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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 17, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Lynn Merrill, Interim Director of Public Works, Operations and Maintenance
Department: Public Works
Subject: Task Order Issued to Transtech Engineers for Project Management Services for the San Bernardino Hope
Campus Project (Navigation Center) and Norman F.
Feldhym Library Revitalization Projects. (Ward 1)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Approve two task orders (Transtech003 and Transtech004) to Transtech Engineering for program management services for the San Bernardino Hope Campus Project (Navigation Center) and Norman F. Feldhym Library Revitalization project, as part of the existing Professional Services Agreement for On-Call Engineering Services, and,
2. Authorize the Finance Director to issue a purchase order in the amount of $296,400 for the Hope Campus Project and $197,600 for the Feldhym Library Project.
Executive Summary
The City of San Bernardino has approximately $100 million in Capital Improvement Projects (CIP), for the next five years. The CIP includes several significant projects that require a focused team to complete this work. Transtech Engineers has accomplished the initial efforts for both the San Bernardino Hope Campus project and was instrumental in developing the successful grant package for the Feldhym Library grant, approved by the City Council at the December 6, 2023, meeting.
Background
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On November 16, 2022, the City Council approved a standard Professional Services Agreement (PSA) with 24 Engineering firms to provide various technical, engineering and project management services to the City. The selection of the firms was based on each firm meeting the pre-qualified requirements, licensing, and certifications without being debarred, suspended, or determined ineligible from bidding or accepting work from any State or Federal Contracts. On February 15, 2023, the City Council approved the first task order (Transtech001) to Transtech Engineers in the amount of $135,380, for augmented Capital Improvement Program Programmatic Services in FY22-23. On June 21, 2023, the City Council approved a second task order (Transtech002) to Transtech Engineers in the amount of $488,880 for Capital Improvement Program Programmatic Services in FY23-24.
As part of the work that Transtech has been performing under their second task order is program management for both the San Bernardino Hope Campus project, consisting of the design and construction of a centralized facility to provide services to the homeless population, including temporary transitional housing, and the Norman F. Feldhym Library revitalization projects. Both projects are complex and require a variety of efforts such as preparation of various specifications, Request for Proposals, and other project management efforts necessary to bring each project from initial concept to final construction. This work exceeds the capability of the existing Public Works Engineering staff due to the complex nature of the work, and the necessity to dedicate significant resources to ensure both high priority projects are completed successfully and on schedule.
Discussion
The City of San Bernardino has approximately $100 million in capital improvement projects for the next five years. The CIP includes several significant projects that require a focused team to complete this work. Transtech Engineers has accomplished the initial efforts for both the San Bernardino Hope Campus project and was instrumental in developing the grant package that resulted in the successful award of the Feldhym Library grant, approved by the City Council at the December 6, 2023, meeting.
The Scope of Work for the San Bernardino Hope Center includes such efforts as:
•Development of a Request for Qualification (RFQ) document. •Qualification and shortlisting of Design-Build team.
• Development of bridging material and a Request for Proposal to provide the shortlisted Design-Build teams.
•Evaluation of Design-Build team and assisting City staff in coordinating interviews with the applicants and in the selection of the Design-Build team. •Preparation of City Council agenda report for the award of the contract to the selected Design-Build team.
•Preparation of agreement with the Design-Build team and issuance of purchase order to Design-Build team.
•Coordination of regular weekly meetings with Design-Build team. Provide a 1 7
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weekly update to the City’s Homeless Committee, and coordination with City staff as needed.
•Coordinate all plan check reviews with various city departments through approval. Review and provide comments on submittals.
The Scope of Work for the Norman F. Feldhym Library Revitalization Project includes such efforts as:
•Development of RFP for consultant services.
•Coordinate and develop bid documents for the proposed project improvements. Provide regular updates to the City Engineer and the Library Director during design and construction.
•Hold regular meetings with the construction manager and provide direction as needed.
•Prepare the City Council agenda report for the award of the contracts as required.
•Coordinate regular weekly meetings with City team. Provide a weekly update to the City Engineer, and coordinate with City staff as needed. •Coordinate all plan check reviews with various city departments through approval. Review and provide comments on submittals and ensure that designers and contractors stay on schedule.
•Review and discuss designers and contractors schedule and provide comments and approval.
•Review all progress payments and recommend approval by City Engineer. •Discuss proposed materials with designers and contractors and coordinate selection as necessary with City staff.
The complete Scope of Work and Fee Estimate for both tasks are included in Attachments 1 and 2. The estimated Not-to-Exceed Transtech task order cost of the San Bernardino Hope Campus Project will be $296,400 for 1,560 hours of Senior Project Manager time at an hourly rate of $190.00. Funding for this project will be from the HOME-ARP funds which is allocated by U.S. Department of Housing and Urban Development (HUD).
The estimated Not-to-Exceed cost of the Norman F. Feldhym Library Project Transtech task order will be $197,600 for 1,040 hours of Senior Project Manager time at an hourly rate of $190.00. Funding for this project will be from the California State Library Building Forward Library Facilities Improvement Grant Program in the amount of $6,409,307.00, which was accepted through the adoption of Resolution No. 2023-180. City staff are finalizing the contract with the California State Library Grant Program, so until such time that the grant contract is fully executed, Transtech will not receive a Notice to Proceed.
Public Works Engineering staff and Transtech staff have successfully worked 1 7
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together on other large and significant projects within the City over the last 25 years, and Transtech has the depth of team experience to successfully address any and all contingencies that may arise.
2021-2025 Strategic Targets and Goals
The approval of the task orders aligns with the Strategic Target and Goal No.3:
Improved Quality of Life by revitalizing and enhancing the public services, with improvements at Norman F. Feldheym Central Library.
The San Bernardino Hope Campus project also aligns with the Strategic Target and Goal No. 3: Improved Quality of Life for city residents by reducing the burden of unsheltered through engagement, collaboration, and partnerships with other entities.
Fiscal Impact
There is no fiscal impact to the General Fund impact associated with this item. The task orders being issues will be funded through ARPA and the California State Library Facilities Improvement Grant Program.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Approve two task order (Transtech003 and Transtech004) to Transtech Engineering for program management services for the San Bernardino Hope Campus Project (Navigation Center) and Norman F. Feldhym Library Revitalization projects, as part of the existing Professional Services Agreement for On-Call Engineering Services, and,
2. Authorize the Finance Director to issue a purchase order in the amount of $296,400 for the Hope Campus Project and $197,600 for the Feldhym Library Project.
Attachments
Attachment 1 - Task Order Transtech003 PM Services for San Bernardino Hope Campus
Attachment 2 - Task Order Transtech004 PM Services for Feldheym Library Revitalization Project.
Attachment 3 - Professional Service Agreement with Transtech Engineering.
Ward:
First Ward
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Synopsis of Previous Council Actions:
November 16, 2022 - Mayor and City Council approve On-Call Engineering Service Professional Agreements
February 5, 2023 - Mayor and City Council approve Task Order to Transtech Engineers for augmented Capital Improvement Program Programmatic Services in the amount of $135,850.
June 21, 2023 Mayor and City Council approve Task Order to Transtech Engineers for augmented Capital Improvement Program Programmatic Services in the amount of $488,880.
December 6, 2023 Mayor and City Council accept grant for Norman F. Feldhym Library Revitalization Project.