Agenda #: 5.6
Meeting Date: May 2, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH PBLA ENGINEERING, INC. FOR THE DESIGN OF VARIOUS CITY PROJECTS AT MAPLE
HILL PARK, DIAMOND BAR CENTER, AND CITY HALL.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Approve, and authorize the City Manager to sign, the Consulting Services Agreement with PBLA Engineering, Inc. in the not-to-exceed amount of $211,193, plus a contingency amount of $20,007 for a total authorization amount of $231,200; B. Appropriate $81,200 from General Fund (Fund 100) to fully fund the design services; and
C. Determine that approval of the design service agreement for the proposed projects are not subject to environmental review under the California Environmental quality Act (CEQA) pursuant to CEQA guidelines Article 18, Section 15262.
FINANCIAL IMPACT:
The proposed not-to-exceed amount of the Agreement is $211,193. With a requested contingency amount of $20,007, the total proposed authorized budget for the project is $231,200. As listed in the table below, a total of $150,000 is budgeted for these projects in the approved FY 2022/23 Capital Improvement Program (CIP). It is recommended that an additional $81,200 be appropriated from the General Fund (Fund 100) to fully fund the design services.
The contingency amount of $20,007 for this Agreement will only be used in the event of unforeseen necessary needs that warrant a contract change order, approved administratively by the City Manager.
FY 2022/23
Adopted
CIP
Budget
New CIP Budget
Request (Includes
$20K
Contingency)
Additional
Appropriations
Maple Hill Park and
Restroom/ADA upgrades (Design)
CIP# FP23506
$60,000 $117,600 $57,600
Diamond Bar Center Main
Entry/Doors & ADA Improvements
(Design) CIP# FP23501
$40,000 $70,300 $30,300
DBC GVBR Lighting & Controls
Upgrade (Design) CIP# FP23500
$20,000 $24,300 $4,300
City Hall Roof Rehabilitation/Solar
System Removal and
Reinstallation (Design) CIP#
FP23505
$30,000 $19,000 (-$11,000)
Total Budget $150,000 $231,200 $231,200
Additional Appropriations
Request (General Fund)
$81,200
BACKGROUND:
On June 7, 2022, the City Council approved the Fiscal Year 2022/23 (CIP) Budget, which includes the following four (4) projects:
• Maple Hill Park (Design) - This project includes design of new playground structure/equipment, prefabricated restroom building, and related ADA improvements.
• DBC Main Entry/Doors and ADA Improvements (Design) - This project includes design of a new automatic main entry doorway, hardware upgrades to facility doorways, and related ADA improvements.
• DBC Grand View Ball Room Lighting & Controls Upgrade (Design) - This project includes design of a separate lighting controls system for the Grandview Ballroom.
• City Hall Roof Rehabilitation/Solar System (Design) - This project includes an evaluation of the current rooftop mounted system for possible reuse or relocation.
Considering design and study work for all four projects are related and can be categorized under the same line of engineering and architectural services, staff determined the best path forward would be to bundle all four projects in a single combined Request for Proposal (RFP) with one contract awarded for the design of each of the projects. This approach was taken in efforts to benefit from the economies of scale for the needed design services and to achieve a higher level of efficiency in the associated administrative and project management responsibilities of City staff.
ANALYSIS:
On February 13, 2023, staff released an RFP for this combined project on the City’s online bidding system, Planetbids. As of the RFP submission deadline on March 6, 2023, two consultant firms submitted responsive proposals as following:
Firm Proposal Cost
PBLA Engineering, Inc. $211,193 Recommended
IDS Group, Inc. $226,627
A panel of the City staff evaluated the proposals based on the following criteria:
1) Project Understanding,
2) Proposed Schedule,
3) Cost/Fee Schedule, and
4) References.
Of the two proposals, PBLA Engineering, Inc. (PBLA) ranked the highest in the total rating. PBLA’s proposal also proposed the lowest cost at $211,193 for all requirements listed in the RFP. A short form of PBLA’s proposal, which includes the proposed scope of service and cost, is provided in Exhibit “A” (Attachment 2) of the Agreement (Attachment 1). The full-length version of PBLA’s proposal and the City’s RFP is available with the Public Works Department.
Based on the cost of the recommended proposal, it will be necessary to supplement the current total adopted funding for the four projects with an additional appropriation in the amount of $81,200 as described in the Financial Impact section above.
The design and study work would commence immediately after the contract award with all construction bidding documents for these projects to occur during FY 2023/24.
For Maple Hill Park, an estimated construction budget of $600,000 is currently included in the FY 2022/23 Operating Budget, which would be recommended to be carried over to FY 2023/24. In addition, there is the potential that the City may receive grant funding that could be utilized for this project. For the other projects, an estimated construction budget will be recommended for inclusion in the FY 2023/24 CIP Budget.
ENVIRONMENTAL REVIEW:
The City Council’s approval of the Consultant Services Agreement for design services is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to Article 18 (Statutory Exemptions), Section 15262 of the CEQA Guidelines, which exempts “feasibility or planning studies for possible future actions [that] the agency has not yet approved.”
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Consulting Services Agreement with PBLA
2. 5.6.b Exhibit "A" - Scope and Cost Proposal by PBLA - Short Form