HomeMy WebLinkAboutE-07 Staff Report - Award of CM Services Library Restrooms Project1CONSENT ITEM
E-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: DANIEL BOBADILLA, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: APRIL 16, 2018
SUBJECT: AWARD A CONSTRUCTION MANAGEMENT, PROJECT MANAGEMENT, AND
INSPECTION SERVICES AGREEMENT FOR THE AZUSA LIBRARY AMERICANS
WITH DISABILITIES ACT (ADA) COMPLIANT RESTROOM RETROFIT AND
IMPROVEMENT PROJECT [(COMMUNITY DEVELOPMENT BLOCK GRANT
PROJECT (CDBG) 601863-17]
BACKGROUND:
On September 18, 2017, the City Council authorized Staff to obtain proposals to provide construction
management, project management, and inspection services for the Azusa Library Americans with
Disabilities Act (ADA) Compliant Restroom Retrofit and Improvement Project. Subsequently, on
December 7, 2017, the City Council awarded an agreement to HR Green Pacific to provide these
professional services. Unfortunately, the City and HR Green Pacific were unable to agree on the terms
and conditions of the agreement. As a result, HR Green Pacific has declined this assignment. The
proposed action awards a professional services agreement to Totum as the next most qualified
consultant.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Award a professional services agreement for a total not-to-exceed amount of $90,618, which
includes a 10% contingency for potential change orders as needed, to Totum to provide
construction management, project management, and inspection services for the Azusa Library
ADA Compliant Restroom Retrofit and Improvement Project; and
2)Authorize the City Manager to execute a professional services agreement, in a form acceptable to
the City Attorney, on behalf of the City.
APPROVED
CITY COUNCIL
4/16/2018
Azusa Public Library ADA Compliant Restroom Retrofit and Improvements Project
April 16, 2018
Page 2
ANALYSIS:
On January 3, 2017, the City Council adopted Resolution No. 2017-C1 approving the City’s 2017-2018
Community Development Block Grant (CDBG) Program. The Azusa Public Library American with
Disabilities Act (ADA) Compliant Restroom Retrofit and Improvement Project was among the approved
list of CDBG projects proposed for the 2017-2018 CDBG program year. A total of $345,000 in federal
CDBG funds are allocated for this project. The project’s design is complete. Construction bids are
expected to be solicited in May 2018 with construction expected to commence in August 2018.
In addition to construction costs, federal CDBG funds will support professional construction
management and inspection services necessary to ensure that the project is completed in a timely
fashion, within budget, and in compliance with federal, state and local building code and ADA
requirements. Staff distributed a Request for Proposals (RFP) to its on-call engineering consultants and
also advertised the RFP on the City’s website and on professional engineering service trade publications.
Staff received proposals from the following firms and ranked them accordingly:
No. Company
1 HR Green Pacific
1 Totum
3 Willdan
4 Telacu Construction Management
5 Quantum Consulting
After an extensive review of all proposals, HR Green and Totum ranked equally. Due to the fact that
Totum’s fee proposal was incomplete, Staff originally selected HR Green Pacific as the most qualified
consultant to provide construction management, project management, and inspection services for the
Azusa Library ADA Compliant Restroom Retrofit and Improvement Project. The City Council awarded
the agreement on December 7, 2017. However, Staff was unable to reach an agreement on the terms
and conditions of the agreement with HR Green Pacific. Subsequently, Staff reached out to Totum to
clarify their fee submittal and is now selecting them as the next highest ranking firm.
FISCAL IMPACT:
The FY2017-18 Approved Budget included $345,000 in CDBG funds under project 601863 for the
Azusa Library ADA Compliant Restroom Retrofit and Improvement project. In addition, there is
$176,077 of Public Works Endowment fund balance available for appropriation. The recommended
actions award a professional services agreement to Totum in the amount of $82,380 and further
authorizes Staff to amend the agreement up to 10% or $8,238 for a total not-to-exceed amount of
$90,618. This agreement will be funded with $48,550 in CDBG funds as the maximum allowed for
construction management is 20% of the construction costs, which are estimated to be $242,740. The
additional $42,068 will be funded by the Public Works Endowment Fund. Upon Council approval, staff
will prepare a budget amendment and appropriate $42,068 of Public Works Endowment Fund for this
project.
Azusa Public Library ADA Compliant Restroom Retrofit and Improvements Project
April 16, 2018
Page 3
Prepared by: Fiscal Impact Reviewed by:
Daniel Bobadilla Talika M. Johnson
Director of Public Works/City Engineer Director of Finance
Reviewed and Approved: Reviewed and Approved:
Louie F. Lacasella Sergio Gonzalez
Senior Management Analyst City Manager
Attachments:
1) Professional Services Agreement with Totum
Attachment 1