HomeMy WebLinkAboutItem 2g: Professional Services Agreement with Converse Consultants for abatement monitoring for the City Hall Interior RenovationT
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STAFFIRIETORT
Development Services Department
DATE: July 17, 2012
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director L4f
Philip A. Wray, Deputy Director of Development Services /City Engineer
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH CONVERSE CONSULTANTS FOR
ABATEMENT MONITORING SERVICES FOR THE CITY HALL
INTERIOR RENOVATION PROJECT IN THE AMOUNT OF $24,700
INCLUDING A 10% CONTINGENCY
Recommendation: Approve
SUMMARY
In 2009, the City began a multi -year, multi -phase project to renovate City Hall. In March
of 2011, the City conducted a formal request for proposals process to select a qualified
firm to provide materials testing and abatement monitoring services for Phase 1, the
City Hall Energy Efficiency Retrofit Project. Three firms were contacted and two firms
submitted proposals. Upon review, Converse Consultants was selected as the most
qualified and experienced to satisfactorily perform the work. A Professional Services
Agreement with Converse was administratively approved by the City Manager due to
the amount being within his administrative authority.
Phase 2 of the City Hall Improvements, the City Hall Interior Renovation Project, is
nearing construction and staff again desires to retain Converse Consultants for
abatement monitoring services. Converse submitted a proposal for their services on
Phase 2 in the amount of $24,700. Their proposal includes monitoring of all abatement
activities and air sampling during construction. These costs are reasonable based on
the scope of construction and their cost for services on Phase 1 considering the recent
selection process.
Therefore, it is recommended that the City Council authorize the City Manager to
execute a Professional Services Agreement with Converse Consultants for testing and
abatement monitoring services for the City Hall Interior Renovation Project in the
amount of $24,700 including a 10% contingency.
Staff Report — Converse Consultants
July 17, 2012
Page 2
BACKGROUND
In 2009, the City embarked upon a multi - phase, multi -year project to renovate the
Arcadia City Hall buildings. The first phase was the City Hall Energy Efficiency Retrofit
Project which utilized 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. Phase 1 included upgrading the existing HVAC system,
installing fire sprinklers, new ceiling and lighting, and replacing windows with energy
efficient windows.
As part of Phase 1, the City conducted a formal request for proposals process to select
a qualified firm to provide materials testing and abatement monitoring services. Three
firms were contacted and two firms submitted proposals, Converse Consultants and
ATC Associates Inc. Staff reviewed the proposals, investigated each firm's background
and recent project history for competency, and met with each firm individually to inspect
the work environment. Based on this process, Converse Consultants was selected as
the most qualified and knowledgeable to satisfactorily perform the work. A Professional
Services Agreement with Converse was administratively approved by the City Manager
due to the amount being within his administrative authority. Converse performed their
services in an efficient, expedient, and responsive manner and, overall, staff was very
satisfied. Phase 1 is now complete.
DISCUSSION
Phase 2 includes the interior renovation of the buildings below the ceiling. As part of
the testing for Phase 1, Converse found that some of the carpeting and most of the
subflooring contains asbestos, and some of the paint is lead- based. The Phase 2
construction includes abatement of all contaminated carpet, subflooring, and disturbed
lead -based paint.
With the Phase 2 construction drawing near, the services of a qualified firm to oversee
the abatement activities will be necessary. Converse Consultants has completed the
preliminary work on the material testing and they are familiar with City Hall; therefore,
Converse is preferred in order to retain consistency throughout the project.
At the City's request, Converse submitted a proposal for abatement monitoring services
for Phase 2 in an amount not to exceed $24,700. Their proposal includes monitoring of
all abatement activities and air sampling during construction to assure that the work is
performed properly and that the contractor maintains a safe and healthy work
environment for City employees and the public. Converse proposes their work on an
hourly basis, and they have estimated the number of hours necessary to monitor the
work based on the extent of the hazardous material and the City's phasing plan. An
hourly contract with a not -to- exceed amount has been selected because their work is
dependent on the progress of the abatement contractor. Their proposal is reasonable
based on their past services and considering the recent selection process.
Staff Report — Converse Consultants
July 17, 2012
Page 3
Therefore, it is recommended that the City Council authorize the City Manager to
execute a Professional Services Agreement with Converse Consultants for abatement
monitoring services for the City Hall Interior Renovation Project in the amount of
$24,700 including a 10% contingency.
FISCAL IMPACT
Phase 2 of this multi -year Capital Improvement Project is planned and identified in the
FY 2012 -13 CIP budget. The FY 2012 -13 budget is $895,000 and is intended to cover
both Phases 2 and 3. Phase 2 was estimated at approximately $595,000. The cost for
the abatement monitoring services was anticipated in the project budget.
RECOMMENDATION
Authorize the City Manager to execute a Professional Services Agreement with
Converse Consultants for abatement monitoring services for the City Hall Interior
Renovation Project in the amount of $24,700 including a 10% contingency.
.APPROVED:
Dominic Lazzare
City Manager
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