STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of July 25, 2023
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Professional Services Agreement with CSG Consultants in the amount of $66,080 to complete a Building Facilities Condition Assessment including a 10-Year Capital Improvement Program RECOMMENDED ACTION:
Staff recommends that the City Council:
Receive a report from staff regarding the Draft Local Road Safety Plan (LRSP); Ask staff any clarifying questions, and;
Adopt a Resolution authorizing the City Manager to execute an agreement with CSG Consultants for a not to exceed amount of $66,080 to complete a Building Facilities Condition Assessment.
BACKGROUND:
The City owns and maintains 10 major buildings: City Hall, the Library, the Senior Center, the Community Swim Center, Teen Center, Lupine Kidz Center, Hanna Ranch Childcare Center, Lupine Kidz Center, the Ohlone Community Center, and the Foxboro Community Center. Additionally, the City operates the Ohlone Child Care out of modular buildings owned by the school district where maintenance responsibilities are negotiated. The proper upkeep and maintenance of these 11 facilities is needed to provide the broad range of essential services they house in an uninterrupted manner.
The buildings are on average 30 years old. Over the past decade, during which time the City was in severe financial distress, facility maintenance was largely reactive, meaning repairs were made when needed on a pay-as-you go basis. Given the age of the facilities and that the City’s financial position is steadily improving, it is recommended that a Building Facilities Condition Assessment be completed at this time to gain a comprehensive understanding of the condition of each of these major facilities. The Assessment will also include a recommended a 10-Year Capital Improvement Program. This will allow for facilities maintenance to proceed on a planned, programmatic, proactive basis over the next decade and ensure, to the extent possible, services will be provided to the community on an uninterrupted manner.
ANALYSIS:
CSG is on the City’s pre-approved vendor list for Building Inspection & Management. Their lead team of 3 consists of a professional civil engineer, professional mechanical engineer, and licensed architect. They are all highly experienced across a broad range of activities in their respective fields (Attach 3), which makes them uniquely qualified to complete the Building Facilities Condition Assessment.
A summary of CSG’s Scope of Work, which is detailed in their proposal (Attach 2), is as follows:
Conduct a Kick-off & Informational Meeting
Review Existing Facility Documentation (Building Plans, Specifications, Related Materials) and Conduct Staff Interviews Complete a Field Condition Assessment for each of the 11 buildings including:
Hardscape and site systems outside the building including roadways, parking lots, sidewalks, etc.
Landscaped areas including irrigation
Exterior wall, window, and door systems
Roof systems
Heating, ventilation, air conditioning system (HVAC), and related mechanical systems Electrical systems and emergency backup systems
Plumbing including water, sanitary, storm drain, and gas Fire elements including fire suppression system, alarms, and means of egress Interior walls, ceiling, and floor
Assessment of ADA compliance
Complete Preliminary Report – including recommended repairs/ replacements and remaining useful service life of the systems and infrastructure organized into a priority array over the next 10 years (i.e. 10-year Capital Improvement Program). The Preliminary Report will be presented to City Council for feedback and any needed revisions.
Complete Final Report - to be approved by City Council.
CSG anticipates the assessment will take up to 5 months to complete, given the depth of the evaluation; coordination that will be taking place with City staff on existing plans, interviews, and review of the Draft and Final Reports; and timing of Council meetings.
FISCAL IMPACT:
A total of $75,000 was included in the Adopted FY 23-24 Budget for the Building Facilities Condition Assessment. The proposed expenditure is as follows:
Funding Sources
Account Numbers
Amount
General Fund
300-0000-642.05-00
$66,080
ATTACHMENTS:
Attach 1- Resolution
Attach 2 - Agreement Including Proposal
Attach 3 - CSG Team Biographies