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Home My WebLink About08 - CC-8 - Emergency Purchase of Engineering Servic - 4/5/2016CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 5, 2016 ITEM NUMBER: CC -8 SUBJECT: EMERGENCY PURCHASE FOR PROFESSIONAL ENGINEERING SERVICES TO PROVIDE AS -NEEDED STAFF SUPPORT FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS DATE: MARCH 24, 2016 FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION PRESENTATION BY: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR FOR FURTHER INFORMATION CONTACT: BALTAZAR MEJIA, ACTING CITY ENGINEER, (714) 754-5291 RECOMMENDED ACTION: Receive and File. BACKGROUND: In Fiscal Year 2015-2016, City Council allocated approximately $26 million towards a number of Capital Improvement Program (CIP) projects. These projects are in various stages of development that range from conceptual design to construction. There are currently six vacancies in the Engineering Division of the Public Services Department. The six vacant full time positions, consisting of one Principal Civil Engineer, one Senior Engineer, one Associate Engineer, two Assistant Engineers, and an Engineering Technician III, are responsible for and considered vital positions to oversee park development, right-of-way services, NPDES program, development review and permitting, and engineering design and construction management of the City's CIP projects. ANALYSIS: It is estimated that recruitment of these positions will take six to nine months to complete. In the interim, in order to move forward with the approved CIP projects, there is an immediate need to retain the services of a professional engineer to act in the capacity of a Principal Engineer. The scope of work requires that the consultant provide a qualified Professional Engineer/Project manager to oversee the design and construction of various CIP projects and services on an as - needed basis until the recruitment process is completed and the vacant positions are permanently filled. This includes, but is not limited to, preparation of Requests For Proposals (RFP's) for Professional Engineering and/or Architectural Services, review and plan check of construction documents, review and management of consultants and/or contractors' activities and performance, coordination with regulatory agencies, provide development review and permitting, NPDES compliance, advertisement of projects for construction, negotiation of contract change orders, monitoring of project schedules, and providing construction management services. Pursuant to the City's Purchasing & Policy Manual, Article 17 Emergency Purchasing, Section 17- 100 Emergencies, #1 an Emergency Purchase has been processed to retain the services of Interwest Consulting Group (Attachment 1) in an amount not to exceed $200,000 to assist the Engineering Division with the staff shortage. ALTERNATIVES CONSIDERED: The alternative to the proposed City Council action would be to cancel the contract for the stated Project and Construction Management 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: Funding for these services came from salary savings from the stated vacant positions. LEGAL REVIEW: A legal review is not required for the proposed action. CONCLUSION: It is recommended that the City Council receive and file the report in accordance with the adopted Purchasing Procedures. ERNESTO MUNOZ BALTAZAR MEJIA Public Services Director Acting City Engineer Attachment: 1. Interwest Consulting Group Proposal Distribution: Chief Executive Officer Assistant CEO City Attorney Director of Finance City Clerk Staff File E March 23, 2016 Ernesto Munoz, Public Services Director City of Costa Mesa Department of Public Works 77 Fair Drive Costa Mesa, CA 92626 Attachment 1 Z)49�2 INTERWEST C O N S U L T I N G G R O U P RE: Proposal to Provide Staff Augmentation as needed to support Costa Mesa's Capital Improvement Program Dear Mr. Munoz, Interwest Consulting Group is pleased to submit our proposal to provide as needed staffing to support the City of Costa Mesa's Capital Improvement Program. Attached is information about our experience and capabilities along with a proposed fee schedule. As Interwest's Public Works Group Leader, I will act as Principal -in -Charge and main management contact for the City. My experience includes over 30 years of industry experience and a track record of successful management and project delivery. Other technical and professional staff will be made available to support Capital Improvement Projects as -needed. Our staff has held senior and executive management positions within numerous California cities including the titles of City Engineer, Public Works Director, Building Official, Traffic Engineer and other well - seasoned management personnel. This depth of experience brings a high level of expertise and sensitivity towards community and special interest group issues. We value the importance of a focus that represents the interests of our public agency clients and reflects positively on the citizens they serve. Please do not hesitate to contact us at (714) 899-9039 should you have any questions. Thank you again for the opportunity to assist you on this project. Sincerely, James G. Ross Public Works Group Leader (949) 612-25341 Office (714) 742-15511 Cell 0ross(a)interwestgrp.com I. Experience I Qualifications Interwest Consulting Group The seamless integration of municipal service professionals in support of public agencies has been our purpose since Interwest Consulting Group formed in 2002. Interwest was founded by individuals with a passion for serving municipalities. We currently employ approximately 280 employees spanning a multitude of disciplines within city engineering, public works, and building and safety departments throughout California. We currently serve over 200 cities, counties and state agencies. We similarly serve the municipalities of Costa Mesa, Irvine, Culver City, Wildomar, and Eastvale just to name a few. We provide the following services to cities/counties: Construction Management, City Engineering, Capital Improvement Program Management, Development Improvement Plan/Map Review and Entitlement, Transportation Program Management/Funding, Traffic Engineering & Transportation Planning, Building and Safety, Real Property Acquisition, Geographic Information System (GIS), and Information Technology. II. Personnel Services will be directed from our Los Angeles office, which serves the entire Southern California region with professional staff performing functions in all of our disciplines. All of our proposed staff has significant direct experience working as city employees and as contract staff members in similar jurisdictions throughout California providing the services outlined by the City. James G. Ross, Public Works Group Leader will serve as Principal -in -Charge and as management contact to the City of Culver City. Our proposed Capital Improvement Program Manager will be a professional with several years of direct experience managing Capital Improvement Programs for local municipalities. This individual will be properly lisenced and certified in the State of California to preform the work required by the City. Other technical and professional staff will be made available to support Capital Improvement Projects as - needed. All of our staff has significant direct experience working as city employees and as contract staff members in similar jurisdictions throughout California providing the Capital Improvement support services that may be required by the City. Individually, our professionals excel in each of their backgrounds. As a team, they possess the professional capability to innovatively create and implement effective solutions with your agency and the community's interests in mind. Interwest Consulting Group I www.interwestgrp.com Page 11 III. Scope of Services We understand that the City is seeking a firm to provide staff augmentation as -needed to support Costa Mesa's Capital Improvement Program. We look forward to determining a more detailed scope of services after further discussion with the City regarding staffing needs. DELIVERING CAPITAL PROJECTS Delivering Capital Projects under aggressive schedules involves management, administration, and oversight of project development teams from inception to completion. Project Management to Interwest means complete ownership of all project aspects including project delivery, funding, project development, and budgeting. This approach has advantages because this keeps the continuity, institutional knowledge, momentum, and key community contact person consistent throughout the project life. Interwest has been successful in delivering Capital Improvement Projects by fostering an environment where there is a sense of urgency for every single capital project, regardless of size. This is our standard approach because, the reality is, the quality of life for residents is impacted in many ways —from congested interchanges, potholes in city streets, gaps in the bicycle network, down to broken/cracked sidewalks. Interwest can perform the following: ✓ Develop project descriptions and scopes to determine budgets and delivery schedules ✓ Assist in the identification and procurement of necessary regulatory permits ✓ Prepare necessary internal communications to provide the City with regular status updates regarding project schedule, budgets, potential issues, and other items of interest or concern ✓ If requested, prepare City Council staff reports, technical memoranda, or issues papers on projects ✓ Conduct project outreach to external stakeholders as directed by the City ✓ Manage the design team during the preparation of final plans, specification, and estimates ✓ Manage project bidding and oversee construction support and construction management/inspection ✓ Ensure the process is performed in adherence to Federal Agency (i.e. FHWA/FTA) guidelines ✓ If requested, provide leadership and guidance to city staff in the management of the Capital Improvement Program. Interwest Consulting Group I www.interwestgrp.com Page 12 IV. Hourly Rates The rates displayed in the fee schedule below reflect Interwest's current fees. Hourly rates are typically reviewed yearly on July 1 and may be subject to revision unless under specific contract obligations. In addition, there is no charge for shipping, supply, or material costs. CLASSIFICATION HOURLY BILLING RATE Engineering Principalin Charge................................................................................................................................................... $160 ProjectManager.........................................................................................................................................................160 SeniorAdvisor............................................................................................................................................................140 TrafficEngineer..........................................................................................................................................................130 SupervisingEngineer.................................................................................................................................................125 SeniorEngineer.........................................................................................................................................................120 EngineeringAssociate III...........................................................................................................................................105 EngineeringAssociate II............................................................................................................................................100 EngineeringAssociate I............................................................................................................................................... 85 EngineeringTechnician III ...........................................................................................................................................75 EngineeringTechnician II............................................................................................................................................70 EngineeringTechnician I............................................................................................................................................. 65 StudentTrainee........................................................................................................................................................... 30 BILLING PROCESS Invoices are typically generated upon the conclusion of the month. Interwest Consulting Group will work with the City to supply the necessary billing information. Interwest Consulting Group I www.interwestgrp.com Page 13