Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR/ PUBLIC SERVICES & INFRASTRUCTURE DATE: FEBRUARY 7, 2023
SUBJECT: AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH NV5 INC., FOR ON-CALL CONSTRUCTION MANAGEMENT AND INSPECTION
SERVICES
FISCAL
IMPACT: EXPENSE: $ 170,240 AMENDMENT AMOUNT
AVAILABLE: $359.088 FISCAL YEAR 2022-23 C1P BUDGET
BUDGET $ 343,358 TOD SEWER IMPACT FEES (713101-6750)
$ 15,730 MEASURE U FUND (795106-6740)
SUMMARY:
In May 2021, the City Council awarded a Professional Services Agreement to NV5 Inc.("NV5") for on-call construction management ("CM") and inspection services. The agreement is for a three (3) year term for a not -to -exceed amount of $250,000, with the option to extend the term of the agreement for one (1) additional two-year term. Staff has utilized NV5 to provide construction management and inspection services on two separate projects, namely TOD/Crowther Sewer Line Replacement and Old City Hall Office Renovation projects. On February 15, 2022, the City Council approved Amendment No. 1 to the agreement with NV5 increasing the contract amount by $50,000 to provide inspection services for the Old City Hall Office Renovation Project for a revised cumulative not -to -exceed contract amount of $300,000.
The CM services being provided by NV5 includes a part-time construction manager and a full- time inspector on the TOD/Crowther Sewer Line Replacement Project, and a part-time inspector for the Old City Hall Office Renovation Project. Due to many unforeseen circumstances, both projects have experienced delays, and as such, additional spending authority under the contract cap is needed to cover CM and inspection services. The Old City Hall Office Renovation Project is now complete, and staff has prepared the Notice of Completion in a separate report. An additional $15,730 in spending authority is needed to pay for balance of the inspection services on this project. However, the TOD/Crowther Sewer Line Replacement Project is under construction with a projected completion date of April 2023.
Staff is recommending approval to increase the NV5's contract by an additional $154,510 for CM and inspection services needed for the remainder of TOD/Crowther Sewer Line Replacement Project. Staff is presenting this proposed amendment for City Council consideration to increase the cumulative contract not -to -exceed amount by $170,240 for a revised a cumulative contract not -to -exceed amount of $470,240. Funds to cover the added inspection costs are included in both respective project budgets.
1.g.
Feb 07, 2023
City Council Agenda
February 7, 2023
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 2 to the Professional Services Agreement with NV5 Inc., for an additional $170,240.00 to provide additional services for the Old City Hall Renovation Project and TOD/Crowther Sewer Line Replacement Project for a cumulative contract not - to -exceed amount of $470,240.00; and
2. Authorize the City Administrator and/or his designee to execute the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT
There is no specific City Council adopted 5 -Year Strategic goal or objective related to this agenda item.
DISCUSSION:
On February 4, 2021, Staff solicited proposals from qualified firms to create a bench list of professional consultants to provide on-call construction management and inspection services for the City's Capital Improvement Program (CIP). Staff selected the top four (4) ranked firms for a 3 -year term with an option for a two-year term extension based on performance and at the discretion of the City. Each consultant shall serve on an on-call basis and with a contract not -to - exceed amount of $250,000, the cost of which will be charged to individual project budgets. The purpose of having multiple firms on a bench list is to ensure efficient delivery of multiple capital improvement projects many of which may run concurrently.
NV5 was the top-ranking firm on the list and based on their qualifications, they were selected by Staff to provide CM and inspection services on the TOD/Crowther Sewer Line Replacement Project. NV5 was also selected to provide inspection services for the construction of the Old City Hall Office Renovation Project. For the Old City Hall Office Renovation project, NV5 provided a part-time inspector. The CM services being provided by NV5 on the TOD/Crowther Sewer Line Replacement Project include a part-time construction manager and a full-time inspector. For this project, NV5 provided the City with an initial proposal of $246,720.00 to perform CM and inspection services. Due to many unforeseen conditions encountered during construction, the project has experienced numerous delays. These delays are due to conflicts with City of Fullerton Contractors working within the same work area and issues surrounding the location of the connection of the new sewer line to Orange County Sanitation District's trunkline. As such, extended CM support is needed to cover the completion of construction until April 2023.
To provide sufficient contractual authority to pay for CM services on both projects, Addendum No. 1 in the amount of $50,000 was approved by the City Council on February 15, 2022, for a revised cumulative contract amount of $300,000. Due to many unforeseen circumstances, both projects have experienced extended delays and as such, additional contract spending authority is needed to cover CM and inspection services for the entire duration of construction. The Old City Hall
City Council Agenda
February 7, 2023
Office Renovation Project is now complete, and Staff has prepared the Notice of Completion for Council's approval under a separate agenda report. An additional $15,730 will be needed in additional contract spending authority to cover final inspection costs on this project. However, the TOD/Crowther Sewer Line Replacement Project is under construction with a projected completion date of April 2023. Staff seeks approval by the City Council to increase the NV5 contract by $154,510 to a not -to -exceed amount of $470,240 to pay for CM and inspection services for the remainder of the TOD/Crowther Sewer Line Replacement Project. Existing funds exist within the respective project budgets to cover the added CM and Inspection costs.
FISCAL IMPACT:
The recommended action will approve Amendment No. 2 to the Professional Services Agreement with NV5, Inc. for an additional not -to -exceed amount of $170,240 for a cumulative not -to -exceed amount of $470,240. Sufficient funds are budgeted and available in the Fiscal Year 2022-23 Capital Improvement Program Budget to cover this expense. As such, sufficient funds exist for the recommended actions.
Prepared by:
Masoud'Sepa
City Engineer
Revie
ed and approved:
Luis Estevez
Deputy City Administrator
Reviewed and approved:
pvt. Jennifer Lampmart;*
Director of Finance
_ Reviewed and approved:
Dam enAula
City Administrator
Attachments:
1. Amendment No. 2 to the Professional Services Agreement with NV5 Inc.
2. NV5 Budget Amendment request dated 10/25/22.
3. NV5 Updated Fee Correspondence dated 8/4/22.