Item #05
Date: June 4, 2024
To: Mayor and City Council
From: Jim Schaad, City Manager
Subject: Approval of a Contract for On-Call Project/Construction Management Services with 4J Construction Management Services
Recommendation:
Pass a Motion to 1) award a two-year contract to 4J Construction Management Services, a Construction Management firm located in Sutter, California for on-call Project/Construction Management consulting services and 2) authorize the City Manager to execute a service contract with 4J Construction Management Services Inc. in an amount not to exceed $200,000 over the two-year term, with the ability to extend the contract for three additional one-year periods for a total contract period of five years.
Rationale for Recommendation:
The City has a need for a consulting firm to provide “on call” professional Project and Construction Management Services related to repair, maintenance, improvement and rehabilitation projects related to City streets, sewer, parks and building facilities. Many of these projects are grant-funded and must be executed within strict timelines and if not completed within deadlines could jeopardize funds. Bringing an experienced firm will augment City staff efforts to move the City’s backlog of projects and allow more timely completion. The services will be utilized on an as-needed basis.
Background:
Based on the need for Project/Construction Management services, staff prepared a request for qualifications (RFQ) to solicit competitive proposals from qualified firms. The RFQ was made available for proposers on April 13th, 2024 and was advertised for a 14 day period with proposals due on April 26th, 2024. In response to the Request for Qualifications, the City received a single proposal from a qualified consultant - 4J Construction Management Services. On May 22nd 2024 an evaluation panel was convened consisting of three City Staff and the City’s contracted City Engineer. The panel reviewed 4J Construction Management Services proposal and interviewed the proposer based on criteria set forth in the RFQ.
Discussion & Analysis:
The panel determined that 4J Construction Management Services’ proposal was responsive and determined that firm’s proposal with was acceptable. Staff have compared 4J Construction Management Services submitted rates to firms that provide similar services and found 4J Construction Management Services’ rates to be competitive (typically lower).
Item #05
4J Construction Management Services Inc. is based locally and has been local provider of professional Construction Management services for public agencies in the Yuba-Sutter region for over 5 years. They have successfully supported many projects for other local agencies, including most recently the construction of the Linda Fire District’s new administrative building. The firm has significant experience in public works, construction project management, planning/scheduling, cost estimating, jobsite control and contractor management. They maintain the required licensing and insurance to perform the required services in the State of California.
Though only one proposal was received staff determined that 4J Construction Management Services is qualified to provide the required services and their cost proposal rates are competitive. Based on the duration of the advertisement, as well as the availability of the RFQ, staff believes it is in the best interest of the City to the award of this contract and re-advertisement of the RFQ would result in additional costs, a delay in various improvement projects, and likely a similar number of submitted proposals.
Legal Review:
Approved as to form by City Attorney.
Fiscal Analysis:
All work to be performed under the proposed contracts will be programmed and appropriated in the fiscal year budget in which the work is performed. Since this will be a multi-year contract, future work will be included in future budgets. No work will be performed in excess of budgeted authority.
Alignment with City Council Goal(s):
Approval of this agreement furthers the City’s Goal #3: Improve Infrastructure Attachments:
1) RFQ
2) 4J Statement of Qualifications
3) Draft Agreement
4) Cost Proposal