HomeMy WebLinkAbout05 - CC-5 - Professional Engineering Services to Pro - 2/18/2014CITY COUNCIL AGENDA REPORT
MEETING DATE: FEBRUARY 18, 2014 ITEM NUMBER:
SUBJECT: PROFESSIONAL ENGINEERING SERVICES TO PROVIDE AS -NEEDED STAFF
SUPPORT FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS
DATE: FEBRUARY 6, 2014
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 Onward Engineering, Corp., 300 S. Harbor Blvd., Suite 814,
Anaheim, California 92805, in an amount not to exceed $200,000 to provide Project/
Construction Management and Public Works Inspection staff support as -needed for
various Capital Improvement Program (CIP) projects, and authorize the Mayor and the
City Clerk to execute the Professional Services Agreement (Attachment 1).
2. Award a contract to Civil Source, Inc., 9890 Irvine Center Drive, Irvine, California 92618,
in an amount not to exceed $200,000 to provide Project/Construction Management and
Public Works Inspection staff support as -needed for various Capital Improvement
Program (CIP) projects, and authorize the Mayor and the City Clerk to execute the
Professional Services Agreement (Attachment 2).
BACKGROUND:
In Fiscal Year 2013-2014, City Council allocated approximately $18 million towards various
Capital Improvement Program (CIP) projects. The majority of FY's 2013-2014 CIP projects are
starting 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.
Due to recent retirements, there are currently five vacancies in the Engineering Division of the
Public Services Department. The five vacant full time positions, consisting of two Senior
Engineers, two Assistant Engineers, and a Public Works Inspector, are responsible for and
considered vital positions to oversee the engineering and construction 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 CIP projects, two Project/Construction Managers,
two Project Engineers and a Public Works Inspector are needed to oversee the completion of
all the Council -approved CIP projects.
Therefore, staff advertised a Request for Proposals for the needed technical services. Twelve
proposals (fifty nine resumes of qualifying professional engineers) were received on December
30, 2013. 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 these contracts requires the consultants to provide a team of Professional
Engineers and inspectors to oversee the design and construction of various CIP projects 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 Proposal 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, advertisement of projects for construction, negotiation of contract change orders,
monitoring of project schedules, and providing construction management and inspection services.
After interviewing the top sixteen candidates (with eight different companies), staff has selected
Onward Engineering and Civil Source as 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/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:
In Fiscal Year 2013-2014, the City Council allocated $6.8M from Gas Tax, Capital Improvement,
and Measure M funds towards the Citywide Street Improvement Project. $400,000.00 of these
funds will be used for the Professional Services Agreements with Onward Engineering and Civil
Source to provide as -needed Project/Construction Management and Inspection Services for various
FY 2013-2014 CIP projects.
LEGAL REVIEW:
The City Attorney has reviewed and approved the attached Professional Services Agreements as
to content and form.
CONCLUSION:
Staff reviewed twelve proposals from qualifying Engineering firms submitting resumes of
Professional Engineers and Inspectors 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 Onward
Engineering, Corp., 300 S. Harbor Blvd., Suite 814, Anaheim, California 92805, and to Civil
Source, Inc., 9890 Irvine Center Drive, Irvine, California 92618, in an amount not to exceed
$200,000 each, and authorize the Mayor and City Clerk to execute the Professional Services
Agreements.
F
ERNESTO MUNOZ FARIBA FAZELI
Public Services Director City Engineer
Attachments: 1- Professional Services Agreement with Onward
2- Professional Services Agreement with Civil Source
3- List of CIP oroiects and their current status
Distribution: Chief Executive Officer
Assistant CEO
City Attorney
Director of Finance
City Clerk
Staff
File