June 20, 2023
Public Works
DATE: June 20, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works
Subject:
Contract Amendments with three firms: Swinerton
Management and Consultants, Ghirardelli Associates, and Mack5
FINANCIAL IMPACT: Funding for these contracts is provided under various sources including existing budgets, grants, and federally funded projects.
PREVIOUS COUNCIL
ACTION:
Contracts approved on June 30, 2020; Contract
Amendment #1, June 15, 2021.
STATEMENT OF THE
ISSUE:
City staff is recommending City Council approval for on-call contract amendments for as-needed construction
management services with three firms: Swinerton
Management and Consultants, Ghirardelli Associates, and Mack5, to extend their contract terms from July 1, 2023 to June 30, 2025, for a total of five years. Proposed increase is consistent with current Construction Management Costs.
AGENDA
REPORT
June 20, 2023
RECOMMENDED ACTION:
APPROVE on-call professional construction management
services contract amendments with three firms: Swinerton Management and Consultants, Ghirardelli Associates, and Mack5, to extend their contract terms from July 1, 2023 to June 30, 2025, for a total of five years in accordance with City policies, and increase their contract capacity in the amount of $600,000 per firm, for a total not-to-exceed
amount of $1,500,000 for each firm, for a variety of capital projects, including federal construction management-funded projects; and AUTHORIZE the City Manager or designee to execute the amendments – Public Works Department
(Daniel Chavarria 510-620-5478/Robert Armijo 510-620-
5477).
DISCUSSION:
A construction manager provides the direct, day-to-day link between the contractor and the City. The construction manager assures the project is constructed in accordance with the approved plans, records daily construction activities, monitors daily construction progress, administers, and evaluates pay requests and changes in work, and works directly with the contractor and project manager to resolve disputes. Additionally, the City needs construction project management services in relation to contract bidding, design coordination, construction coordination, expenditures, project completion/close- out activities, interagency coordination, internal communications, and other matters as it relates to construction management. The construction manager can work on any project under construction including projects that involve federal funding, and so they must be able to work with federal and Caltrans rules and regulations to ensure a successful project.
The Public Works Department requested proposals for construction management work from a list of qualified consultants and the City Council approved three contracts in 2020 and 2021. The contracts were ultimately executed for these three construction management firms: Swinerton Management, Ghirardelli Associates, and Mack5. Work Authorizations (and the Purchase Orders that they are associated with) are issued to any of these three consultants on a project-by-project basis. The funding for these services is provided from the project budgets that the consultant is to provide the construction management services. Therefore, the sources of funding will vary from project to project. This can include local funding sources, state and federal grants, gas tax, Measure J, etc.
City staff desires to continue to work more efficiently by retaining these services and proposes to continue issuing work authorizations under these on-call project management contracts, for professional services for capital projects, including federally funded projects. Therefore, City staff recommends extending these contracts for another two years to continue these construction management services.
June 20, 2023
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Proposed Amendment 2 – Ghirardelli
Attachment 3 – Proposed Amendment 2 – Swinerton
Attachment 4 – Proposed Amendment 2 – Mack5
Attachment 5 – Original Contract & Amendment 1 – Ghirardelli Attachment 6 – Original Contract & Amendment 1 – Swinerton Attachment 7 – Original Contract & Amendment 1 – Mack5