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APPROVE A PROFESSIONAL SERVICES CONTRACT WITH KITCHELL CORPORATION FOR A FACILITIES CONDITION ASSESSMENT, PROJECT NO. O&M 16-018
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Kitchell Corporation (Kitchell), of Sacramento, CA, in the amount of $174,198, to prepare a Facilities Condition Assessment, Project No. O&M 16-018 for various City buildings and structures.
It is further recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The FY 2015-2016 Public Works operating budget includes funding to perform a City-wide Facilities Condition Assessment. The defined scope of work for this assessment includes surveying and evaluating approximately 840,000 square-feet of City facilities and structures (Attachment A) to identify deferred maintenance, operating deficiencies, and needed repairs. Facilities and structures to be evaluated are substantial in size, open to the public, and/or occupied by City employees. On January 29, 2016, a Request for Proposals (RFP) for professional services for the Facilities Condition Assessment was advertised on the City’s Bid Flash webpage. Three firms submitted proposals for this project. The proposals were evaluated by City staff, including interviews with each firm. At the conclusion of this process, Kitchell, of Sacramento, CA, was the most qualified and highest ranked firm. It is recommendation that Council approve a Professional Services Contract, in the amount of $174,198, with Kitchell (Attachment B). The proposed contract term is for two years; however, it is anticipated the assessment will be completed by the end of 2016.
DISCUSSION
Background
The FY 2015-2016 Public Works operating budget includes funding to perform a City-wide Facilities Condition Assessment. The assessment will survey and evaluate approximately 840,000 square-feet of City facilities and structures (Attachment A) to assess the level of deferred maintenance, identify operating deficiencies, and document and prioritize needed improvements. Facilities and structures to be evaluated are substantial in size, open to the public, and/or occupied by City employees. Facilities beyond their useful life and known to be in need of major repair reconstruction, such as City Hall, are not a part of this evaluation. These facilities will require a more detailed assessment, including consideration and planning for future use.
As part of this Facilities Condition Assessment project, all components of the facility will be evaluated, including but not limited to: site; exterior and interior systems; fire/life safety; heating, ventilation, and air conditioning; electrical; plumbing; elevators; and Americans with Disabilities Act (ADA) accessibility. The objective of the assessment is to identify facility deficiencies. This inventory of facility deficiencies and estimated improvement costs will then be used to prioritize capital improvement and operating efforts. This information will be particularly valuable for planning future accessibility improvements required for ADA compliance.
Present Situation
On January 29, 2016, a RFP for professional services for the Facilities Condition Assessment was advertised on the City’s Bid Flash webpage. On March 3, 2016, proposals were received from the following firms:
• AllWest Environmental (San Francisco, CA)
• EMG Corporation (Owings Mills, MD)
• Kitchell Corporation (Sacramento, CA)
Staff reviewed the proposals and interviewed each firm. At the conclusion of the interview process, staff ranked all proposals based on a number of weighted factors, such as: experience and qualifications, understanding of proposed project scope, submitted work plan, commitment to project budget, delivery schedule, and reference review. Upon conclusion of this process, Kitchell was selected as the most qualified to provide Facility Condition Assessment services based on their staff qualifications, assessment experience, and excellent references.
Kitchell’s submitted fee proposal of $174,198 is reasonable for a project of this size and complexity, and is within the budgeted funds that are available for the project.
Staff recommends Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Kitchell, in the amount of $174,198, for the Facilities Condition Assessment (Attachment B). The proposed contract term is for two years; however, it is anticipated that the assessment will be completed by the end of 2016.
FINANCIAL SUMMARY
There is sufficient funding of $150,000 in the Public Works Facilities Maintenance Administration Budget (010-3091-540) and $24,198 in the Capital Improvement Plan ADA Compliance Program Budget (PW7022).
There is no impact to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended action.
Attachment A - Facility Inventory Index
Attachment B - Professional Services Contract with Kitchell Corporation