HomeMy WebLinkAbout09 - CC-7 - Professional Engineering Services to Pro - 11/3/2015CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 3, 2015 ITEM NUMBER: CC -7
SUBJECT: PROFESSIONAL ENGINEERING SERVICES TO PROVIDE AS -NEEDED STAFF
SUPPORT FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS
DATE: OCTOBER 22, 2015
FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTATION BY: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: FARIBA FAZELI, CITY ENGINEER, (714) 754-5335
RECOMMENDED ACTION:
Award a contract to Civil Source, Inc., 9890 Irvine Center Drive, Irvine, California 92618,
in an amount not to exceed $940,000 to provide Project/Construction Management staff
support as -needed for various Council -approved Capital Improvement Program (CIP)
projects, and authorize the Mayor and the City Clerk to execute the Professional Services
Agreement (Attachment 1).
2. Approve Budget Transfer No. 16-123 in the amount of $450,000 (Attachment 2).
BACKGROUND:
In Fiscal Year 2015-2016, City Council allocated approximately $25.7 million to fund the City's
Capital Improvement Program. A total of 43 projects were approved for funding by the City
Council. The majority of the Council -approved FY's 2014-2015 CIP projects are now beginning
the construction phase. Attachment 3 provides a list of CIP projects the Engineering Division of
the Public Services Department is currently undertaking and their status.
Currently, there are six vacancies in the Engineering Division of the Public Services
Department. Four of the vacant positions consisting of one Senior Engineer, two Assistant
Engineers, and one Engineering Technician are responsible for and considered vital positions
to oversee the engineering and construction phases of the City's CIP projects.
ANALYSIS:
It is estimated to take nine to twelve months to fill the aforementioned four engineering
vacancies. In the interim, in order to move forward with the CIP projects, one
Project/Construction Manager, two Project Engineers and one Engineering Technician are
needed to oversee the completion of all the Council -approved CIP projects. Therefore, staff
advertised a Request for Proposals (RFP's) for these engineering services and received two
proposals (eight resumes of qualifying professional engineers) on August 24, 2015. All resumes
were carefully reviewed and the candidates were evaluated based on project understanding,
depth of experience, technical expertise, ability to meet the schedule, and associated factors.
The scope of work for this contract requires the consultant to provide a team of Professional
Engineers to prepare the construction documents for the following CIP projects:
1. Jack Hammett Sports Field Improvements (Construction cost is estimated at $2,000,000
and the engineering is $200,000)
2. Newport Boulevard Landscape Improvements (Construction cost is estimated at
$1,300,000 and the engineering is $100,000)
3. Citywide Alley Improvements (Construction cost is estimated at $700,000 and the
engineering is $40,000)
4. Citywide Street Improvements (Construction cost is estimated at $5,000,000 and
engineering is $350,000)
In addition, the consultant will provide construction management services for the construction of
the following Council -approved CIP projects:
1. Harbor Boulevard Bike Trail (Construction cost is estimated at $900,000, construction
management and inspection is $60,000)
2. Tewinkle Park ADA Improvements (Construction cost is estimated at $252,000,
construction management and inspection is $10,000)
3. Smallwood Park Improvement (Construction cost is estimated at $300,000, construction
management and inspection is $20,000)
4. Citywide Parkway Improvements (Construction cost estimated at $1,000,000, construction
management and inspection is $70,000)
5. Parking Lot Rehabilitation at various City facilities (Construction cost is estimated at
$590,000, construction management and inspection is $40,000)
After interviewing the top candidates, staff has selected Civil Source as the most qualified,
providing staff members with relevant experience to perform the needed work. Staff has
determined the proposed hourly rates to be reasonable for meeting the City's requirements and
expectations for various levels of qualification.
ALTERNATIVES CONSIDERED:
The alternative to this Council action would be to not award the contracts for the stated Project
Engineering/Construction Management and Inspection Services. Due to the volume of work and
the large number of projects currently being handled by the Engineering Division, a significant lack
of supervision/implementation of current CIP projects would be experienced.
FISCAL REVIEW:
Partial funding in the amount of $490,000 for this contract is proposed to come from Fiscal Year
2015-2016 allocations for various CIP projects from Gas Tax funds, Community Development
Block Grant, Measure M2 revenues for the Citywide Street Improvement Project, and from the
Capital Expenditures Fund allocated for the Costa Mesa Bark Park Renovation, Jack Hammett
Sports Field Improvements, and Newport Boulevard Landscape Improvements. The combined
allocations for the previously -mentioned projects amount to $10,393,296. The balance,
$450,000, will be funded from salary savings realized from vacancies in the Engineering
Division currently budgeted in Fiscal Year 2015-2016.
Budget Transfer No. 16-123 (Attachment 2) will recognize the salary savings in the amount of
$450,000.
LEGAL REVIEW:
The City Attorney has reviewed and approved the attached Professional Services Agreements as
to content and form.
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CONCLUSION:
Staff reviewed two proposals from qualified engineering firms to provide, on an as -needed basis,
Project/Construction Management and Public Works Inspection services for various Council -
approved CIP projects. It is recommended that the City Council award a Professional Services
Agreement to Civil Source, Inc., 9890 Irvine Center Drive, Irvine, California 92618, in an amount
not to exceed $940,000, and authorize the Mayor and City Clerk to execute the Professional
Services Agreement. It is also recommended that the City Council approve Budget Transfer No.
16-123 in the amount of $450,000 from salary savings to provide for a portion of the funding for
this contract.
ERNESTO MUNOZ,
Public Services Director
Attachments: 1
2
3
FARIBA FAZELI
City Engineer
Professional Services Agreement with Civil Source
Budget Transfer No. 16-123
List of CIP projects and their current status
Distribution: Chief Executive Officer
Assistant CEO
City Attorney
Director of Finance
3