MEETING DATE:
JUNE 26, 2018
SUBJECT:
Title
RESOLUTION NO. 2018-8520 - GRANTING THE CITY MANAGER AUTHORITY TO AWARD THE CONSTRUCTION MANAGEMENT CONTRACT FOR THE SAN MARCOS CREEK SPECIFIC PLAN CAPITAL IMPROVEMENT PROGRAM PROJECTS (CIP #88263, 88264, 88265, 88505, 88507, 88529)
Body
Recommendation
Recommendation
ADOPT a resolution granting the City Manager the authority to award the construction management contract for the San Marcos Creek Specific Plan Capital Improvement Program Projects (CIP #88263, 88264, 88265, 88505, 88507, 88529).
Body
Board or Commission Action
Not applicable
Relevant Council Strategic Theme
Quality of Life
Planning for the Future
Relevant Department Goal
N/A
Executive Summary
The construction of the San Marcos Creek Specific Plan Capital Improvement Program Projects (CIP #88263, 88264, 88265, 88505, 88507, 88529) will require an extensive, long-term commitment of resources to assure successful completion of the projects. Request for Proposals were advertised, proposals received and negotiations entered into for construction management services. Once negotiations have been completed, the procurement process and contract for the construction management services will be reviewed by Caltrans. The City can contract with the most qualified, responsible and responsive proposer once Caltrans approval is received. To allow the award of the construction management contract to move forward as efficiently as possible, staff is requesting City Council to grant the City Manager with the authority to award the construction management contract once Caltrans approval is received.
Discussion
The San Marcos Creek Specific Plan Capital Improvement Program Projects (Projects) include the following:
• Bent Avenue Bridge & Improvements (CIP #88263)
• Via Vera Cruz Bridge & Improvements (CIP #88264)
• Discovery St. Widening and Flood Control (CIP #88265)
• Creekside Drive and Pad Grading (CIP #88505)
• Promenade Construction (CIP #88507)
• Environmental Habitat and Mitigation (CIP #88529)
The Projects are funded with various funding sources. The Bent Avenue Bridge & Improvements (CIP #88263) and Via Vera Cruz Bridge & Improvements (CIP #88264) projects are funded with Federal Highway Administration Federal Highway Bridge Program (HBP) funds in addition to other funding sources for both the design and construction phases of the projects. The Federal Highway Administration, to assure that local agencies are in compliance with Federal requirements, has delegated HBP oversight authority to Caltrans. Once staff has completed negotiations with the preferred service provider, all the required paperwork must be submitted to Caltrans for review and approval. The City cannot enter into contract with the preferred service provider until it receives Caltrans approval. The time frame for Caltrans approval process can vary widely depending on the complexity of the project and the method of procurement. Based on Caltrans recommendations, staff has assumed six (6) weeks for review and approval of the construction management contract by Caltrans.
A Request for Proposals (RFP) for construction management services was advertised on January 10, 2018. Four (4) proposals were submitted by the due date on February 15, 2018. The proposals were reviewed and ranked based on the criteria advertised in the RFP. Formal interviews with all four (4) firms were held on March 12, 2018. After an extensive interview process, the most qualified, responsible and responsive proposer was selected to enter into cost negotiations.
City staff is in the process of completing the required contract package for submittal to Caltrans for review and approval. However, the contract cannot be executed until final approval is received from Caltrans. There is the potential, based on an audit performed by Caltrans, that the City may be required to move on to the next highest ranked proposer.
In order to remain on the current project schedule, it is imperative that construction management contract is awarded as quickly as possible once Caltrans approval is received. Granting the City Manager the authority to enter into the agreement will provide the best opportunity for the project to stay on the current schedule. Therefore, staff is requesting the City Council delegate authority to award the construction management contract to the City Manager, once Caltrans approval is received, for an amount not to exceed $7,500,000.
Fiscal Impact
The Projects are budgeted in the approved Fiscal Year 2018-19 CIP budget and are funded as follows:
The Bent Avenue Bridge & Improvements Project (CIP# 88263) is primarily funded with Streets PFF (402), TransNet Local Streets Improvements Funds (404), Developer Deposits (411), Federal Highway Bridge Program Funds (411), Successor Agency No. 2 Bond Proceeds (560552), and Successor Agency No. 3 Bond Proceeds (560553).
The Via Vera Cruz Bridge & Improvements Project (CIP# 88264) is primarily funded with Streets PFF (402), TransNet Local Streets Improvements Funds (404), Developer Deposits (411), Federal Highway Bridge Program Funds (411), Successor Agency No. 2 Bond Proceeds (560552), and Successor Agency No. 3 Bond Proceeds (560553), and San Marcos Redevelopment Funds (943).
The Discovery St. Widening and Flood Control Project (CIP# 88265) is primarily funded with Streets PFF (402), TransNet Bond Funds (404), TransNet Local Streets Improvements Funds (404), RTCIP Public Facilities Fees (408), Successor Agency No. 3 Bond Proceeds (560553), and San Marcos Redevelopment Funds (942).
The Creekside Drive and Pad Grading Project (CIP# 88505) is primarily funded with Successor Agency No. 2 Bond Proceeds (560552), Successor Agency No. 3 Bond Proceeds (560553), TransNet Bond Funds (404), and TransNet Local Street Improvements (404).
The Promenade Construction Project (CIP# 88507) is primarily funded with Capital Improvement Developer Deposit (401), Proposition 84 River Parkway Grant (401), Successor Agency No. 2 Bond Proceeds (560552), Successor Agency No. 3 Bond Proceeds (560553) and San Marcos Redevelopment Funds (943).
The Environmental Habitat and Mitigation Project (CIP# 88529) is primarily funded with Public Facilities Fees - Habitat Conservation (HC PFF), Successor Agency No. 2 Bond Proceeds (560552), Successor Agency No. 3 Bond Proceeds (560553), and SANDAG Land Development Funds.
The estimated cost of the construction management contract for the Projects is $7,500,000. Approximately 61% of the overall Construction Management Phase can be attributed to the Via Vera Cruz Bridge & Improvements Project (CIP# 88264) and Bent Avenue Bridge & Improvements Project (CIP# 88263) which are funded with 88.53% federal funds and 11.47% with local matching funds.
Attachment
Attachment 1- Resolution 2018-XXXX
Prepared by: Ed Deane, Deputy City Engineer
Submitted by: Ed Deane, Deputy City Engineer
Reviewed by: Matt Little, Deputy City Engineer
Approved by: Jack Griffin, City Manager