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HomeMy WebLinkAboutItem 2e: Agreement with Cumming Corporation for Construction Support Services for Energy Efficiency Retrofits to City Hall OF A GrL 9 C.) ..- l A S. IfOS ,,,,ty `" STAFF REPORT Public Works Services Department DATE: January 4, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Dave McVey, General Services Superintendent Phil Wray, Deputy Development Services Director/ 0 City Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CUMMING CORPORATION FOR CONSTRUCTION SUPPORT SERVICES FOR THE ENERGY EFFICIENCY RETROFITS TO CITY HALL IN THE AMOUNT OF $93,500 Recommendation: Approve SUMMARY On August 28, 2009, the U.S. Department of Energy (DOE) approved the City of Arcadia Energy Efficiency and Conservation Block Grant (EECBG) application and awarded the City $534,700 for energy efficiency retrofits to City Hall (HVAC upgrade and window /insulation upgrade). The design and engineering of the energy efficiency retrofits project is in the final phases. To ensure that the City is complying with the terms and condition of the EECBG and to obtain expertise with the planning, construction and oversight of the project, the Public Works Services Department solicited proposals for construction support services. Staff evaluated the proposals and interviewed firms and recommends that the City Council authorize the City Manager to execute a professional services agreement with Cumming Corporation for construction support services for energy efficiency retrofits to City Hall in the amount of $93,500 which includes a 10% contingency. BACKGROUND The American Recovery and Reinvestment Act of 2009 appropriated $2.7 billion to the DOE for the EECBG Program. Cities with a population of at least 35,000 were eligible for EECBG direct formula grant funding and were given an opportunity to submit an application. City staff determined through an analysis, that an upgrade to the existing Page 1 of 3 Mayor and City Council January 4, 2011 HVAC system and replacement of windows with energy efficient windows at City Hall would have the most energy savings and would qualify as a project that would meet all the requirements for EECBG funding. In August 2009, the DOE approved the City of Arcadia's EECBG application and awarded the City $534,700 for energy efficiency modifications to City Hall. On January 19, 2010, a professional services agreement was awarded to WLC Architects Inc. for the design and development of the City Hall energy efficiency retrofits project and facility improvements which include the installation of fire sprinklers per City of Arcadia fire code and the installation of new t -bar ceilings. The project is in the final phases and construction support services are needed to provide expertise with the planning, construction and oversight of the project. Moreover, at the City Council Study Session of August 3, 2010, the Council reviewed the project scope and voted to proceed with the project as presented in the Capital Improvement Program budget for fiscal years 2009/10 and 2010/11. The budget includes a component for construction support services. DISCUSSION The City of Arcadia must comply with all of the terms and conditions of the EECBG Program. Obtaining construction support services will assist City staff in making sure that necessary information are provided to DOE and that construction is completed in a timely manner. The qualified firm will review material cost and construction cost documents and provide a thorough review of all bid documents to ensure that the terms and conditions of the City's EECBG grant are met. Construction support services will also include assistance with phasing of the work to allow for City services to remain uninterrupted. The qualified firm will provide monthly reporting on schedule and budget status, contract compliance and prevailing wage documents. The firm will also maintain all records for EECBG reports and audits. Notices requesting proposals to provide construction support services for the City Hall energy efficiency retrofits were published in the adjudicated paper and bid packages were distributed to construction support service firms. The following three (3) proposals were received on November 01, 2010 with the following result: Bidder Location Bid Amount 1. TKE Engineering, Inc. Riverside $73,200 2. Cumming Corporation Los Angeles $85,000 3. Vanir Construction Management, Inc Los Angeles $98,950 Staff reviewed the proposals for content and investigated the consultants' background and recent projects for competency. Staff also interviewed and ranked all three firms. Based on this process, staff considers Cumming Corporation to be the most qualified firm to provide construction support services. Additionally, in the past, staff has worked with Cumming Corporation and was satisfied with their work. They are also familiar with energy efficiency retrofit projects and EECBG requirements. Therefore, staff recommends that the City Council authorize the City Manager to execute a Professional Page 2 of 3 Mayor and City Council January 4, 2011 Services Agreement with Cumming Corporation for construction support services of the City Hall energy efficiency retrofits project in the amount $93,500 which includes a 10% contingency. It should be noted that the costs in the proposals are based on the Consultant's best estimate of time spent on the project. The contract will be based on hourly services with a not -to- exceed amount. Actual services will be dictated by the City and are dependent on the performance of the construction contractor. FISCAL IMPACT Sufficient funds have been designated for these services in the Capital Improvement Project budget. RECOMMENDATIONS 1. Authorize the City Manager to execute a professional services agreement with Cumming Corporation for construction support services of the City Hall Energy Efficiency Retrofits Project in the amount of $93,500. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: Z *Pr A .3 Donald Penman, City Manager TT:DM:PW Page 3 of 3