CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
4/24/2023
1 SUBJECT:
Resolution Authorizing Master Consultant Services Agreement and Task Order No. 2 with CSG Consultants for Construction Management Services for the Civic Center Campus Facilities Improvement Project
RECOMMENDED ACTION:
Move to Approve a Resolution Authorizing a Master Services Agreement and Task Order No. 2 for the Civic Center Campus Facilities Improvement Project in an amount not to exceed $196,350; and Authorize the City Manager to Execute all Documents Related to the Project.
STAFF CONTACT:
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION
The Civic Center Campus Facilities Improvement Project began as a facilities study and based on this study a conceptual design was developed that ultimately led to biddable project plans and specifications for the Civic Center buildings. Following pre-qualification of potential contractors, the project was released to bid on February 25, 2022. The project was awarded to the low bidder, WE Lyons Construction by the City Council on April 25, 2022. The total approved construction amount was $9,405,397 for the project base bid plus 6 additive alternates. Additive alternates included site improvements, cooling system for the conference rooms, exterior accents on the P&P building, City Hall siding, A/V Equipment, and photovoltaic infrastructure.
The City advertised for a two-year full-time temporary Project Manager for the day-to-day management of the project and also hired a part-time Consultant, Chesterworks Consulting, who has over 40 years of municipal building experience, to provide higher level direction to the City’s temporary Project Manager. Although the City experienced difficulty finding a suitable applicant for the two-year Project Manager position, ultimately a qualified applicant was found and hired at the start of the project in June of 2022.
Due to the temporary nature of the position and distance to work, the City’s temporary Project Manager found a more suitable position and gave notice to the City in February of 2023 and left in March 2023. In order to quickly secure a Project Manager to manage the day-to-day responsibilities of this critical project, the City requested staff augmentation through CSG consulting, who also currently provides staff augmentation in other City departments. CSG was able to provide a qualified person for the position quickly and the management of the Civic Center project through CSG staffing allowed for a streamlined transition. The City executed Task Order 1 of the CSG Master Agreement to secure these services through the City Manager’s Authority with a contract for $49,500 until staff could take this item to the City Council for approval.
Pacifica City Council 2
April 24, 2023
The new consultant staff augmentation for the Project Manager position is working well and they are quickly getting up to speed on this complicated project. Staff is recommending continuing with the staff augmentation services from CSG for the Civic Center project through the end of November for $195,350. It is currently anticipated that the Civic Center project will reach substantial completion in October with final completion in November or early December.
The City Manager recommends authorizing a Master Services Agreement and Task Order No. 2 for the Civic Center Campus Facilities Improvement Project in an amount not to exceed $196,350 with CSG Consultants for construction services and authorize the City Manager to execute all documents related to the project.
ALTERNATIVE ACTION:
The Council may choose not to authorize the Master Services Agreement and Task Order No. 2 with CSG Consultants for construction management services for the Civic Center project. This is not recommended as this may delay the project construction and subject the City to possible delay charges from the contractor.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. This action will support the repair of the Civic Center Campus buildings that will house critical City staff and provide services to the Pacifica community.
FISCAL IMPACT:
The remaining ARPA 2-year temporary funds for the Project Management position related to the Civic Center for this fiscal year has $62k remaining that will help cover the consultant costs.
Next fiscal year’s funds for the consultant staff augmentation work are part of the General Fund allocation and the remainder of the costs to cover the Project Management consultant work will come from the General Fund. This cost will be added into the City’s base budget for next fiscal year.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1_Agreement_CSG_20230301_Master Services_General Engineering Services_recvd 3.2.23 EXECUTED (PDF)
Attachment 2_Agreement_CSG_20230301_Task Order No. 1_Civic Center Construction Management Services_recvd 3.2.23 EXECUTED (PDF)
Attachment 3_Agreement_CSG_Task Order No. 2 Civic Center Construction Management Services 20230413_signed by Consultant (PDF)
Pacifica City Council 3
April 24, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING A MASTER CONSULTANT SERVICES AGREEMENT AND TASK ORDER NO. 2 WITH CSG
CONSULTANTS FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE CIVIC
CENTER CAMPUS FACILITIES IMPROVEMENT PROJECT AND AUTHORIZE THE CITY
MANAGER TO EXECUTE ALL DOCUMENTS RELATED TO THE PROJECT WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into a Master Services Agreement and Task Order No. 1 with CSG Consulting under the City Manger’s purchasing authority on March 1, 2023 for Construction Services of the Civic Center; and
WHEREAS, the Civic Center Facilities Improvement Project was awarded to WE Lyons Construction by the City Council on April 25, 2022; and WHEREAS, the City advertised and hired a two-year full time temporary Project Manager to assist with the day-to-day management of the project in June of 2022 and the Project Manager left the position in March of 2023; and WHEREAS, to quickly secure a new Project Manager through consultant staff augmentation for the critical management of this project, the City used the services of CSG Consultants who currently provides staff augmentation to other City departments; and WHEREAS, the City Council has considered the City Manger’s recommendation to authorize a Master Consultant Services Agreement and Task Order No. 2 with CSG Consulting on April 24, 2023; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize a Master Consultant Services Agreement and Task Order No. 2 with CSG Consultants in an amount not to exceed $196,350 per the Agreement’s Task Order No. 2 and authorize the City Manager to execute all documents related to the project. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 24th day of April, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
Pacifica City Council 4
April 24, 2023
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney