Report to Mayor and City Council
Tuesday, November 21, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF THREE CONTRACT SERVICES AGREEMENTS TO PROVIDE ON-CALL PROFESSIONAL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES TO THE PUBLIC WORKS DEPARTMENT (CITY COUNCIL)
Body
I. SUMMARY
The Public Works Department is responsible for the implementation of the Capital Improvements Program (CIP) through design and construction. The approved five-year CIP mostly consists of several improvements to the City’s bikeways, building facilities, parks, roadway infrastructure and stormwater systems. Augmenting current staffing levels with on-call Construction Management & Inspection Services will the assist the Public Works Department in clearing backlogged projects and delivering future projects in a timely manner.
Staff issued a Request for Qualifications (RFQ 23-002Q) which was advertised on Planet Bids from July 6, 2023 to August 7, 2023. Fourteen proposals were received from various firms, and all were reviewed and ranked based on certain criteria. While all firms met the minimum qualifications, three of the fourteen firms ranked high and are recommended to provide the professional construction management services:
• FCG Consultants (Yorba Linda, CA)
• Totum (Sherman Oaks, CA)
• Z&K Consultants Inc. (Riverside, CA)
Staff recommends the City Council approve Contract Services Agreements with the above consulting firms to provide on-call professional construction management and inspection services for the City’s Capital Improvement Program and other miscellaneous and related projects, for a 30-month term plus two (2) additional one-year City options to extend. (Exhibit Nos. 1-3). The not to exceed compensation for each of the three contracts is $482,635 for an aggregate total of $1,447,905 over the thirty (30) month term.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a Contract Services Agreement with FCG Consultants, to provide on-call Construction Management & Inspection Professional Services for the term covering January 1, 2024 through June 30, 2026, in an amount not-to-exceed $482,635.00, plus two (2) additional one-year City options to extend.
2. APPROVE a Contract Services Agreement with Totum, to provide on-call Construction Management & Inspection Professional Services for the term covering January 1, 2024 through June 30, 2026, in an amount not-to-exceed $482,635.00, plus two (2) additional one-year City options to extend.
3. APPROVE a Contract Services Agreement with Z&K Consultants Inc., to provide on-call Construction Management & Inspection Professional Services for the term covering January 1, 2024 through June 30, 2026, in an amount not-to-exceed $482,635.00, plus two (2) additional one-year City options to extend.
4. AUTHORIZE the Mayor to execute the Contract Services Agreements following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE the Contract Services Agreements to the aforementioned companies.
2. TAKE another action the City Council deems appropriate and consistent with the requirements of the law.
IV. BACKGROUND
The adopted 5-Year Capital Improvement Program (CIP) for Fiscal Year 2023-24 encompasses 27 total projects in the construction phase in connection with 6 Building Facilities, 1 Park, 19 Roadway Infrastructure, and 1 Stormwater project, for aggregate amounts that total approximately $22M. Future City budgets anticipate adoption of several projects currently programmed for future fiscal years.
The large scale of current and future projects in the CIP exceeds the capacity of current staffing levels in Public Works to manage these projects. Therefore, consultants are being used to augment staff on an as-needed basis. Increases in staff’s capacity shall assist the department to implement the adopted CIP as well as future projects.
The Public Works Department released a Request for Qualifications (RFQ 23-002Q) to engage on-call construction management and inspection consulting firms to provide professional services for various City capital projects. The RFQ was advertised on Planet Bids from July 6, 2023 to August 7, 2023. A selection committee comprised of senior level staff and managers evaluated the Statement of Qualifications (SOQs) from all 14 consulting firms that responded to the RFQ.
All firms that participated in the solicitation met the minimum qualifications. Following multiple, lengthy discussions to narrow down the 14 participants, it was collectively decided to select three firms based on the experience, credentials and similar professional services provided to other public agencies with common needs as the City of Carson.
The firms listed below are recommended to provide on-call Professional Construction Management & Inspection Services:
• FCG Consultants
• Totum
• Z&K Consultants Inc.
FCG Consultants - has been providing on-call project management, construction management, and inspection services to California cities and counties for 11 years. Their team members are familiar with the City’s policies and procedures, funding sources, and state and federal guidelines and standards. The assigned lead is a former Resident Engineer of Caltrans District 7 and has nearly 27 years of experience specializing in public works capital improvement projects. This individual is supported by key team members who have many years of combined experience in the field of construction. All proposed staff have many years of experience working on public works projects involving transportation and water infrastructure, utilities, and facilities/structures and specializing in constructability reviews, contract administration, cost estimating, and inspection. Staff intends for FCG Consultants to provide construction management services for roadway and facility related projects.
Totum - was established in 2005 as a small business enterprise (and VSBE) to provide design and construction / project management services. They have successfully managed many cities’ and other public and private sector facility projects over the last 16+ years, including new and renovated community centers, new and renovated libraries, police and fire station seismic retrofits and ADA upgrades, roof replacements, facility assessments and parks, recreational facilities, and park restrooms. They recently finished a very fast track homeless shelter for the City of Placentia and subsequent to that an even faster track homeless shelter for Huntington Beach, winning an APWA and CMAA award. Totum has ongoing work at the cities of Placentia, Santa Monica, Azusa, Huntington Beach and on call with the City of Long Beach along with many private clients. Staff intends for Totum to provide construction management services for roadway and facility related projects.
Z&K Consultants - is a certified Disadvantaged Business Enterprise (DBE), Women’s Business Enterprise (WBE), and Small Business Enterprise (SBE) in Southern California. Z&K specializes in the provision of Construction Management & Inspection, Plan Review, Program Management, Construction Management, Construction Administration, Construction Inspection, Pre-Construction Inspection, Staff Augmentation, and other Professional Engineering Consulting Services. The Z&K Team has held numerous similar contracts for local agencies. Staff intends for Z&K to provide construction management services for roadway and facility related projects.
Staff is confident that the three firms selected are well qualified with their extensive experience to provide the professional project management service needs of the City of Carson. They will be able to assist the City to efficiently implement the projects programmed for execution based on the City’s priority. The selected firms will be used on an “on-call” basis. The fees have been closely negotiated with each selected firm. The hourly rate of the personnel provided by the firm depends on the construction management & inspection level needed for the assigned task or project. The amount of each contract during the initial 6 months of the term, from January 1, 2024 to June 30, 2024, is a not to exceed amount of $94,250.00. For each of the next two years of the contract term commencing July 1, 2024, in addition to during each of the optional one-year renewal periods, the contract sum will reflect a per annum 2% CPI increase.
V. FISCAL IMPACT
None. Funding for On-Call Consultants was approved in the adopted FY 2023/24 budget. If these On-Call Services Agreements are awarded, funds in the amount of $282,750 will be re-allocated from previously approved On-Call funds in the CIP/General Fund account 101-99-999-904-6004 to fund these agreements.
VI. EXHIBITS
1. Construction Management & Inspection Professional Services Agreement with FCG Consultants (pgs. 5-39)
2. Construction Management & Inspection Professional Services Agreement with Totum (pgs. 40-75)
3. Construction Management & Inspection Professional Services Agreement with Z&K Consultants Inc. (pgs. 76-110)
4. Bid Register (pgs. 111-113)
Prepared by: Arlington Rodgers, MPA, Director of Public Works and Raymond Velasco, P.E., PW Operations Manager