HomeMy WebLinkAbout05 - CC-5 - Professional Engineering Services to Pro - 12/6/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: DECEMBER 6, 2016 ITEM NUMBER: CC -5
SUBJECT: PROFESSIONAL ENGINEERING SERVICES TO PROVIDE AS -NEEDED STAFF
SUPPORT FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS
DATE: NOVEMBER 17, 2016
FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTATION BY: RAJA SETHURAMAN, INTERIM PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: BALTAZAR MEJIA, CITY ENGINEER, (714) 754-5335
RECOMMENDED ACTION:
1. Approve Contract Change Order No. 2 (Attachment 1) to the Professional Services
Agreement with Civil Source, Inc., 9890 Irvine Center Drive, Irvine, California 92618, in
the amount of $350,000.00; and Contract Change Order No. 2 (Attachment 2) to the
Professional Services Agreement with Interwest Consulting Group, Inc. 15140
Transistor Lane, Huntington Beach, California 92649 in the amount of $400,000.00 to
secure additional services on an as -needed basis, for Project/Construction Management
and Public Works Inspection for various Council -approved Capital Improvement Program
(CIP) projects.
2. Authorize the Chief Executive Officer to execute the Contract Change Orders
BACKGROUND:
In Fiscal Years 2015-2016 and 2016-2017, the City Council allocated approximately $42 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 nine vacancies in the Engineering and Transportation Divisions and two
Division Manager vacancies in the Transportation and Maintenance Services Division of the
Public Services Department. The eleven vacant full time positions, ranging from Division
Manager to Engineering Technician levels, are responsible to oversee park development, right-
of-way services, NPDES program, development review and permitting, engineering design,
transportation services and construction management of the City's CIP projects.
On November 3, 2015, the City entered into an agreement with Civil Source, Inc. in the amount
of $940,000, and on March 25, 2016, the City entered into an agreement with Interwest
Consulting Group, Inc., in the amount of $200,000 to provide a team of professional engineers
and inspectors to oversee the design and construction of various CIP projects on an as -needed
basis. 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 approval of Water Quality Best Management Practices by developers,
review and management of consultants and/or contractors' activities and performance,
advertisement of projects for construction, negotiation of contract change orders, monitoring of
project schedules, and providing construction management and inspection services for CIP and
private development within the public right-of-way.
ANALYSIS:
Civil Source Inc. and Interwest Consulting Group staff have worked with City staff to assist in
the successful execution of several Capital Improvement Projects and services including private
development inspection within the public right-of-way. They have also provided staff
augmentation support with the current vacancies in the Public Services Department.
Staff has previously processed one change order for each consultant in the amounts of
$185,000 and $39,500 respectively. Staff anticipates expending the encumbered amounts by
the end of the year. However, in early 2017 several major projects including the Bristol Street
Projects, the Arlington Drive Bioswale project, East 19th Street Traffic Calming project, Citywide
Parkway project, Mesa Verde median reconstruction project, and other design projects, are
anticipated to start.
While efforts to recruit for the vacant positions continue, due to the time -sensitive nature of
present and upcoming capital improvement projects, the current workload exceeds staff
resources at this time. The approval of the proposed contract change orders will extend the
requested consultant services through June 30, 2017.
ALTERNATIVES CONSIDERED:
One alternative would be to perform the work in-house. However, the volume of work
associated with the large number of projects currently being processed exceeds staff's
resources and time. A second alternative would be to re -advertise the professional services
contract. However, staff does not anticipate that this will result in a lower fee.
FISCAL REVIEW:
Funding for these services is proposed to come from salary savings from the vacant positions
and from the individual CIP project allocations.
LEGAL REVIEW:
No legal review is required for this item.
CONCLUSION:
The City originally entered into a Professional Services Agreement with Civil Source Inc. and
Interwest Consulting Group to provide staff support on an as -needed basis. As the current
funding allocations will be expended by the end of the year, staff is requesting the approval of
the attached contract change orders to Civil Source and Interwest Consulting Group in the
amounts of $350,000 and $400,000, respectively, to extend the original professional services
agreement through June 30, 2017. City Council approval of the proposed contract change
orders is being requested, as well as authorization for their execution by the Chief Executive
Officer.
RAJA SETHURAMAN, BALTAZAR MEJIA
Interim Public Services Director City Engineer
I+•
Attachments: 1. Chanae Order No. 2 — Civil Source Inc.
Change Order No. 2 — Interwest Consulting Group
Distribution: Chief Executive Officer
Assistant CEO
City Attorney
Director of Finance
City Clerk
Attachment 1
CITY OF COSTA MESA
PUBLIC SERVICES DEPARTMENT
CONTRACT CHANGE ORDER NO. 2 SUPPL NO. REV.
Project: Staff Support for Various CIP Projects SHEET 1 OF 1 SHEET
FEDERAL NO.(S) N/A
CITY SPECIFICATION NO. PO NO. 0000010412
To Civil Source Inc Consultant
You are hereby directed to make the herein described changes or do the following described work not included in the original scope of
work approved with the original contract or previously approved change orders.
NOTE: This change order is not effective until approved in accordance with Administrative Regulation No. 1.5
Description of work be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price,
agreed price and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually
used and no allowance will be made for idle time.
Change Requested by: City
The last percentage shown is the net accumulated increase or decrease from the original quantity in the Fee Proposal.
Scope of Additional Work:
Provide a team of professional engineers and public works inspectors to implement and/or oversee the design and
construction of various CIP projects on an as -needed basis. This includes, but is not limited to, preparation of Requests for
Proposals for engineering and/or architectural services, review and plan check of construction documents, review and
approval of Water Quality Management Plans (WQMP), review and management of consultants and/or contractors'
activities and performance, advertisement of projects for construction, negotiation of contract change orders, monitoring of
project schedules and providing construction management and inspection services for CIP and private development within
the public right-of-way.
Amount
Original Contract Amount:------------------------------------------------------------------------ $940,000.00
Previously Approved Changer Orders:-------------------------------------------------------- $185,000.00
Amount This Change Order:--------------------------------------------------------------------- $350,000.00
Revised Contract Amount:------------------------------------------------------------------------ $1,475,000.00
TOTAL COST INCREASE: $350,000.00
By reason of this order the time of
completion will be adjusted as follows: No Change
Prepared by: Date:
Submitted by: Date:
Approval Recommended: Date:
Approved: Date:
We, the undersigned consultant, have given careful consideration to the change proposed and hereby agree, if this proposal is
approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services
necessary for the work above specified, and will accept as full payment therefor the prices shown above.
Accepted, Date Consultant
By Title
If the Consultant did not sign acceptance of this order, his attention is directed to the requirements of the specifications as to
proceeding with the ordered work and filing a written protest within the time therein specified.
CITY OF COSTA MESA Attachment 2
PUBLIC SERVICES DEPARTMENT
CONTRACT CHANGE ORDER NO. 2 SUPPL NO. REV.
Project: Staff Support for Various CIP Projects SHEET 1 OF 1 SHEET
FEDERAL NO.(S) N/A CITY SPECIFICATION NO. PO NO. 0000010844
To Interwest Consulting Group, Inc Consultant
You are hereby directed to make the herein described changes or do the following described work not included in the original scope of
work approved with the original contract or previously approved change orders.
NOTE: This change order is not effective until approved in accordance with Administrative Regulation No. 1.5
Description of work be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price,
agreed price and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually
used and no allowance will be made for idle time.
Change Requested by: City
The last percentage shown is the net accumulated increase or decrease from the original quantity in the Fee Proposal.
Scope of Additional Work:
Provide a team of professional engineers and public works inspectors to implement and/or oversee the design and
construction of various CIP projects on an as -needed basis. This includes, but is not limited to, preparation of Requests for
Proposals for engineering and/or architectural services, review and plan check of construction documents, review and
approval of Water Quality Management Plans (WQMP), review and management of consultants and/or contractors'
activities and performance, advertisement of projects for construction, negotiation of contract change orders, monitoring of
project schedules and providing construction management and inspection services for CIP and private development within
the public right-of-way.
Amount
Original Contract Amount:------------------------------------------------------------------------ $200,000.00
Previously Approved Changer Orders:-------------------------------------------------------- $39,500.00
Amount This Change Order:--------------------------------------------------------------------- $400,000.00
Revised Contract Amount:------------------------------------------------------------------------ $639,500.00
TOTAL COST INCREASE: $400,000.00
By reason of this order the time of
completion will be adjusted as follows: December 31, 2017
Prepared by: Date:
Submitted by: Date:
Approval Recommended: Date:
Approved: Date:
We, the undersigned consultant, have given careful consideration to the change proposed and hereby agree, if this proposal is
approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services
necessary for the work above specified, and will accept as full payment therefor the prices shown above.
Accepted, Date Consultant
By Title
If the Consultant did not sign acceptance of this order, his attention is directed to the requirements of the specifications as to
proceeding with the ordered work and filing a written protest within the time therein specified.