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Report regarding a resolution authorizing City Manager to execute the Second Amendment to the consulting services agreement between the City of South San Francisco and ABB Testing of Palo Alto, California, for the Community Civic Campus: Phase II Library, Parks & Recreation and Community Theater/Council Chamber (LPR) (Project No. pf2103) in an amount not to exceed $132,000 for consulting services for a total contract amount of $224,620. (Jacob Gilchrist, Director of Capital Projects)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing City Manager to execute the Second Amendment to the existing consulting services agreement with ABB Testing for Testing Services in an amount not to exceed $132,000 for a total contract amount of $224,620 for testing services on the Community Civic Campus: Phase II Library, Parks & Recreation and Community Theater/Council Chamber (LPR) (Project No. pf2103)
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BACKGROUND/DISCUSSION
Staff issued a Request for Proposal (RFP) for Building Envelope Testing and Inspection Services on June 18, 2021. The RFP was available on the City of South San Francisco e-Procurement portal. Kitchell CEM contacted over 15 consultants from the City of South Francisco prequalified list to maximize outreach and consultant interest. The RFP was also advertised in San Mateo Daily Journal on June 11 and June 18, 2021.
Two proposals were received on the due date of June 23, 2021. Both firms were prequalified and worked for the City of South San Francisco in the past. After reviewing the submitted scope of work and cost proposals, Staff selected ABB Testing as the best valued consultant. ABB Testing has a long relationship working for the City of South Francisco in various projects. In addition, ABB testing was the less expensive of the two bidders based on each phase of work and the overall cost.
Selection of consulting services is not based on the lowest bidder, but on the firm’s expertise, experience, and references. Once the most qualified firm is determined, staff negotiates a fee proposal and any changes deemed necessary to obtain a reasonable cost for the scope of work. However, in this case, ABB testing was the less expensive of the two bidders based on each phase of work and the overall cost.
At Staff’s request, the proposal was broken into three phases of work because at the time it was unclear if all work would need to be performed. To avoid carrying multiple contracts with the same vendor, Staff requested a complete proposal in the event that all work would need to take place. Following review of the proposals, Staff approved Phase 1 and executed an agreement with ABB Testing, and then later Phase 2 via execution of the First Amendment. Phases 1 and 2 have a combined value of $92,620, below the City Manager’s signing authority of $150,000. In February 2022 it became clear that the project would need Phase 3 of the inspection services. While the initial two phases were below the City Manager’s $150,000 signing authority, adding Phase 3 exceeds this threshold. For this reason, staff is bringing this item to City Council for approval at this time. The total not-to-exceed amount on the contract, as amended by the Second Amendment, would be $224,620. The Second Amendment would add $132,000 to the contract, including a 10% contingency.
No additional funds are necessary to execute this Second Amendment. In the LPR budget summary presented to City Council on November 9, 2020, with the award of construction contract to Swinerton Builders, a total of $1,217,264 was budgeted for Special Inspection and Testing Services necessary for construction as part of the total approved budget of $103,000,000. This scope of work will be paid out of this Special Inspection and Testing Services budget line.
Initially, Staff prepared a consulting service agreement for the consultant for an initial term of July 9, 2021, to December 31, 2021. The contract duration was revised with the 1st Amendment to December 31, 2022. The completion of the agreement will be revised with the 2nd Amendment to June 30, 2023, the current substantial completion date for the project.
Description Date Amount
Original Agreement July 9, 2021 $21,120
Amendment #1 August 20, 2021 $71,500
Amendment #2 April 13, 2022 $120,000
Contingency 10% $ 12,000
Total Contract Value: $224,620
FISCAL IMPACT
There is no additional fiscal impact to the project budget approved on November 9, 2020, by City Council.
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 and Priority #3 which is focused on enhancing public safety.
CONCLUSION
Staff recommends the City Council authorize the City Manager to execute the Second Amendment to the Consulting Services Agreement with ABB Testing for Testing and Inspection Services based on their qualifications, experience, references and understanding of the project.
Attachments:
1. Exhibit A Special Inspection and Testing Scope of Services
2. Exhibit B Special Inspection and Testing Schedule