CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
10/24/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH BUREAU VERITAS
TECHNICAL ASSESSMENTS LLC FOR THE PREPARATION OF A FACILITIES
MASTER PLAN
Summary:
The City Council will consider authorizing the City Manager to enter into a Professional Consultant Services Agreement with Bureau Veritas Technical Assessments LLC (BVTA) to prepare the City’s first Facilities Master Plan (FMP) for a cost of $50,937.05; authorize the Public Works Director to approve a term extension of up to 6 months; and utilize contingency of $25,000 for the preparation of updated as-built facility system drawings. The FMP aims to conduct a thorough evaluation of the City’s facilities and develop a concise set of objectives, policies, and routine maintenance schedules across all City facilities. The goal is to ensure the longevity and optimal condition of City facilities, including mechanical and electrical systems. This proposed plan would assist the Public Works Building Maintenance Division with identifying and prioritizing major repairs necessary to maintain City facilities at a desired service level. If approved by City Council, the work would begin in November 2023 and be completed by May 2024.
Strategic Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
Recommendations:
1. Authorize the City Manager to enter into a Professional Consultant Services agreement with BVTA for the preparation of the Facilities Master Plan, for a term of six-months and a not-toexceed contract amount of $50,937.05, in a form approved by the City Attorney; and
2. Authorize the Public Works Director to utilize a project contingency of $25,000 and approve up CITY OF SIGNAL HILL Page 1 of 4 Printed on 10/20/2023
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2. Authorize the Public Works Director to utilize a project contingency of $25,000 and approve up to a 90-calendar day term extension, for the preparation of updated as-built drawings of all system components for each facility.
Fiscal Impact:
The total cost of the preparation of the FMP is a not-to-exceed amount of $50,937.05. Contingency funds to develop updated as-built drawings amount to $25,000, increasing the project costs to $75,937.05. Funds are available for this project within the City’s Capital Improvement Program (Project No. 90.24005) for a total budget amount of $100,000.
Background:
The City of Signal Hill's Public Works Maintenance Division oversees 12 facilities ranging from City Hall, originally constructed in 1934, the Gundry Reservoir, to the recently constructed 2019 Library building, all which require routine maintenance. Over the years, staff has utilized various maintenance techniques to maintain City facilities. However, due to evolving building codes, fire safety standards, accessibility concerns, energy conservation needs, and increased general maintenance demands, a comprehensive plan is crucial to maintain these facilities more efficiently.
Staff believe it is equally important to understand the life cycle of all mechanical and electrical equipment and the necessary budget for replacement and repairs.
The City’s facilities are located throughout various parts of the City. Signal Hill’s Civic Center, located at the intersection of Cherry Avenue and East Hill Street, comprises several key facilities, which include City Hall, Signal Hill Library, Youth Center, and Signal Hill Park. Notably, the City Maintenance Yard and the Police Department each have their own dedicated facilities nearby. Additionally, Signal Hill’s water distribution system encompasses various well sites and booster pump stations within the City as well as outside City limits (Long Beach). These essential facilities help ensure a safe and reliable supply of water to the community. Furthermore, Signal Hill takes pride in providing its residents with numerous recreational opportunities by offering the public access to 11 parks within the City.
Analysis:
As discussed above, the City maintains various public facilities in different maintenance cycle stages.
City Hall, for example, is approximately 90 years old and the Signal Hill Library is a four-year old building. The FMP would provide the City with a plan identifying the necessary maintenance activities and maintenance frequencies to ensure the City’s facilities remain operable and wellmaintained. The FMP, consisting of two phases, would provide a comprehensive evaluation of the following key City facilities:
1. City Hall
2. Signal Hill Library
3. Youth Center
4. Signal Hill Park Restrooms and storage areas
5. City Maintenance Yard
6. Police Station
7. Hilltop Park Restrooms
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8. Discovery Well Park - Community Center
9. Temple Pump Station
10. Gundry Pump Station
11. Well 7
12. Well 10
Phase I of the plan consists of the physical inspection of each facility and corresponding building systems, including plumbing, electrical, roofing, fire, general accessibility, and mechanical components. For Phase II, the consultant would provide the City with comprehensive reports detailing the inspection findings, condition assessments, required routine maintenance schedules, system replacement reports, and Facility Condition Index Scores. The consultant would reference building code standards, fire protection standards, energy sustainability, and the general standard of care for items recommended to replace or repair. In addition, the consultant would recommend facilities management software and provide training.
Staff would utilize the FMP’s final reports and findings to create a concise set of objectives, policies, and routine maintenance schedules across all City facilities. In addition, the reports would be utilized for budgeting, planning, and implementation of future capital improvement projects for facilities.
RFP Circulation Process
On September 15, 2023, staff issued a Request for Proposals (RFP) for the preparation of the Facilities Master Plan. The City posted the RFP at the following locations:
· PlanetBids via the City’s online portal
· City website
· Public notice locations as identified in Signal Hill Municipal Code Section 1.08.010.
Thirty prospective proposers were notified of the RFP opportunity through PlanetBids, and all thirty prospective proposers downloaded the contract documents. The proposals were due to the City on October 6, 2023.
Proposal Opening
The City received proposals from Bureau Veritas Technical Assessments LLC and Jorgensen FM by the proposal deadline. Staff verified that both proposals were complete and met the City’s requirements. Staff conducted reference checks of both firms and confirmed that both have the experience to perform the work under this agreement.
Evaluation Process
The City’s Selection Committee (consisting of the Public Works Director, Deputy Public Works Director, and Contracts Manager) evaluated the proposals using the following criteria:
1. Cost of the services.
2. Experience and qualifications indicating experience in successfully performing projects of CITY OF SIGNAL HILL Page 3 of 4 Printed on 10/20/2023
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similar nature.
3. The firm’s ability, capacity, and skill to perform the specific services requested.
4. The firm’s ability to provide the services promptly or within the time specified, without delay or interference.
5. Detailed work plan describing the approach to complete the services requested in an efficient and effective manner; and ability to deliver quality final work product per the proposed project schedule.
On October 11, 2023, the City’s Selection Committee also interviewed both proposers to further evaluate their experience, skills, abilities, and approach.
Consultant Selection
After careful evaluation, the City’s Selection Committee determined Bureau Veritas Technical Assessments LLC to be the most qualified proposer. BVTA demonstrated the best detailed approach for the project and provided examples of various recently completed similar projects for the cities of Santa Monica, Pico Rivera, and Covina.
If approved by City Council, staff would issue BVTA a Notice to Proceed with a tentative commencement date in November 2023, and an expected completion date sometime in May 2024.
Reviewed for fiscal impact:
_________________________
Sharon del Rosario
Attachments:
A. Agreement with Bureau Veritas Technical Assessments LLC B. Exhibit A
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