Title
Report regarding a resolution authorizing the City Manager to execute the First Amendment to the Consulting Services Agreement between the City of South San Francisco with Swinerton Management and Consulting, of San Francisco, California for Construction Management Services of the Orange Memorial Park Sports Field project in an amount not to exceed $271,850 for consulting services. (Philip Vitale, Deputy Director of Capital Projects)
label
RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute the First Amendment to the Consulting Services Agreement with SWINERTON MANAGEMENT AND CONSULTING for Construction Management Services in an amount not to exceed $271,850.00 for consulting services related to the Orange Memorial Parks Sports Field Project.
Body
BACKGROUND/DISCUSSION
On August 23, 2021, staff issued a Request for Qualifications (RFQ) for Program Management Services for the Orange Memorial Park Sports Field project. The City entered into an agreement with SWINERTON MANAGEMENT AND CONSULTING (“Swinerton”) on October 13, 2021 for Construction Management services. Said agreement is currently expiring on June 30, 2023.
Swinerton’s scope of services is divided into two phases: a pre-construction/design/bid phase and a construction phase. Work for the first phase began shortly after contract award in 2021. At the time the RFP was solicited, the final design of the project was still in progress, with the 65% progress plans and specification available for scope and planning. The RFP called for a certain staffing level; however, the project construction duration had not been established. During the fees negotiation, after Swinerton had been selected and before the agreement was entered into, it was established that the fees be based on a 6-month construction period.
All parties agreed time was of the essence in getting this project out to bid given price escalation the industry was experiencing. The Swinerton team quickly mobilized and got involved with constructability review and finalization of the project plans and specifications. The schedule was accelerated, and the project went out to bid in December 2021 and bids were opened in January 2022.
The project architect, Verde Design, who has extensive experience in designing large scale sports complex similar to this, recommended that the construction contract should allow for 12 months for the Contractor to complete this project. This is the amount of time allowance that was included in the construction agreement with Interstate Grading and Paving. Construction of the Sports Field Project began in June 2022 and is tracking for completion in June 2023. With a longer construction schedule than anticipated at the time of establishing the fee for Swinerton, additional fees to cover the additional 6 months of construction duration is requested in the amount of $271,850.
The Swinerton budget for services during construction in the current agreement is $271,850 for 6 months. The fees for an additional 6 months are the same, bringing the contract value up from $377,690 to $649,540. As of today, the construction contract plus contingency and reserves stands at $12.1 Million, within the project budget of $14 Million. The revised fees is in line with the City’s estimation of 5% for project management.
Swinerton has worked diligently to manage consultant contracts during the initial pre-construction/design/bid phase. The primary goal within the first phase was to position the City into a favorable bid environment and adhere as closely as possible to the program budget.
Description Date Amount
Original Agreement 10/13/2021 $ 377,690.00
1st Amendment $ 271,850.00
TOTAL: $ 649,540.00
FISCAL IMPACT
There is no fiscal impact to the Sports Field construction budget approved by City Council per the fiscal year 22/23 Capital Improvements budget.
RELATIONSHIP TO STRATEGIC PLAN
This effort is included in the City’s Strategic Plan. It aligns with Priority #2 which is focused on enhancing quality of life.
CONCLUSION
Staff recommends City Council authorize the City Manager to execute the First Amendment to the Consulting Services Agreement with SWINERTON MANAGEMENT AND CONSULTING for Construction Management Services to increase contract amount by an amount not to exceed $271,850.00.