Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: MAY 7, 2024
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES (Continued from April 16, 2024 Council Meeting)
FISCAL
IMPACT: EXPENSE: $3,000,000 TOTAL CUMULATIVE CONTRACT NOT -TO -EXCEED AMOUNT FOR A TOTAL OF SIX (6) ON-CALL CONTRACTS
REVENUE: VARIOUS CIP PROJECT BUDGETS
SUMMARY:
On January 9, 2024, Staff solicited qualifications from professional construction management firms to create a bench list of professional consultants to provide construction management and inspection services. These services include assisting in the overall delivery of projects, including preconstruction tasks, managing construction, ensuring that the work is completed in accordance with the contract documents, and project closeout and commissioning. A total of seventeen (17) qualification proposal packages were received and after a comprehensive review of each proposal, the top six (6) firms were selected to be placed on an on-call bench list. These firms possess the experience and expertise to deliver construction management and inspection services for the purpose of improving the City's infrastructure. 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.
This action will provide the City with available on-call services for all construction management and inspection services in support of multiple CIP projects over the next 5 years. The City Council recently approved a series of on-call professional services agreements covering numerous disciplines such as civil engineering, architecture and landscape architecture for the purpose of creating consultant bench lists from which to draw professional services on for the City's various capital projects. Using an on-call bench list allows Staff to advance capital projects more quickly by reducing some of the administrative burden at the outset of a project. This item was originally presented at the April 16, 2024 City Council meeting and the City Council requested Staff to list all of the local projects each firm has completed. Outlined within the attached PowerPoint presentation is a list of said projects. Staff recommends that City Council award contracts to the six (6) firms for a 3 -year term with an option for a two-year term extension based upon performance and at the discretion of the City. Each consultant shall serve on an on-call basis with May T, 2024
City Council Agenda
May 7, 2024
a not -to -exceed contract amount of $500,000 each, the cost of which will be charged to individual project budgets and outlined in future City Council reports.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve a Professional Services Agreement with Infrastructure Engineers, a Bowman company, for professional consulting services to provide construction management and inspection services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
2. Approve a Professional Services Agreement with Berg & Associates, Inc. for professional consulting services to provide construction management and inspection services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
3. Approve a Professional Services Agreement with Ardurra Group, Inc., for professional consulting services to provide on-call professional construction management and inspection services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
4. Approve a Professional Services Agreement with Totum corp. for professional consulting services to provide on-call professional construction management and inspection services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
5. Approve a Professional Services Agreement with Z&K Consultants, Inc., for professional consulting services to provide on-call professional construction management and inspection services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
6. Approve a Professional Services Agreement with NV5, Inc., for professional consulting services to provide on-call professional construction management and inspection services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
7. Authorize the City Administrator to approve any contract term extensions based upon consultant performance and amendments up to 10% of the individual contract not -to - exceed amounts, or $50,000; and
8. Authorize the City Administrator to execute the above-mentioned Professional Services Agreements, in forms approved by the City Attorney.
City Council Agenda
May 7, 2024
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The City plans and budgets for capital projects as a part of the annual CIP budget adoption process. The Budget allocates funds for not only the construction of each project but also for soft costs such as professional services. In preparation for delivery of the City's various CIP projects, Staff prepared an RFP for on-call professional construction management and inspection services.
A total of seventeen (17) proposals were received from qualified consulting firms with extensive experience in construction management and inspection. The cumulative composite score for the top six firm's proposal is noted below:
On -Call Construction Management & Inspection
Services
Ranking Consultant TOTAL SCORE
Bowman Infrastructure
1 Engineers 94
2 Berg & Associates 91
3 Ardurra 87
4 Totum 83
5 Z&K Consultants 81
6 NV5 80
Based upon each firm's extensive experience and expertise in providing professional construction management and inspection services, the top six (6) ranked firms were selected to be included in the on-call consultant bench list. By utilizing more than one firm to provide these services, the City can achieve greater flexibility in delivering capital improvement projects where professional construction management and inspection services are needed. Individual projects are assigned based upon the type of work to be performed as the expertise and experience of each firm will vary. For instance, firms with greater experience managing and inspecting roadway construction would be assigned those types of projects, whereas firms with greater experience in sewer or storm drain construction would provide construction management and inspection services on those types of projects. Assigning projects in this manner will ultimately ensure the individual experience and expertise of each construction management firm are closely matched to the unique scope of work to be completed on each project.
The consultants providing professional construction management and inspection services will work on an on-call basis and the contracts are structured on a time and materials basis, with a not -to -exceed amount. Each firm will submit a separate cost proposal for each project for which they will provide these services. Since payment for these services is on a time and materials
City Council Agenda
May 7, 2024
basis, the overall cost to the project is dependent upon the scope and complexity of the project.
The hours allocated by each firm to the projects to which they have been assigned is negotiated and based upon actual project need, the cost of which is allocated within individual project budgets and is controlled by the hourly rates provided by each firm. The overall cost to provide professional construction management and inspection services will vary from project to project and is based upon the scope of work of each individual project. It is important to note that the proposed not -to - exceed contract amount for each agreement is an estimate of what the City could potentially pay for these services over an initial contract term of three (3) years. The City Council also recently approved a series of on-call bench list contracts for various professional disciplines such as civil engineering, architecture and landscape architecture services. Utilizing an on-call bench list in this fashion allows capital projects to be delivered faster by reducing some of the administrative burden.
FISCAL IMPACT:
There is no fiscal impact at this time. The cumulative not -to -exceed contract amount for each proposed agreement is $500,000 for a grand total of $3,000,000 across all six (6) proposed contracts. The award of these contracts does not commit the City to expending any funds for construction management and inspection services since the consultants will serve on an on-call, project by project basis. Funds for construction management and inspection services are budgeted as part of individual project budgets funded within the City's annual CIP Budget.
Prepared by:
Gabriel Guerrero-Gabany
Senior Civil Engineer
Reviewed and approved:
Reviewed and approved:
Jennifertampman
Director of Finance
Reviewed and approved:
Chris Tanio Damien R. Arrula
Deputy Director of Public Works/City Engineer City Administrator Attachments:
1. Agreement with Bowman Infrastructure Engineers
2. Agreement with Berg & Associates
3. Agreement with Ardurra
4. Agreement with Totum
5. Agreement with Z&K Consultants
6. Agreement with NV5
7. PowerPoint Presentation