TO:
FROM:
Honorable Mayor and City Council
Water and Power Department
May 22, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH DUDEK TO
PROVIDE ON-CALL CONSTRUCTION MANAGEMENT AND
INSPECTION SERVICES FOR THE WATER AND POWER
DEPARTMENT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (''CEQA") pursuant to Section 21065 of CEQA and Sections 15060 (c)(2), 15060 (c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required; and
2. Authorize the City Manager to enter into a contract as the result of a competitive selection process, pursuant to Pasadena Municipal Code Section 4.08.047 with Dudek to provide on-call construction management and inspection services for an amount not to exceed $4,000,000 or four years, whichever comes first.
BACKGROUND:
Pasadena Water and Power ("PWP") regularly completes projects such as pipeline replacements, well drillings, reservoir repairs and upgrades, and booster station improvements associated with the Water Division's Capital Improvement Program ("GIP"), and as recommended in the 2020 Water System and Resources Plan, which is a 25-year strategic roadmap for PWP's capital and water resources planning. Due to the volume and often specialized nature of the projects, a mix of in-house personnel and outside contract resources is needed to complete projects, including those requiring construction management and inspection services. The recommended contract will be used on an as-needed basis to supplement existing resources in the Water Division for various water utility capital and maintenance projects.
Construction management services may include assisting PWP's project manager with contractor schedule, work coordination, and contract correspondence. Inspection services may include on-site observation and documentation of contractor work to ensure compliance with safety programs, workmanship, and contract documents. Multi year contracts have proven to be beneficial by allowing PWP to efficiently obtain timely access to on-call service firms and to reduce the administrative burden and time associated with contracting for such services on a project-by-project basis. . ..... • ..... l
I OF 05/22/2023 AGENDA ffEM N0. __ 5___ l L ...... ··············-·--"'··•······-'· ___________________________ 1 Authorization to Enter Into a Contract with Dudek
May 22, 2023
On February 23, 2023, a Request for Proposals ("RFP") was issued, seeking on-call construction management and inspection services to provide support for various water utility projects. The RFP was posted on OpenGov Procurement with proposals due on March 15, 2023. The electronic posting generated notices to 2,323 vendors. Documents were downloaded by 43 vendors, 5 of which are local. Six proposals were received, including two local firms.
An evaluation of the proposals using the criteria set forth in the RFP was conducted.
The· proposals were evaluated in accordance with the stated criteria outlined in the RFP and were scored as follows.
Firm Name
Dudek
Willdan Engineering
Kennedy Jenks
DRP Engineering, Inc.
Anser Advisory Management, LLC
GK Associates
Location
Pasadena, CA
City of Industry, CA
Pasa<;lena, CA
Monterey Park, CA
Santa Ana, CA
Diamond Bar, CA
Total Score
90.2 87.3
84.0 78.9
78.5 76.1
A complete summary of the ranked proposals is included in Attachment A. Dudek resulted with the highest score evaluated on a set of criteria demonstrating the firm's depth and range of construction management and inspection services, experience, cost, and the company is located in Pasadena. The selected firm will not be guaranteed any specific quantity or value of work and will not be eligible for any compensation except to the extent that is identified by the awarded task order and only upon completion to the City's satisfaction. PWP shall reserve the right to self-perform any work or conduct additional formal competitive selection processes that allow other firms to be considered.
It is recommended that Dudek is awarded $4,000,000 and for a four-year term. Once the approved contract is in place, PWP will solicit a proposal on a project-by-project basis from the consultant and award specific work through a formal task order process.
Since 2002, the City has awarded Dudek approximately 30 contracts, collectively valued at approximately $6,344,320, nine of which are currently active, and two of which are with PWP.
COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the Public Facilities Element of the General Plan and supports the Council's goal to improve, maintain and enhance public facilities infrastructure and to implement capital improvements that will maintain and rehabilitate infrastructure.
ENVIRONMENTAL ANAL VSIS:
The action proposed herein is not a project subject to the CEQA in accordance with Section 21065 of CEQA and State CEQAGuidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The awarding of contracts for professional services (including on-call construction management and inspection services) is an organizational and administrative action that would not cause either a direct physical change in the Authorization to Enter Into a Contract with Dudek
May 22, 2023
environment or a reasonably foreseeable indirect physical change in the environment.
Therefore, no environmental document is required. However, CEQA review may apply to construction projects in the future.
FISCAL IMPACT: .
The total cost of this action is an amount not to exceed $4,000,000 over a four year term. Since the contract supports various construction, operational and maintenance projects, funding for this action will be addressed by the utilization of existing and future budgeted appropriations in the Water Capital Fund (412), as well as, operating budget categories in the Water Fund ( 402) as appropriate. It is anticipated that approximately $1,000,000 will be spent during fiscal year 2024 with the remainder of the costs to be spent over the remaining three years.
Dudek
Total Fiscal Impact
Prepared by:
a .~Jffeft?
-M"J~anGiang
Engineer
Water and Power Department
Approved by:
MIGUEL RQUEZ
City Manager
Total Four-Year Contract
$4,000,000
$4,000,000
Respectfully submitted,
S.ON
General Manager
Water and Power Department
Attachment A - On-Call Construction Management and Inspection Services Proposal Evaluation Summary