The URL can be used to link to this page

Home My WebLink AboutPW CIP Project Management Svcs 2017____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-669 Council Meeting: 10/16/2017 Disposition: Resolution 14404 Agenda Item No: 4.e. Meeting Date: October 16, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin Director of Public Works City Manager Approval: ______________ TOPIC: PROJECT MANAGEMENT SERVICES FOR THE CAPITAL IMPROVEMENT PROGRAM (CIP) SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. FOR PROFESSIONAL PROJECT MANAGEMENT SERVICES FOR AN AMOUNT NOT TO EXCEED $203,500 RECOMMENDATION: Adopt the resolution. BACKGROUND: The City’s Capital Improvement Program (CIP) is a 3-year program developed by the Department of Public Works (DPW) to identify and prioritize new construction projects and improvements to the City’s infrastructure. Projects are listed in the following four categories: • City-Owned Properties (buildings and facilities) • Parks (play structures, pathways, etc.) • Drainage (stormwater pump stations, storm drain replacements, etc.) • Right-of-Way (street paving, intersections, curb ramps, roadway repair etc.) During Spring of 2017, DPW coordinated with other City departments to ensure citywide and community needs are well represented and addressed in the CIP. On May 5, 2017 the City Council held a study session to discuss the development and implementation of the CIP, and on June 5, 2017, the City’s FY 2017-18 budget was approved, which included an allocation for the final projects listed in the CIP. The CIP lists more than 45 active and new projects in all four categories to be accomplished in FY 2017-18. Over the last several years the City has utilized outside consultants to augment DPW staff and manage the projects associated with City owned properties and parks. DPW has four engineering positions dedicated to the CIP projects. Utilizing consultant engineering and project management services to support CIP projects allows our engineering staff to focus on projects related to roadways and drainage, and ensure that the capital program for FY 2017-18 is completed as planned. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 In order to accomplish the work noted on the CIP, project management services are needed for the following fifteen FY 2017-18 projects. The contract will provide “turn-key” project management services to the City where the consultant will provide whatever resources are required to deliver the listed facilities projects on behalf of San Rafael.: Category Project City Owned Property B Street Community Center Safety System – Stage Area Downtown Library Assessment Study Albert J Boro Community Center Roof Repair Replace Windows and Doors at Fire Station 54 and 55 City Hall Switchgear Replacement City Building Facility Assessment Study Fifth and C Street Parking Garage Improvements City Hall Accessibility Improvements Parks Schoen Park Playground Equipment Improvements Bret Harte Park Restroom Boyd Park Restroom Drainage Cayes Pump Station Control System Los Gamos & Oleander Drainage Study Sea Level Rise Vulnerability Assessment North San Pedro Median Repairs On July 21, 2017 the DPW issued a Request for Proposals requesting professional project management services and on August 18, 2017 the City received three proposals for the work. City Staff reviewed the proposals and conducted an interview process to determine the most qualified candidate. ANALYSIS: On September 13, 2017, DPW staff interviewed all three firms. Based on the consultant’s familiarity with the type of projects, experience, and their familiarity with City procedures and policies, City staff recommends utilizing Kimley-Horn and Associates as the most qualified to manage the projects listed above. Kimley-Horn and Associates is familiar with the City procedures and their firm has the depth to provide additional staffing at key points to expeditiously develop and complete these projects. FISCAL IMPACT: As part of the budgeting and planning process, each CIP project’s budget includes a set aside amount for contracted project management and design where necessary. Funding sources for each project requiring project management is listed on page 2. There are sufficient funds in each of the funds listed for their project management cost, as the projects have been fully budgeted (project management costs included) as part of the CIP and budget process in the spring. Therefore, the total contract amount of $203,500 will spread across the Building Fund (#603), Parking Services (#501), Measure A (#241), Stormwater Fund (#205), and the Gas Tax Fund (#206) depending on the project management cost required for each project. OPTIONS: 1. The Council may choose to accept the proposal from Kimley-Horn and Associates which will allow these projects to move forward as soon as possible. Staff recommended option. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 2. Council may choose to reject the proposal from Kimley-Horn and Associates, Inc., and direct staff to select a different consultant. Selecting a different consultant may result in delays associated with the projects listed above. 3. Council may choose not to accept any consultant proposals and rely on City Staff to provide Project Management for these projects. Due to the current work loading with other projects this option may also delay the completion of the projects listed above. RECOMMENDED ACTION: Staff recommends that the City Council adopt the Resolution accepting the proposal from Kimley-Horn and Associates, Inc. and authorize the City Manager to execute a professional services agreement, in a form approved by the City Attorney, with Kimley-Horn and Associates, Inc. for Professional Services. ATTACHMENTS: 1. Resolution 2. Exhibit 1-Agreement for Professional Services with Exhibits RESOLUTION NO. 14404 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. FOR PROFESSIONAL PROJECT MANAGEMENT SERVICES FOR AN AMOUNT NOT TO EXCEED $203,500 WHEREAS, The City’s Capital Improvement Program (CIP) is a 3-year planning document developed by the Department of Public Works to identify and prioritize new construction projects and improvements to the City’s infrastructure. Projects are listed in the following four categories: • City-Owned Properties (buildings and facilities) • Parks (play structures, pathways, etc.) • Drainage (storm water pump stations, storm drain replacements, etc.) • Right-of-Way (street paving, intersections, curb ramps, roadway repair etc.); and WHEREAS, The CIP listed more than 45 active and new projects in all four categories to be accomplished in FY 2017-18. Over the last several years the City has utilized outside consultants to augment staff and manage the projects associated with City-owned properties and Parks; and WHEREAS, the City Council approved the 2017/2018 Capital Improvement Program (CIP) on June 5, 2017; and WHEREAS, in order to accomplish the work noted on the CIP, project management services are needed for fifteen FY 2017-18 projects; and WHEREAS, the City issued a Request for Proposals (RFP) for consultant services required to complete various Capital Improvement Projects which are in various stages of development; and WHEREAS, proposer KIMLEY-HORN AND ASSOCIATES, INC. was found to have the most qualified staff to perform the specified projects in the allotted time frame; and WHEREAS, the fee estimate of $203,500 from KIMLEY-HORN AND ASSOCIATES, INC. for various projects listed in the RFP was reasonable and responsive. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby approves and authorizes the City Manager to execute a Professional Services Agreement with KIMLEY-HORN AND ASSOCIATES, INC. for project management services in an amount not to exceed $203,500.00, in the form attached hereto as Exhibit 1 and incorporated herein by reference. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on the Monday, the 16th day of October, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Gamblin, McCullough & Mayor Pro Tem Colin NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Bushey and Mayor Phillips ESTHER C. BEIRNE, City Clerk STAFF REPORT APPROVAL ROUTING SLIP Staff Report Author: Bill Guerin Date of Meeting: 10/16/2017 Department: Public Works Topic: Professional Services Agreement with Kimley Horn Subject: Project Management Services for the Capital Improvement Plan Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing ☐ Discussion Item ☐ Resolution ☐ Ordinance ☐ Professional Services Agreement ☐ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ Due Date Responsibility Description Completed Date Initial / Comment DEPARTMENT REVIEW FRIDAY noon 09/29 Director Director approves staff report is ready for ACM, City Attorney & Finance review. 10/9/2017 ☒ BG CONTENT REVIEW TUESDAY morning 10/03 Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will review items, make edits using track changes and ask questions using comments. Items will be returned to the author by end of day Wednesday. 10/10/2017 10/5/2017 10/6/2017 ☒ CA ☒ LG ☒ Van-Sent email to TS DEPARTMENT REVISIONS FRIDAY noon 10/6 Author Author revises the report based on comments receives and produces a final version (all track changes and comments removed) by Friday at noon. 10/10/2017 ☒ BG ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY morning 10/9 Assistant City Manager City Attorney Finance ACM, City Attorney & Finance will check to see their comments were adequately addressed and sign-off for the City Manager to conduct the final review. 10/10/2017 10/11/2017 10/11/2017 ☒ CA ☒ LG ☒ Van Bach TUES noon 10/10 City Manager Final review and approval 10/11/2017 ☒ JS