Administrative
Report
H.9., File # 23-5797 Meeting Date: 5/16/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH WALLACE & ASSOCIATES CONSULTING, LLC. FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR
THE PORTOFINO WAY SEWER PUMP STATION PROJECT & YACHT CLUB WAY SEWER PUMP STATION PROJECT, JOB NOS. 50210 & 50260 FOR AN ADDITIONAL AMOUNT OF $714,302 AND
FOR ADDITIONAL INSPECTION SERVICES FOR THE ALTA VISTA SEWER PUMP STATION PROJECT, JOB NO. 50300
EXECUTIVE SUMMARY
Approval of this Amendment will authorize Wallace & Associates Consulting, LLC (W&A) to continue providing construction management and inspection services for the City’s program to upgrade, modernize and improve sewage pump stations in the City.
On April 18, 2023 the City Council awarded a public works contract to Mehta Mechanical Company, Inc. for the Portofino Way and Yacht Club Way Sanitary Sewer Pump Station Projects, Job Nos. 50210 & 50260 for a total of $7,514,000.
Given the various water quality requirements associated with these pump stations it is important to have specialized construction management and inspection expertise. Staff solicited proposals from KOA and W&A to provide construction management and inspection services for the above projects.
W&A submitted a lower priced proposal and they also possess good working knowledge of both the project pump stations. Therefore, staff is recommending amending their Agreement to add construction management and inspection services for the Portofino and Yacht Club Way Pump Station Projects.
W&A recently served successfully as the construction management and inspection consultants on the Alta Vista Pump Station Project, and their familiarity with Portofino and Yacht Club Way locations will help streamline the construction management and inspection associated with the project. The first amendment is for a total of $714,302, which is available in the Portofino and Yacht Club Way Pump Station Project budgets.
BACKGROUND
On August 30, 2021, City staff solicited proposals for construction management and inspection services from qualified engineering firms for ongoing CIP projects nearing the construction phase.
The consultant selection process included evaluating proposals received and completing reference checks. W&A was found to have a good combination of experience, price and references in relation
H.9., File # 23-5797 Meeting Date: 5/16/2023
checks. W&A was found to have a good combination of experience, price and references in relation to pump station, drainage, pier and harbor improvement projects.
On November 16, 2021, Council approved a consulting services contract with W&A to perform construction management, daily inspection, and construction reporting services (CM/I) for the Alta Vista Sewer Pump Station Project, Job No 50300 (Alta Vista Project). W&A successfully assisted City staff with overall construction management, construction inspection and material testing for the Alta Vista project and coordinated all communications between the City and the Project Construction Contractor. This included utility coordination, review of requests for information (RFI), submittals, change orders and progress payments. The project is nearing completion and W&A is assisting with all the closing documents and punch list items.
During construction, additional tasks, including pallet shelter sewer improvements and Alta Vista community center parking lot slurry seal were added to the project scope. W&A extended their CM/I service to ensure the contract fulfillment for the additional tasks and worked closely with City staff and the Contractor to negotiate pricing of the added scope. Due to these changes, staff is requesting additional CM/I service to complete the project and to prepare the final invoice and as-builts, which is included in the scope of the first amendment.
In addition to the Alta Vista Project, Council awarded a public works contract to Mehta Mechanical Company, Inc. for the Portofino Way and Yacht Club Way Sanitary Sewer Pump Stations, Job Nos. 50210 & 50260 for a total of $7,514,000 on April 18, 2023. Given the various water quality requirements associated with these pump stations it is important to have CM/I expertise on hand to monitor and oversee proper execution of the project.
Staff solicited proposals from KOA and W&A to provide construction management and inspection services for the project. W&A submitted a lower priced proposal and they also possess good working knowledge of both the project pump stations. Therefore, staff is recommending amending their Agreement to add services for the Portofino and Yacht Club Way Pump Station Projects.
Approval of this first amendment would authorize W&A to finalize work on the Alta Vista Project and provide construction management and inspection services that are necessary to ensure the Portofino Way and Yacht Club Way Sanitary Sewer Pump Station Projects, Job Nos. 50210 & 50260, are completed per the plans and specifications approved by the City Council. The first amendment is for a total of $714,302, which is available in the Portofino and Yacht Club Way Pump Station Project budgets. The Amendment also covers the additional work for the Alta Vista Sewer Pump Station Project described above.
This First Amendment increases the contract amount by $714,302 for a new total not-to-exceed amount of $1,021,476 for the proposed construction management & inspection services including deputy inspection, special inspections and testing.
COORDINATION
The scope of work identified in the contract has been coordinated by the Public Works Department.
The City Attorney’s Office approved the Amendment as to form.
H.9., File # 23-5797 Meeting Date: 5/16/2023
FISCAL IMPACT
Funding: Expenditures:
Alta Vista PS, 50300 $ 20,000
Portofino PS, 50210&
Yacht Club PS, 50260 $ 694,302 W&A - Amendment #1 $714,302 TOTAL $714,302 TOTAL $714,302
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to Wallace & Associates Consulting, LLC Consulting Services Contract
· Agmt - Wallace & Associates Consulting, LLC Consulting Services Contract, November 16, 2021