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AMEND THE PROFESSIONAL SERVICES CONTRACT FOR THE HAMMER LANE WIDENING AND THORNTON ROAD WIDENING PROJECTS
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to execute Amendment No. 2 to the Professional Services Contract with WSP, Inc., in the amount of $381,000, for additional construction management services on the Hammer Lane Widening Phase 3B, Project No. PW1427, and the Thornton Road Widening, Project No. PW1428.
It is also 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
On March 20, 2018, by Motion No. 2018-03-20-1108, Council awarded Amendment No. 1 to the Professional Services Contract with WSP, Inc. (formerly Parsons Brinckerhoff), in the amount of $994,993.56, for additional construction management services on the Hammer Lane Widening Phase 3B, Project No. PW1427, and the Thornton Road Widening, Project No. PW1428.
The Hammer Lane Widening project is complete, and final payment and contract close out is in progress. The Thornton Road Widening project is substantially complete. Completion of final punch list work, contract close out, and resolution of claims will require additional construction management services from WSP, Inc. through December 2019. It is recommended that Council approve a motion authorizing the City Manager to execute Amendment No. 2 to the Professional Services Contract, Inc., in the amount of $381,000, with WSP, Inc. (Attachments A and B).
DISCUSSION
Background
On July 26, 2016, by Resolution No. 2016-07-26-1212, Council awarded a Construction Contract for the Thornton Road Widening project to Goodfellow Top Grade Construction, LLC in the amount of $11,618,705. Construction began in October 2016. Completion of the project was originally anticipated to be November 2017.
On August 23, 2016, Council awarded a Professional Services Contract to Psomas, in the amount of $1,193,360, to provide construction management services for the Thornton Road Widening project. Construction management staffing for a project of this size generally consists of an engineering manager, field/office engineer(s), inspectors, testing personnel, biological monitors, and administrative staff. Services provided include, but are not limited to, managing field issues, submittal reviews, inspections and testing, payment quantity verification, utility and permit coordination, biological monitoring, responding to requests for information, processing change orders and project records, and resolving all issues relative to construction. Construction management contracts are typically based on time and materials with the services provided until construction is completed and the project closed out.
The Thornton Road Widening project was designed to be constructed in three phases. Constructing the west side of Thornton Road was the first phase of work. The second phase was construction of the east side of Thornton Road with the final phase being the installation of medians.
PG&E underground electric and gas facilities, AT&T fiber optic duct banks, a City water supply line, and other utilities are located within the project’s work limits, and during phase one many were found to be shallow. The contractor performed additional exploratory utility excavations (utility potholing) to define the extent and nature of the shallow utilities. The results of the utility potholing confirmed that shallow utilities would conflict with the new roadway and some portions of drainage, traffic, and lighting facilities. The project design engineer, Stantec, redesigned the roadway section and portions of traffic signal, lighting, and storm systems to resolve utility obstructions on the project. This resulted in a significant delay to the project and extended the scheduled completion date.
Psomas was the original consultant providing construction management services for the Thornton Road Widening project. Psomas completed its original scope of services; however, delays to the project required that additional construction management services be added to complete and close out the project. Ongoing design modifications, utility conflicts, and other negotiated changes with the contractor changed the overall character of the project, which created a demand for a construction management team with skills different than originally anticipated. Consequently, the City issued a new Request for Proposals (RFP) on January 31, 2018, to the four firms that responded to the original RFP for construction management services on the project. The four firms were asked to submit another proposal for construction management services for the remainder of the project. On February 8, 2018, two of the four firms submitted proposals as follows: Psomas (original construction management firm) and WSP, Inc. (construction management firm on the Hammer Lane Widening Phase 3B project). The other two firms declined to submit proposals due to lack of proper staffing and their current busy project workload.
A selection committee evaluated the proposals and concluded that WSP, Inc. provided the preferred team to successfully complete the Thornton Road Widening project. WSP Inc.’s proposed team was completing the Hammer Lane Widening project approximately one-half mile south of the Thornton Road Widening project. WSP Inc.’s construction management team could manage both the Thornton Road Widening and Hammer Lane Widening projects, and due to the economies of scale provide savings. On March 20, 2018, by Motion No. 2018-03-20-1108, Council awarded an Amendment No. 1 to the Professional Services Contract with WSP, Inc., in the amount of $994,993.56, for additional construction management services for the Hammer Lane Widening Phase 3B, Project No. PW1427, and the Thornton Road Widening, Project No. PW1428.
Present Situation
The Hammer Lane Widening project is complete, and only final payment and contract close activities remain. The Thornton Road Widening project is substantially complete. Completion of final punch list work is anticipated to be complete by April 2019. Final contract close out work and resolution of claims is expected to last through December 2019. Amendment No. 2 to the Professional Services Contract with WSP, Inc. is needed for additional construction management services to complete the remaining activities through December 2019. Staff recommends Council approve a motion authorizing the City Manager to execute Amendment No. 2 to the Professional Services Contract in the amount of $381,000, with WSP, Inc.
FINANCIAL SUMMARY
The Thornton Road Widening, Project No. PW1428 has a total unencumbered balance of $1,538,000, which is sufficient to fund Amendment No. 2 to the Professional Services Contract with WSP, Inc. in the amount of $381,000 (910-3020-640; PW1428). The remaining funding will be expended on construction claims, contingency and staff costs.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vicinity Map
Attachment B - Amendment No. 2 to the Professional Services Contract with WSP, Inc.