CITY OF SAN PABLO ON-CALL PROFESSIONAL SERVICES AVILA PROJECT MANAGEMENT
Avila Project Management
Request for Proposals and Statement of Qualifications
For
On-Call Professional Services
Statement of Qualifications
March 29, 2023
Avila Project Management
5248 S. Montecito Drive
Concord, CA 94521
(925) 890-9796
[email protected]
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Table of Contents
Section 1 – Letter of Interest/ Cover Letter …………. ………,,,…………………………. …. 2
Section 2 – Firm Statement of Qualifications ….……………….. ……………………………. .. 4
Section 3 – Staff Statement of Qualifications or Resumés ………………. …...… ….. .……….. 8
Section 4 – References ……………………………………………………………. …………. 11
Section 5 – Project Approach ……………………………………………. …………………. 13
Section 6 – Approach to Schedule …………………………………………………………. 14
Section 7 – Rate Schedule …………………………………………………………. ………. 15
APPENDIX
Addenda – 1 & 2 …………..…………………………………………………………………. 16
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SECTION 1 – COVER LETTER & SIGNATORY REQUIRMENTS
March 29, 2022
City of San Pablo
Public Works Engineering
1000 Gateway Avenue
San Pablo, CA 94806
Re: RFQ – On-Call Professional Services
On behalf of Avila Project Management (APM) I am pleased to submit this Statement of Qualifications in response to your Request for Qualifications for On-Call Professional Services for the City of San Pablo. We understand that the City is seeking engineering firms to provide various engineering services through an on- call service contract for a period of 5 years.
APM is interested in providing Construction Management and Inspection, Project Management, and Civil Plan Review Services.
Our proposed team:
Gerardo Avila J.D. is the Principal Project Manager of Avila Project Management and has 38 years of municipal engineering experience. After receiving his mechanical engineering degree from the University of the Pacific, he began his career working as a civil engineer with the cities of Tracy, Pasadena, and Concord, as well as private firms, such as Lipt ien, Cronin and Cooper. In 1997, he started APM and over the past 26 years, he has provided public agencies like the cities of El Cerrito, Concord, Lafayette, San Ramon , San Rafael, Stockton, Vallejo and Walnut Creek with Civil Design, Construction and Project Management. In 2008, he received his Juris Doctorate from John F. Kennedy University and became a Certified Mediator. The combination of civil engineering and law is something he feels is integral to project management as it has led to an enhanced appreciation of the complexities of professional services and construction contracts.
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Chris Avila is an Assistant Project Manager with Avila Project Management with eight years of engineering experience. After receiving his sports management degree from the University of the Pacific, he worked with the Oakland Raiders and other Bay Area sports franchises . While he enjoyed working in sports, he decided to pursue civil engineering. A successful internship with BKF Engineers turned into a full- time position with civil design and construction management responsibilities. T hat role influenced his decision to pursue a degree in civil engineering and a certificate in construction management. After 3 years with BKF Engineers, there was an opportunity to join APM and his skill set allows him to perform various roles, including design, inspection, construction management and project management.
In accord with the City’s RFQ, below are the various required provisions:
A. Name and Mailing Address of Firm:
Avila Project Management
5248 S. Montecito Drive
Concord, CA 94521
B. Contact Person:
Gerardo G. Avila, J.D., Principal
Cell: (925) 890-9796
Email: [email protected]
C. Professional Service Agreement:
The Professional Service Agreement
as shown in Exhibit 1/Addendum 1 is
acceptable to APM,
D. Signatory Requirements:
APM is a sole proprietorship of Gerardo G. Avila, as such, I am empowered to sign contracts and commit APM to the
obligations contained in the City’s RFQ.
We acknowledge receipt of Addenda #1 and #2, also included in Appendix.
We look forward to the opportunity to present to you more information about our firm through this RFQ process. If you have any questions regarding our SOQ, please contact me at (925) 890-9796.
Sincerely,
Gerardo G. Avila, J.D., Principal
Avila Project Management
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SECTION 2 – FIRM STATEMENT OF QUALIFICATIONS
APM began in 1997 and continues today as a sole proprietorship with offices in Concord California. With the ebb and flow of local economies, we have managed to expand and contract to meet the needs of our clients.
Currently, APM consists of its principal, Gerardo Avila J.D., full- time Assistant Engineer/Project and Storm Water Manager, Chris Avila, Part-time Project Manager, Michael Nguyen, and several other part -time support personnel. We also have a reliable group of independent contractors, including professional engineers, design/drafters, and inspectors.
APM provides project and construction management, right -of-way inspection and plan checking services to municipalities in Contra Costa , Marin, Solano, and San Joaquin Counties. Over the years, APM projects have involved numerous areas of municipal engineering, including roads, sidewalks, curb ramps, storm drains, sewers, traffic signals, parks, trails, and buildings.
Over the 26 years that APM has been operating, we have provided project and program management, contract development and management, grant management, DBE program services, design, peer review, constructability review and construction management services, right-of-way inspections, plan checking and storm water management inspection on hundreds of municipal projects. Our services have ranged from providing DBE program compliance for individual local agencies to management of a 17 million-dollar multi-year accelerated citywide roadway rehabilitation program in El Cerrito. In the later, we also provided pavement program management, pavement design, individual project design and management, construction management and public communication services. Many of our projects involved coordination with government agencies that will likely be involved on San Pablo assigned projects, such as: Caltrans, CTC, MTC, BAAQMD, CDFW and FHWA.
Currently, APM provides on-call services for the cities of El Cerrito, Walnut Creek, Vallejo Water Department, Richmond, San Rafael, and Stockton. For these agencies, APM provides project and program management, federal and state grant management, engineering design, plan checking, DBE program management, construction document preparation, construction management and right-of-way and storm water inspection services.
Broadway Plaza Phase 1,
Walnut Creek
Kearney Street, El Cerrito
2023 Slurry Seal Program
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APM is interested in providing Construction Management and Inspection, Project Management, and Civil Plan Review Services. We are an independent and properly licensed project management firm operating specifically in the San Francisco Bay area. We have no conflict of interest with regard to performing the desired work for the City of San Pablo. Our qualifications, sample projects and team structure are detailed below.
SUMMARY OF QUALIFICATIONS – CONSTRUCTION MANAGEMENT AND INSPECTION
APM has provided construction management and inspection services on numerous municipal locally funded projects, ranging from downtown plazas, pavement resurfacing, park improvements, lighting, traffic signals, curb ramp and sidewalk construction.
APM Principal, Gerardo Avila, has over 38 years of experience working with local agencies in every aspect of delivering CIP projects, from inception to completion. Assistant Engineer and Resident Engineer/Inspector, Chris Avila, has over 8 years of experience in design, construction inspection, plan checking, and storm water inspection. Gerardo Avila will serve as Resident Engineer and overall Contract Manager on assigned projects. Chris Avila will serve as Assistant Resident Engineer/Inspector, and will take the lead with project documentation, records management, and communications.
EXAMPLE PROJECTS – CONSTRUCTION MANAGEMENT AND INSPECTION
2022 Manila Avenue Storm Drain Repair
• Repair of an existing residential storm drain system within the City of El Cerrito, • APM provided design and construction management services, • Total Project Budget is $100,000,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2022 to present Jameson Pump Station VFD Replacement (WT 7112) and Pump Station Emergency Power and Generator Connection Improvements (WT 7113)
• Replacement of an existing Variable Frequency Drive at a major system pump station, and installation of emergency power quick connections at 13 system pump stations for the Vallejo Water Department, • APM provided project management and bidding services and is currently providing Resident Engineer services,
• Total Project Budget is $1,100,000,
• Vallejo Water Department, Kent Carothers, (707) 648-4309, [email protected]
2021 Sidewalk Repair Project
• Repair of damaged sidewalk at various locations within the City of El Cerrito,
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• APM provided design and construction management services, • Total Project Budget is $150,000,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2020 Lesher Plaza Project
• Construction of downtown plaza in front of a Community Theatre with outdoor seating, art installation, decorative paving, storm drain improvements and landscaping, • APM provided Project Management and Resident Engineer services, • Total Project Budget is $2,100,000,
• City of Walnut Creek, Don Murphy, (925) 943-5899, ext. 2333, [email protected]
SUMMARY OF QUALIFICATIONS – PROJECT MANAGEMENT
Gerardo Avila, APM’s Principal, has provided Project Management Services on several hundred capital improvement projects over a 38-year career in Municipal Engineering. Projects have ranged in budget from the tens of thousands to tens of millions, with scopes spanning the breath of a City’s capital improvement projects, from storm drain and sewers, bridges, downtown plazas, pavement resurfacing and widening, complete streets, park and trail improvements, lighting, traffic signals, curb ramp and sidewalk construction.
Gerardo Avila, will serve as the Lead Project Manager on assigned projects. Chris Avila will serve as Assistant Project Manager if multiple projects are assigned.
EXAMPLE PROJECTS – PROJECT MANAGEMENT
2022 to Present City of El Cerrito Staff Augmentation – Senior Engineer/Project Manager • Management of numerous City Projects, including swimming pool re-plastering, park improvements, complete streets, EV stations, roadway resurfacing, sidewalk repairs, storm drain improvements, utility coordination, and grant applications.
• APM provided Staff Augmentation – Project Management, • Total Project Budget is $100,000,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2022 to present 2022-23 Water Main Replacement (WT 7119) • Replacement of water mains and service lateral in several neighborhoods in the City of Vallejo, • APM is currently providing project management and bidding services, • Total Project Budget is $7,000,000,
• Vallejo Water Department, Kent Carothers, (707) 648-4309, [email protected]
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2022 to Present Arlington Park Improvement
• Various improvements to City recreation center building and adjacent park picnic areas. • APM is providing project management services through design, bidding and construction, • Total Project Budget is $300,000,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2021 to 2022 On-Call Water Engineering Solicitation
• Preparation and coordination of large On-Call Water Engineering Services Solicitation for a broad range of water engineering specialties,
• APM prepared the request for qualification and guided the Water Department through the solicitation, contracting and award project,
• Total contracts awarded was $12,000,000,
• Vallejo Water Department, Kent Carothers, (707) 648-4309, [email protected]
SUMMARY OF QUALIFICATIONS – CIVIL PLAN REVIEW
Chris Avila, APM’s Engineering Manager, has provided Civil Plan Checking Services for multiple agencies over the past seven years. The plan checks have included small projects and large developments that have elements of storm drain and sewers, plazas, tenant improvements, residential remodels, improvements within the Public Right of Way, and C.3/C.6. Chris Avila will serve as the Lead Plan Checker on assigned projects. Gerardo Avila will serve as Plan Checker as well if multiple projects are assigned.
EXAMPLE PROJECTS – CIVIL PLAN REVIEW
2021, City of El Cerrito - Staff Augmentation, Plan Checking and Inspection • Provided On-Call Civil Plan Checking services during a gap in staffing from May through present. • Project mainly consisted of permit applications for residential improvements including construction of ADU’s, Additions and related site improvements including Encroachment and Drainage. Right of way inspections include, grading and utilities,
• Total Project Budget is $135,000/year,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2018 to Present, City of Richmond, Various Departments – On-Call Plan Checking Services • Provided Plan Checking Services for Water Resource Recovery, Engineering and Planning Departments. • Types of Plan Checking include C.3/C.6, Sewer and Storm Drain, Encroachment, Onsite Civil, and Grading
• Total Project Budget is $120,000/year,
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• City of Richmond – Water Resource Recovery Department, Mary Phelps, (510) 621-1269, [email protected]
2020 to Present, City of San Rafael – On-Call Plan Checking Services • Plan Checking Services for Permits including, Onsite Civil and Drainage, Improvements within the Public Right of Way, both small and large development projects. • APM provided On-Call Plan Checking Services,
• Total Project Budget is $35,000/yea,
• City of San Rafael, Matthew Pepin, (415) 485-3158, [email protected]
SECTION 3 – STAFF STATEMENT OF QUALIFICATIONS OR RESUMÉS
PROJECT MANAGER AND KEY PERSONNEL
CONSTRUCTION MANAGEMENT, INSPECTION, PROJECT MANAGEMENT AND CIVIL PLAN REVIEW
APM’s Principal, Gerardo Avila, has over 38 years of experience working with local agencies in every aspect of delivering CIP projects, from inception to completion. Gerardo will be the primary Project Manager and contact for all assignments. He will be the point of contact for the City, and will oversee project updates, monitor timelines, review and evaluate products, ensure quality control and assist in facilitating meetings.
Assistant Engineer/Project Manager and Resident Engineer/Inspector, Chris Avila, has over 8 years of experience in design, construction inspection, plan checking, and storm water inspection. Chris will serve as Assistant Resident Engineer, Primary Inspector and Plan Checker on specific assigned projects.
He and will take the lead with project documentation, records management, and communications.
Resumés for both Gerardo and Chris are on the following pages.
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SECTION 4 – REFERENCES
REFERENCE PROJECTS – CONSTRUCTION MANAGEMENT AND INSPECTION
2022 to present Jameson Pump Station VFD Replacement (WT 7112) and Pump Station Emergency Power and Generator Connection Improvements (WT 7113)
• Replacement of an existing Variable Frequency Drive at a major system pump station, and installation of emergency power quick connections at 13 system pump stations for the Vallejo Water Department, • APM provided project management and bidding services and is currently providing Resident Engineer services,
• Total Project Budget is $1,100,000,
• Vallejo Water Department, Kent Carothers, (707) 648-4309, [email protected]
2020 Lesher Plaza Project
• Construction of downtown plaza in front of a Community Theatre with outdoor seating, art installation, decorative paving, storm drain improvements and landscaping, • APM provided Project Management and Resident Engineer services, • Total Project Budget is $2,100,000,
• City of Walnut Creek, Don Murphy, (925) 943-5899, ext. 2333, [email protected]
2019 Cypress Avenue Mini-plaza Project
• Construction of small downtown plaza with outdoor seating, art installation, storm drain improvements and landscaping,
• APM provided Project Management and Resident Engineer services, • Total Project Budget is $650,000,
• City of Walnut Creek, Don Murphy, (925) 943-5899, ext. 2333, [email protected]
REFERENCE PROJECTS – PROJECT MANAGEMENT
2022 to Present City of El Cerrito Staff Augmentation – Senior Engineer/Project Manager • Management of numerous City Projects, including swimming pool re-plastering, park improvements, complete streets, EV stations, roadway resurfacing, sidewalk repairs, storm drain improvements, utility coordination, and grant applications.
• APM provided Staff Augmentation – Project Management, • Total Project Budget is $100,000,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2022 to present 2022-23 Water Main Replacement (WT 7119) • Replacement of water mains and service lateral in several neighborhoods in the City of Vallejo, • APM is currently providing project management and bidding services,
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• Total Project Budget is $7,000,000,
• Vallejo Water Department, Kent Carothers, (707) 648-4309, [email protected]
2021 to Present Richmond Street Complete Street Project • Approximately 2 miles of complete streets improvements along Richmond Street in the City of El Cerrito. Improvements involve pavement rehabilitation, lighting, medians, landscaping, rain gardens, ADA modifications and other safety improvements.
• APM is providing planning, grant application and management services, along with general project management,
• Total Project Budget is $10,000,000,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
REFERENCE PROJECTS – CIVIL PLAN REVIEW
2018 to Present, City of Richmond, Various Departments – On-Call Plan Checking & Inspection Services • Provided Plan Checking and Inspection Services for Water Resource Recovery, Engineering and Planning Departments.
• Types of Plan Checking include C.3/C.6, Sewer and Storm Drain, Encroachment, Onsite Civil, and Grading
• Total Project Budget is $100,000/year,
• City of Richmond – Water Resource Recovery Department, Mary Phelps, (510) 621-1269, [email protected]
2021, City of El Cerrito - Staff Augmentation, Plan Checking and Inspection • Provided On-Call Civil Plan Checking and Inspection services during a gap in staffing from May through present.
• Project mainly consisted of permit applications for residential improvements including construction of ADU’s, Additions and related site improvements including Encroachment and Drainage. • Total Project Budget is $135,000/year,
• City of El Cerrito, Yvetteh Ortiz, (510) 215-4382, [email protected]
2020 to Present, City of San Rafael – On-Call Plan Checking Services • Plan Checking Services for Permits including, Onsite Civil and Drainage, Improvements within the Public Right of Way, both small and large development projects. • APM provided On-Call Plan Checking Services,
• Total Project Budget is $35,000/year,
• City of San Rafael, Matthew Pepin, (415) 485-3158, [email protected]
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SECTION 5 – PROJECT APPROACH
APM’s methodology for managing a municipal project includes the following critical components:
A. Budget Management – Similar to managing a project’s schedule, successful management of a project’s budget requires careful planning, coordination and monitoring. The first step is a thorough understanding of the agency’s project budget and constraints. APM will review project budgets, reports and agenda bills, including any consultant agreements, council approved contingency budget and discuss with Staff at the onset, any goals they may have for adding additional scope or containing unanticipated fee increases/change orders. Next APM will continuously monitor the project budget and forecast th e final contract amounts. We will review, verify and process for payment Consultant/Contractor invoices and update City Staff as to overall project progress in relation to budget and highlight any potential challenges. Any potential fee increases/change orders or claims will be thoroughly and promptly reviewed, analyzed and discussed with City Staff. APM will offer its recommendations and strategies to reduce or contain costs.
B. Quality Management – APM takes a proactive approach to quality assurance and quality control (QAQC). It begins with our primary goal to deliver quality services to our clients and is expressed and realized in every interaction with City Staff, Consultants, Contractors, Grant Agencies, utility companies, the public, and with each e lement of our work product. Constant monitoring of deliverables, overall project progress and budget goes a long way in catching problems early. Then thoughtful, thorough and prompt assessment of invoices, change orders and potential claims, along with clear communications, assures a quality project is delivered and APM’s primary goal is obtained.
C. Short-Notice On-Call Services and Flexibility – APM is a small agile firm. We take pride in reacting to Client’s ever-changing needs, particularly with our smaller agencies. With the challenges of maintaining staff, the current nature of municipal engineering includes the ability to adapt to changing priorities, refinement of project and assignment scope, while responding professionally and rapidly to immediate demands. APM is perfectly suited to this environment, with over 38 years of experience with mostly smaller agencies, Principal Gerardo Avila is adept a t responding to short -notice and urgent assignments and competent in juggling multiple competing priorities. San Pablo will have 24 hour access to APM’s Principal and his full commitment to successful completion of all assignments.
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SECTION 6 – APPROACH TO SCHEDULE OF WORK
APM’s methodology for managing project schedules and deadlines includes the following critical components:
A. Overall Schedule Management – Planning, coordination, scheduling, and monitoring are essential to maintain a project on track. An initial detailed review of a project’s proposed schedule is the first step, followed by constructive discussion with the City to reach a reasonable and efficient baseline schedule. Next is continuous monitoring of progress in relation to the initial schedule. When potential delays are first encountered or foreseen, a collaborative approach involving all parties, including City Staff, consultants, subconsultants, grant agencies and utility companies, can result in reducing or even eliminating delays. APM’s Principal Project Manager will lead this effort.
B. Sample Schedule – Project Management – Key milestones involved in Project Management through Project Initiation and Design Phase of a typical Capital Improvement Project includes, • Timely submission of grant applications, including monitoring and reporting deadlines, • Solicitation of Design Services, including incorporation of grant requirements (such as federal), • Design Initiation and Monitoring, including coordination and review of design submittals, • Coordination of Bid Advertisement and Assessment, including thorough review of bid packages, • Preparation of Staff Reports for Project Award, including preparation and execution of contracts.
C. Sample Schedule – Construction Management
• Coordination of Pre-Construction Meeting, including scheduling of all interested parties, • Review and Processing of Submittals, including detailed tracking of dates and responses, • Review and Processing of RFI’s, including resolutions, • Assessment of COR’s and Claims, including detailed tracking of issues, and negotiations, • Close-out, including punchlist documentation, and tracking of grant required forms.
D. Sample Schedule – Civil Plan Review
• Complete timely review of plan check assignments, including preparation, tracking and input of detailed review comments,
• Performance of Permit Inspections, including coordination, timely inspection, and detailed documentation.
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SECTION 7 – RATE SCHEDULE
RATE SCHEDULE
Effective: January 1, 2023
Charges for services provided are for the actual hours directly chargeable to the project.
Current hourly rates by service are as follows:
Classification/Title
2023 Hourly
Rates
Estimated
2024 Hourly
Rates
Principal/Project Manager $205 $215
Project Manager $195 $205
Senior Engineer/Resident Engineer $195 $205
Associate - Engineer/Resident Engineer/Project Manager $185 $195 Assistant - Engineer/Resident Engineer/Project Manager $170 $180 Engineering Assistant/ Inspector $155 $165
CAD Designer $170 $180
Clerical/Administrative Support $110 $120
Reimbursable Expenses
Charges for specialty services provided by others, as well as reproductions, blueprinting, rental of special equipment, municipal or private base maps, official records, delivery and express mail will be made at 1.10 times the actual cost of the items.
Rates are valid through December 2023
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APPENDIX
ADDENDUM #1, DATED MARCH 7, 2023
And
ADDENDUM #2, DATED MARCH 20, 2023
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