Reso. No. 4-20
RESOLUTION NO. 4-20
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND,
CALIFORNIA, AUTHORIZING ON-CALL CONTRACTS FOR AS-NEEDED PROJECT
MANAGEMENT SERVICES FOR CAPITAL PROJECTS, INCLUDING FEDERALLY
FUNDED PROJECTS
WHEREAS, the City of Richmond’s Engineering & Capital Improvement Projects Department anticipates managing multiple Capital Improvement Projects funded with a variety of local, regional, state, and federal funding sources; and
WHEREAS, the City must comply with federal requirements for federally funded projects administered by Caltrans; and
WHEREAS, use of federal funds for professional services, including project management, precludes the City from enforcing local ordinances during the selection process; and
WHEREAS, the project-by-project selection process for project management services can take several months and include inflated per-project consulting costs; and
WHEREAS, the Engineering and Capital Improvement Projects Department has demonstrated that the use of a pool of project management firms that have passed a competitive bidding process on as-needed basis eliminates much of the delay and additional costs associated with project-by-project bidding; and
WHEREAS, on November 19, 2019, the City issued a Request for Proposals for as- needed project management services, including for federally funded projects, through the City’s BidsOnline system; and
WHEREAS, six firms submitted proposals on December 10, 2019; and
WHEREAS a panel consisting of Yader Bermudez, Engineering & Capital Improvement Projects Department Director, Tawfic Halaby, Senior Civil Engineer, and Dane Rodgers, Senior Civil Engineer, reviewed and rated the proposals based on criteria outlined in the Request for Proposals; and
WHEREAS, the three highest ranked firms are Avila Project Management, CSW | ST2, and mack5; and
WHEREAS, each service contract with an approved firm will be for an amount not-to- exceed $400,000 over a three year period with the option to extend the contract for one year; and
WHEREAS, these firms will provide as-needed services for a variety of capital projects, including federally funded projects; and
WHEREAS, anticipated services include a broad of array of project management services, including but not limited to the following for federally funded projects: grant management; complying with the Local Assistance Procedures Manual routine requirements for the Preliminary Environmental Study, Field Review, National Environment Policy Act, Right-of- Way and Utility Certification, Request for Authorization to Proceed with Design/Construction, Award Packet, Reimbursement Requests, and Project Close-out; complying with federal and state public contracting requirements; submitting requests for funding, project documentation, and progress reports; updating the Fund Management System; preparing audit-ready filing systems; and meeting additional coordination and reporting requirements for county and regional funding agencies; and
WHEREAS, firms on the list will be asked to submit proposals for particular projects with the best-qualified firm selected; and