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CC - Approval of a Professional Services Agreement with Faithful + Gould in an Amount Not-to-Exceed $100,000 ($88,225 Base Amount and $11,775 in Contingency Authority) to Conduct Facility Condition Assessments and Prepare a 10-Year Maintenance Plan for 17 City Facilities.
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Meeting Date: November 12, 2018
Contact Person/Dept: Joe Susca/Senior Management Analyst
Phone Number: (310)253-5636
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/06/18); Faithful + Gould (10/08/18); AEI Consultants (11/06/18); Cannondesign (10/22/18); KPA Group (11/06/18); ISES Corp. (11/06/18); Cumming Corp. (11/06/18); EMG (10/16/18); FEA (11/06/18); Kitchell (11/06/18); ARUP (10/22/18); Roy Jorgenson (11/06/18); RTI Consulting (11/06/18)
Department Approval: Charles D. Herbertson, Director of Public Works / City Engineer (10/31/18)
RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Faithful + Gould in an amount not to exceed $100,000 ($88,225 base amount and $11,775 contingency authority) to conduct facility condition assessments and to prepare a 10-year maintenance plan for 17 City locations.
BACKGROUND
The City’s facilities are one of its most valuable assets. Planning and conducting preventative maintenance activities ensures their continued enjoyment, decreases system and equipment failures, and reduces the frequency of costly repairs.
After completing a competitive bidding process, in 2006 the City hired AEI Consultants to conduct facility condition assessments and to prepare a 10-year maintenance plan based on those assessments for various City facilities.
The 2006 plan included a list of ongoing and deferred maintenance tasks along with cost estimates to perform them. The 2006 assessment was comprehensive and evaluated such items as parking area pavement and striping, roofing, painting, carpet/vinyl flooring, Heating, Ventilation and Air Conditioning, plumbing, elevators, water heaters, gates/rollup doors, fire suppression systems, scales, fences/barrier walls, emergency power generators, bus washers and vacuums, storage tanks, pumps, window seals, ceiling tiles, skylights, lighting fixtures, and included asbestos and lead-based paint removal recommendations. The 2006 plan has proven to be an effective tool in planning preservation activities and to prepare accurate budget estimates for their implementation over the last decade however, its useful life has ended.
DISCUSSION
In August 2018, staff released an RFP to hire a firm to assess and prepare a 10-year maintenance plan for the following 17 facilities (the “Project”):
• City Hall
• Transfer Station
• Public Works Maintenance Yard
• Transportation
• Fire Stations 1, 2, and 3
• Fire Training Yard
• Police Station
• Ince, Cardiff and Watseka Parking Structures
• Senior Center
• Teen Center
• Veteran’s Memorial Complex
• Ivy Substation Theater
• Municipal Plunge
12 responses to the RFP were received as follows:
1. AEI Consultants $ 73,917
2. FEA $ 84,300
3. Faithful + Gould $ 88,225
4. CannonDesign $102,900
5. EMG $114,238
6. ISES Corp. $142,255
7. Roy Jorgenson $153,645
8. Kitchell $218,732
9. KPA Group $277,610
10. Cumming Corp. $352,055
11. RTI Consulting $376,185
12. ARUP $380,195
Nearly all the firms submitting proposals are highly qualified to complete the Project.
Staff interviewed the three proposers with the lowest cost proposal and Faithful + Gould stood out from the others as a result of their regional approach to asset preservation, their proprietary cost estimating methods, and the content of their report; whose level of detail was unmatched. Faithful + Gould is ranked 7th in the Top 50 Program Management Firms in the 2018 edition of Engineering News and Records. They have 500 employees and have been in business for 70 years. They have performed facility assessments for over 900 buildings amounting to three billion square feet. Their references are very favorable and they have an office in Long Beach and 24 other locations nationwide.
The Project approach involves pre-assessment interviews with staff, review of repair/maintenance logs and as-built plans for each facility, site inspections, and statistical analysis. Faithful + Gould anticipates it will take three months to complete the Project.
FISCAL ANALYSIS
$100,000 is included within the Facilities Assessment Study -- CIP No. PF-012 budget, which is sufficient to cover the Faithful + Gould contract to complete the Project.
ATTACHMENT
None.
MOTION
That the City Council:
1. Approve a professional services agreement with Faithful + Gould in an amount not-to-exceed $100,000 ($88,225 base amount and $11,775 in contingency authority) to conduct assessments and to prepare a 10-year maintenance plan for 17 city facilities; and
2. Authorize the Public Works Director/City Engineer to approve amendments to the agreement when deemed necessary in an additional amount not-to-exceed $11,775; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.