City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 5, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: ON-CALL CONSTRUCTION PROJECT MANAGEMENT SERVICES AGREEMENT WITH WALLACE & ASSOCIATES CONSULTING, INC., IN AN AMOUNT NOT TO EXCEED $500,000 OVER A THREE-YEAR TERM, WITH AN ANNUAL CAP OF $200,000, AND THE OPTION TO EXTEND FOR AN ADDITIONAL TWO-YEAR TERM IN THE AMOUNT OF $ 400,000, FOR A TOTAL AMOUNT OF $900,000 FOR A FIVE-YEAR TERM FOR PARKS CAPITAL PROJECTS ISSUE:
Award an on-call construction project management services agreement to Wallace & Associates Consulting, Inc., in an amount not to exceed $500,000 over a three-year term effective on the date signed in the agreement, with an annual cap of $200,000, and the option to extend for an additional two-year term in the amount of $400,000, for a total amount of $900,000 for a five-year term, for Parks, Recreation and Community Services Department Capital Projects.
RECOMMENDATIONS:
That the City Council:
Award an on-call construction project management services agreement to Wallace & Associates Consulting, Inc., in an amount not to exceed $500,000 over a three-year term, with an annual cap of $200,000, and the option to extend for an additional two-year term in the amount of $400,000, for total amount of $900,000 for a five-year term for Parks, Recreation and Community Services Department Capital Projects; and, Authorize the City Manager, or his designee, to execute the agreement with Wallace & Associates Consulting, Inc., including making minor and non-substantive changes, and necessary documents for amendments for on-call services’ scope of work and an optional two-year extension.
BACKGROUND:
On April 26, 2011, City Council approved and authorized the award of on-call professional services agreements for 2011 to 2014 Professional Consulting Services panels encompassing nine separate professional disciplines, including project management services. On June 30, 2014, the term for the 2011 to 2014 Professional Consulting Services panels ended and since, no further Professional Contract Management Services have been provided to the Parks Department.
City of Riverside has fifty-nine (59) parks totaling 2,591.56 acres of developed parkland. There are an additional nine (9) parks that are undeveloped totaling 349.05 acres. Parks within the system include pocket parks, neighborhood parks, community parks, regional parks, joint use and special use facilities.
The Parks, Recreation and Community Services Department currently has 30 fully funded projects, many of which are grant funded with specified timelines. Due to limited staff availability and to complete these projects within the grant funding timelines required, the department determined that outsourcing some of the services would be needed, and that an RFP would be drafted.
DISCUSSION:
On May 25, 2021, the Purchasing Division posted RFP No. 2105 on the City’s online bidding website. The RFP closed on June 15, 2021. A total of 106 prospective bidders downloaded the RFP. A total of seven (7) proposals were received. After a thorough review by the Purchasing Division, it was found that all proposals were deemed responsive. A selection committee consisting of three staff members from Parks, Recreation and Community Services Department (PRCSD), reviewed and scored the proposals based on experience, qualifications, pricing and references. The top three (3) highest scoring firms were then interviewed. After careful review it was determined that Wallace & Associates Consulting, Inc. was the highest rated score based on the combination of the proposal and interview scores.
The PRCSD is requesting an agreement for professional services to be provided on an as-needed basis, including Professional project and contract management services to support the City of Riverside PRCSD for park capital improvement projects. These services may include contract administration, consultant coordination, preparation, review, approval, and management of construction correspondence (punch lists, shop drawings, RFIs, change orders, reports, etc.), and other project management and owner inspection activities necessary to ensure that the work is performed in accordance with the approved plans and specifications.
The Purchasing Manager concurs with the award recommendation in accordance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 1 - Arts, Culture and Recreation, and Goal 1.3 - Improve parks, recreational amenities, open space, and trail development, and fulfill critical lifecycle and facility maintenance needs, and Goal 1.4 - Prioritize safety at parks, trails, arts, cultural and recreational facilities.
This action aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Standard City public procurement methods were utilized to solicit proposals from local firms. Fair and unbiased evaluations were conducted by City staff members to make the final determination in accordance with adopted Purchasing Resolution No. 23812.
Equity – This agreement will allow access to important construction project management services as needed for Park’s projects in all neighborhoods of the City.
Fiscal Responsibility – PRCSD capital improvement projects are funded primarily with outside grant proceeds, thereby providing great value to City residents. Competitive pricing was a substantial evaluation factor used in the formal bidding process undertaken.
Innovation – This agreement prepares PRCSD by having requisite supplemental on-call services pre-authorized for use on necessary projects during the agreement term.
Sustainability & Resiliency – These services will contribute to developing new and enhancing existing City facilities and amenities, which encourages and provides access to healthy exercise opportunities while improving the overall quality of life for all City of Riverside residents.
FISCAL IMPACT:
The fiscal impact of this action is $500,000 over a three-year term. Funding for assigned projects will be obtained from approved Park Capital Improvement Project budgets. Project management services are budgeted for and billed against each capital project. This agreement will allow for up to $200,000 to be expended within each fiscal year, but the cumulative amount over the three-year term shall not exceed $500,000.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
RFP Award Recommendation
Professional Consultant Services Agreement
Project Management Consultant ● Page 3