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HomeMy WebLinkAboutItem 1g: Agreement with Cumming Construction Management for City Hall Construction Support Services �4�FFO R,Cgd,r larorp S, 901 °4 !`° STAFF REPORT Development Services Department DATE: February 7, 2012 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director `v Philip A. Wray, Deputy Director of Development Services/City Engineer's SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CUMMING FOR CONSTRUCTION SUPPORT SERVICES FOR THE CITY HALL INTERNAL RENOVATION PROJECT IN THE AMOUNT OF $40,000 INCLUDING A 10% CONTINGENCY AND APPROVE AN APPROPRIATION IN THE AMOUNT OF $44,000 FROM THE CAPITAL OUTLAY FUND Recommendation: Approve SUMMARY In October of 2010, the City conducted a formal request for proposals process to select a qualified firm to provide construction management services for the City Hall Energy Efficiency Retrofit Project. Three (3) firms submitted proposals. Staff reviewed the proposals for content and quality, investigated each firm's background and recent project history for competency and interviewed each firm. As a result, staff selected Cumming as the most qualified and experienced to satisfactorily perform the work. The City Council proceeded to award a Professional Services Agreement to Cumming in the amount of$93,500. Phase 2 of the multi-year City Hall Interior Renovation Project is nearing design completion and staff again desires to retain construction management services to assist the City with the administration of the project. Cumming has performed the construction management for Phase 1 in a comprehensive, efficient and expedient manner and staff is very satisfied with their services. At the City's request, Cumming submitted a proposal for construction management services for Phase 2 in the amount of $40,000. Their proposal includes assistance to the City in the preparation of bid specifications, a constructability review and construction management. These costs are reasonable based on their scope of work and cost for services on Phase 1 and considering the recent competitive selection process with the other firms. Mayor and City Council February 7, 2012 Page 2 Therefore, staff recommends that the City Council authorize the City Manager to execute a Professional Services Agreement with Cumming for construction support services of the City Hall Energy Efficiency Retrofits Project in the amount of $40,000 including a 10% contingency and approve an appropriation of $44,000 from the Capital Outlay Fund. BACKGROUND In 2009, the City embarked upon a multi-phase, multi-year project to renovate the Arcadia City Hall buildings. The first phase was planned to utilize grant funding through the Energy Efficiency Community Block Grant Program in the amount of $534,700 from the American Recovery and Reinvestment Act of 2009. The project was entitled the City Hall Energy Efficiency Retrofit Project and includes upgrading the existing HVAC system, installing fire sprinklers, new ceiling and lighting and replacing windows with energy efficient windows. In January 2010, the City Council awarded a Professional Services Agreement to WLC Architects Inc. for the project design. As the City Hall Energy Efficiency Retrofit project (Phase 1) neared construction, staff decided to retain the services of a construction management firm to assist the City with the administration of the project. In October 2010, the City requested proposals for construction management services from several firms. Three (3) firms submitted proposals: TKE Engineering Inc. of Riverside, Cumming of Los Angeles and Vanir Construction Management of Los Angeles. Staff reviewed the proposals for content and quality, investigated each firm's background and recent project history for competency and interviewed each firm. Based on this formal process, staff determined that Cumming was the most qualified and experienced to satisfactorily perform the work. On December 7, 2010, the City Council awarded a Professional Services Agreement to Cumming in the amount of $93,500. The Phase 1 construction work is nearing completion and Cumming has performed the construction management in a comprehensive, efficient and expedient manner. Cumming has to date held 20 weekly progress meetings and several focused meetings, handled 89 requests for information, handled 20 submittal packages, reviewed numerous change order requests and compiled numerous project documents. Because this is a federally funded project, they have also been involved in the documentation, reporting and auditing tasks for compliance purposes. Although the project has experienced several delays, Cumming continues to provide their services within the scope of their proposal. DISCUSSION Phase 2 of the multi-year project is referred to as the City Hall Interior Renovation Project and is intended to focus on interior renovations below the ceiling. In March 2010 the City Council approved a Professional Services Agreement with Ex/Novo, Inc., an architect/interior designer for design services. The scope of work includes the replacement of carpet/flooring throughout the buildings, wall coverings and painting throughout, tile, interior door replacement and other miscellaneous improvements. Mayor and City Council February 7, 2012 Page 3 The City Hall Interior Renovation project (Phase 2) is nearing design completion and staff is preparing for the bidding and construction. Staff again desires to retain the services of a construction management firm to assist the City with the administration of the project. Staff is very satisfied with the services of Cumming and for consistency and continuity reasons would like to continue with their services for Phase 2. Additionally Cumming's familiarity with the building will enable them to provide very cost effective service. Cumming submitted a proposal for construction management services for Phase 2 in the amount of $40,000. Their proposal includes assistance to the City in the preparation of bid specifications, a constructability review and construction management. These costs are reasonable based on their scope of work and cost for services on Phase 1 and the recent competitive selection process with the other firms. Therefore, staff recommends that the City Council authorize the City Manager to execute a Professional Services Agreement with Cumming for construction support services of the City Hall Energy Efficiency Retrofits Project in the amount of $40,000 including a 10% contingency and approve an appropriation of $44,000 from the Capital Outlay Fund. FISCAL IMPACT Phase 2 of this multi-year capital improvement project is planned and identified in next fiscal year's budget. Staff proposes to move the project schedule up several months to continue progress on the overall project and minimize the continued impact to staff and the public by shortening the overall time frame of the project. These construction management services are necessary to move forward with the project. Staff recommends an appropriation of $44,000 from the Capital Outlay Fund to cover these services. The funding was planned as part of the $500,000 approved in the FY 2012/13 CIP program and this request would move it up one year. RECOMMENDATION Authorize the City Manager to execute a Professional Services Agreement with Cumming for construction support services of the City Hall Interior Renovation Project in the amount of $40,000 including a 10% contingency and approve an appropriation of $44,000 from the Capital Outlay Fund. Approved by:- ��Q Donald Penman, City Manager J K:PAW:pa