To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Joseph Carrion, Construction Division Manager
TITLE:
Title
Amendment to On-Call Construction Inspection and Management Services Agreement
LABEL
RECOMMENDED ACTION:
Recommendation
Approve and authorize the Public Works Director to execute on behalf of the City an amendment to Agreement No. C2024-526 with Gannett Fleming, Inc., for construction management services in the increased amount of $100,000.00 for a total contract amount not to exceed $850,000.00.
Body
DISCUSSION:
The City Council authorized an agreement with Gannet Flemming, Inc. for task-order based Construction Inspection and Management Services on December 19, 2023. Construction Inspection and Management Services provide supplemental services to help staff manage fluctuations in construction inspection and construction management workload. Workload demand is driven by private development construction, encroachment permits, and the City’s Capital Improvement Program’s project construction and can often exceed available staffing resources.
The current agreement with Gannet Fleming, Inc. is projected to reach its not-to-exceed amount by mid-January 2025. The recommended Amendment No. 1 increases the not-to-exceed amount by $100,000.00 to allow construction management and inspections services to continue supporting peak work loads and continue construction management services for the Laurel Street Project. This project is particularly challenging and requires special attention because the City is working to construct new sidewalks, drainage, bike lanes and make improvements to an area in which the existing infrastructure does not comply with current design standards. Additional construction management services have been required to coordinate modifications to the construction contract to accommodate the unanticipated work to replace the City’s water main in Laurel.
City staff plans to release a new request for proposals (RFP) in 2027 for a new construction management and inspection services agreements. All work will be directed by the City using task orders defining a scope of work and a cost estimate based on the hourly rate schedule in the agreement and a work schedule. Payments are made for the work completed.
FINANCIAL IMPACTS:
No appropriations are necessary for the proposed action as existing and future project accounts will be used to fund each task order issued by the City for an approved scope of work.
CEQA:
The Public Works Director has determined that the Recommended Action described in this Agenda Report is not in-and-of-itself a “project” (pursuant to CEQA Guidelines Section 15378) since it does not result in a physical change in the environment.
However, the Recommended Action is a part of several larger “projects” that will be subject to environmental review in accordance with CEQA at the “earliest feasible time” prior to “approval” consistent with CEQA Guidelines Sections 15004 and 15352. The larger “projects” are public or private construction projects, and staff plans to bring back a CEQA analysis of each project to Council prior to approval of a construction contract for each public project or approval of a discretionary permit or entitlement for a private development project.
DOCUMENTS ATTACHED:
ATCH 1 - C2024-526 Amendment No.1 with Gannett Fleming, Inc.
NOTIFICATION:
None