is not exceeded.
Staff is recommending approval of two (2) three-year agreements, each with a not-to-exceed amount of $325,000, for a total not-to-exceed amount of $650,000.
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 contractors for construction management and inspection services over the three-year term of the agreements is estimated to be $650,000, subject to future budget appropriations. The amounts to be paid to Propcon Corp. shall not exceed $325,000 and CSG Consultants, Inc. shall not exceed $325,000 over the three-year terms of each respective agreement. Sufficient funding for the remainder of the current fiscal year in the amount of $175,000 was included in the FY 2018/19 Adopted Operating Budget. Funding beyond FY 2018/19 will be included as part of future year’s budget development process.
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> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute agreements for the Performance of Services with Propcon Corp. ($325,000) and CSG Consultants, Inc. ($325,000) to perform on-call construction management and inspection services for a combined amount not-to-exceed $650,000 over the three-year terms of the agreements;
2. Authorize the City Manager to amend agreement not-to-exceed amounts as long as the cumulative total does not exceed $650,000 subject to annual appropriations; and
3. Authorize the City Manager to exercise up to two one-year extensions for each agreement with no increase in compensation in the event that the work is not completed by the Agreement end dates and make minor modifications to the agreements, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with Propcon Corp. DBA APC International, Inc.
2. Agreement with CSG Consultants, Inc.