City of Gonzales
PUBLIC WORKS / CITY ENGINEER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: September 18, 2023
FROM: Patrick Dobbins, Public Works Director/City Engineer THROUGH: Carmen Gil, City Manager
SUBJECT: Resolution 2023-60 Award Construction Management/Inspection Contract for Community Center Project
RECOMMENDATION
It is recommended that the City Council Adopt Resolution No. 2023-60, A Resolution of the City Council of the City of Gonzales authorizing execution of a Master Services Agreement with Harris Associates to provide Project and Construction Management Services for the Community Center Complex Project for an initial fee of $500,000 for services through June 30, 2024 under Task Order 1.
BACKGROUND
As the Council is aware, the Community Center Complex will be built on city-owned property at Fifth Street/Gabilan Court. Over the last two and a half years, the City Council has taken various actions to advance the design and construction of this very significant project including approving a contract with the Design/Built team of Otto Construction/WRNS Studio at the June 5, 2023 Council meeting.
Phase 1 of the project will be the Teen Innovation Center, County Library, meeting rooms, restrooms, courtyard including amphitheater and site improvements (new driveway, wet/dry utilities, parking lot and landscaping). Phase 2 is the Community Center including the Community Hall, Fitness Center, commercial kitchen, meeting rooms and restrooms.
Staff provided a progress report at the August 21,2023 Council meeting and a follow-up report at the September 5, 2023 Council Meeting.
AGENDA
ITEM
17 REVIEW & ANALYSIS
As the Community Center Complex project advances toward construction, staff felt it was appropriate to issue a Request for Proposal (RFP) for Project/Construction Management (PM/CM) Services to seek the best firm to provide these services on this very large and significant civic project.
The RFP for PM/CM Services was issued on June 15, 2023. A preproposal meeting with interested consultants was held on June 29, 2023. By the July 13, 2023 deadline, proposals were received from two consultants (Harris Associates and Ausonio). Swinerton (current PM/CM consultant) did not submit a proposal due to lack of local staff.
Staff reviewed the two proposals and both firms were interviewed on July 25, 2023. The interview panel was made up of the following individuals:
• Patrick Dobbins, Gonzales Public Works Director/City Engineer • Mike Howard, Gonzales Finance Director
• Don Wilcox, City of Soledad Public Works Director
Consultants were provided 25 minutes to make a presentation on their qualifications, experience, and approach for the project. Then the panel asked ten questions of each consultant team. After concluding the interviews, the panel was unanimous that Harris Associates scored the best of the two teams.
Harris Associates was the higher ranked firm for several reasons including:
• City staff ranked Harris Associates’ proposal as the better of the two submitted proposals. • Their team members have long resumes of PM/CM services on a variety of public agency building projects.
• Harris Associates staff is based in their Salinas office.
Harris Associates scope of work will include:
1. Project Management
a. Provide and manage web-based document management system. b. Run internal coordination meetings (PM/CM staff and city staff) c. Arrange and chair DBE progress meetings.
d. Track detailed action items (item status, ball-in-court, due date, etc.) e. Utility provider coordination
f. Monitor design process including verify conformity to the Design Criteria Documents g. Support the city’s Community Engagement efforts:
i. Make presentations to the City Council and other city boards. ii. Participate in periodic Community Townhall meetings. iii. Bilingual staff person (English/Spanish) for written materials and Townhall meetings
h. Update project schedule.
i. Monitor all expenditures and track various city monies and outside funding sources.
Includes managing cash flow for various expenses.
j. Grant management.
k. Ensure compliance with grant requirements including reporting. l. Include monthly status reports with invoice.
m. Collaborate with DBE team on value engineering.
n. Review construction documents for quality assurance and quality control o. Coordinate Building Code Review between DBE Team and City’s building services consultant (4Leaf)
2. Construction Management/Inspection
a. Review and monitor RFIs and process submittals for conformance to design criteria documents
b. Review DBE’s schedule updates.
c. Track contract time
d. Coordinate Building inspections between DBE Team and City’s building services consultant
e. Perform Site Civil inspections.
f. Coordinate specialty inspections
g. Labor compliance monitoring including Davis-Bacon wages and benefits. h. Review and certify contractor progress payments.
i. Prepare and/or review change orders or construction change directives. j. Participate in punch walks of building and site.
k. Inspect for substantial and final completion.
l. Authorize minor changes that do not affect contract time or price. m. Arrange for commissioning of completed buildings.
n. Close-out project including preparation for grant funding audits and obtain copies of O&M manuals and warranties.
o. Recommend project acceptance.
Swinerton’s PM/CM services will be wrapped by November 30, 2023 so Harris Associates will have 30 to 45 days of overlap with the Swinerton Project Executive to get “up to speed” on the Community Center Complex Project.
City staff reviewed the attached fee estimate from Harris Associates and staff recommends that the City Council authorize execution of a Master Services Agreement for Project/Construction Management services on the Community Center Complex Project at an estimated fee of $452,876, and establish a contingency budget of $47,124 for a total authorization of $500,000 for services through June 2024, under Task Order 1. Subsequent Task Orders to extend their services through FY 2023-2024 and FY 2024- 2025 will be presented for City Council approval.
How Recommendation Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small-town charm.
Explain: Constructing a Community Center will provide residents with a facility for various public functions, arts & recreation programs for all ages, private events, and other activities which will enhance the quality of life of Gonzales residents and visitors.
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment and resources necessary to provide excellent services that enhance the quality of life of our diverse community. X Yes ____ No____ N/A
Explain: Please see explanation above for the Mission.
City services will be delivered in a cost-effective, respectful and friendly manner to insure the safety and well being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner. X Yes ____No ____ N/A Explain: See Vision explanation above.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety X Yes No N/A
• Housing X Yes No N/A
• Recreation X Yes No N/A
• Environment X Yes No N/A
• Education X Yes No N/A
Explain: See Vision above.
ALTERNATIVES
1. Direct staff to seek additional proposals for this contract.
2. Do not authorize the use of a consultant to provide Project/Construction Management services on the Community Center Project.
3. Amend or modify staff recommendation.
BUDGET IMPACT
Harris Associates contract will be funded by Measure X and other monies that will make up the funding for the Community Center Complex Project (Budget Fund 112).
CONCLUSIONS
It is recommended that the City Council Adopt Resolution No. 2023-60, A Resolution of the City Council of the City of Gonzales authorizing execution of a Master Services Agreement with Harris Associates to provide Project and Construction Management Services for the Community Center Complex Project for an initial fee of $500,000 for services through June 30, 2024 under Task Order 1.
Attachments:
1. Resolution 2023-60
2. RFP for Project/Construction Management Services
3. Harris Associates Fee Estimate for Program/CM Services for October 2023-February 2025
4. Master Services Agreement with Harris Associates