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August 23, 2022
ITEM TITLE
Agreements: Approve Agreements with Ardurra Group Inc., DUDEK, Kleinfelder Construction Services, Inc., and Project Professionals Corporation to Provide On-Call Capital Improvement Program (CIP) Construction Management Consulting Services
Report Number: 22-0229
Location: No specific geographic location
Department: Engineering and Capital Projects
Environmental Notice : The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15301 Class 1 (Existing Facilities), Section 15309 Class 9 (Inspections), and Section 15061(b)(3).
Recommended Action
Adopt a resolution approving agreement with Ardurra Group Inc., DUDEK, Kleinfelder Construction Services Inc., and Project Professionals Corporation to provide construction management services for various City infrastructure Capital Improvement Program (CIP) Projects.
SUMMARY
The Engineering and Capital Projects department and Public Works department have identified the need to enlist qualified consultants periodically to provide on-call construction management consulting services of City infrastructure CIP Projects. These on-call consultant services would augment city staff to provide timely, as-needed, construction managements services and inspection services for CIP Projects.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to State CEQA Guidelines Section 15301 Class 1 (Existing Facilities), Section 15309 Class 9 (Inspections), and Section 15061(b)(3); because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. Thus, no further environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
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Not applicable.
DISCUSSION
Background
The Engineering and Capital Projects department and Public Works department manage the construction of infrastructure Capital Improvement Program (CIP) Projects for the City of Chula Vista (City). On November 21, 2017, City Council approved construction management on-call consultant agreements that will expire on November 21, 2022. City staff has found that the services provided by these on -call consultants proved beneficial in delivering various projects and is recommending entering into similar agreements by this action.
It is critical that the construction management of these types of projects be performed in a timely manner so that project delivery is not delaye d. City staff anticipates the need to secure the assistance of experienced construction management consultant teams on an as-needed basis for the following reasons:
1. Staff anticipates that the increased pace of CIP projects will continue for the next few years. Some of the large CIP projects include various disciplines such as Drainage, Pavement, Traffic, and Wastewater.
2. Consultants will be able to assist with construction management when workload exceeds existing staffing levels.
The use of outside consultants to provide technical assistance for the short -term needs is a more efficient way to handle the additional workload staff anticipates.
Scope of Work
Typical services that the City may require during the construction phase of CIP projects will involve construction management of work such as:
- Pavement Rehabilitation
- Storm Drain Construction and Rehabilitation
- Sewer Construction and Rehabilitation
- Sewage Pump Station Construction and Rehabilitation
- Traffic Signal Modifications
- Street Widening Improvements
- ADA Curb Ramp and Sidewalk Replacement
- Signage and Striping
- Stormwater Permanent BMP construction
The proposed contracts include/require the following:
A. Civil infrastructure construction project management and administration, in spection services or other associated construction management services.
B. The number, if any, and scope of such projects will vary from year to year.
C. Personnel that are experienced in a variety of construction methods, project management, field inspection, contract administration and other related duties.
D. Consultants must use of software and methodology that are approved by the City.
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E. Consultants must provide the City all original field notes, data, reports, records, photos etc. of field and office tasks upon request.
F. Consultants must use billing forms and procedures acceptable to the City.
G. Consultants must maintain insurance and agree to defend, indemnify, and hold City harmless H. Additional services may include:
a. Supervise and inspect traffic control set ups.
b. Pre-construction and post-construction stormwater monitoring and inspections. c. Contractor compliance with federal, state and local safety rules and regulations. d. Mandatory safety training.
e. Preparation and submittal of daily reports of construction activities in a manor acceptable to the City.
f. Verification of contractor prevailing wage payments and compliance with federal and state labor regulations.
g. Processing of contract change orders.
Consultant Selection Process
On March 4, 2022, the City of Chula Vista issued a Request for Proposals/Qualifications (RFP/Q) for Professional Services for Construction Management of CIP projects.
In accordance with City ordinances and policies, the Director of Engineering and Capital Projects assigned staff to act as a selection committee to evaluate the proposals and prepare a list ranking the responding firms.
Nine (9) proposals were received on April 13, 2022 , and reviewed by the City’s Selection Committee, comprised of four City staff members.
The selection committee evaluated and ranked the proposals. The ranking was based on evaluation criteria contained in the RFP/Q that included the following: the consultant's experience, the capacity to perform the work, references, and the quality of the management team. Five (5) teams were selected to move on to the interview phase of selection.
Upon the conclusion of the consultant interviews and deli berations by the Selection Committee, the committee selected Ardurra Group Inc., DUDEK, Kleinfelder Construction Services Inc., and Project Professionals Corporation as the four highest ranking firms. Fee schedules and contract details have been successfully negotiated with the teams (prime and the sub-consultants). Agreements with the selected firms are attached (Attachments 1-4).
The proposed initial term for each agreement is through June 30, 2024, with up to three one-year options to extend. If the extensions are exercised, the total term of each agreement would be approximately five years.
All fees for services will be paid on a time and materials basis for the productive hours actually spent and at the rates/amounts indicated in each agreement. The not-to-exceed amount for each agreement is $2 million for the initial term and up to $5,000,000 if all options to extend are exercised. All fees for the consultant services will be paid from funds already allocated for CIP projects.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
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Staff is not independently aware and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
All fees for Consultant's services will be paid from funds already allocated for CIP projects. Each Consultant team may wor k on several CIP projects of varying size and complexity. The approximately two-year contracts will be eligible for up to three (3) one-year extensions upon mutual agreement. Should the need arise to contract for consultant services, the costs associated with delivering a project could increase as staff’s oversight would be required in addition to the consultant fees.
ONGOING FISCAL IMPACT
None.
ATTACHMENTS
1. Consultant Services Agreement with Ardurra Group Inc.
2. Consultant Services Agreement with DUDEK
3. Consultant Services Agreement with Kleinfelder Construction Services Inc.
4. Consultant Services Agreement with Project Professionals Corporation
Staff Contact: Diana Bauer, Associate Engineer
Jonathan Salsman, Senior Civil Engineer