AgdaPkt 2019-09-09 Joint SA PFA - Laserfiche WebLink

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6.C. - Page 2 of 33 Due to the size and complexity of the project staff determined that there was a need for project management and inspection services to facilitate the delivery of the project within the project budget and schedule. On May 3, 2019, staff issued an RFP for project management and inspection services to firms on the Engineering & Transportation Division's pre -qualified consultant list and advertised the RFP on the City website for firms not on the list. On Friday, May 31, 2019, CBRE, Cumming, CSG Consultants, Inc., Gilbane, Mack 5, and STV Construction, Inc. submitted proposals. The proposals were evaluated based on the proposed approach, project team and relevant experience, project understanding, and overall responsiveness to the RFP. From the submitted proposals CSG Consultants, Inc., Gilbane, and Mack 5 scored the best, and they were asked to participate in an interview. The interviews gave staff the opportunity to speak directly to the project team proposed for the project and discuss their experience, and general approach to project delivery. After the interviews staff selected Gilbane as the most qualified firm to provide the project management and inspection services. ANALYSIS Staff worked with Gilbane to determine the services needed to deliver the project, which primarily consists of providing the necessary oversight of the contractor and input on the project design. This includes a review of the plans and specifications to confirm that they are in the best possible condition prior to bidding, and also to determine cost savings for the project where possible. Payment is proposed to be on a time and materials basis, except during the construction phrase when payments would be made at a fixed fee per month of $103,539, for a total not -to -exceed amount of $2,916,044.00. Since it is not clear whether the current construction phase of 24 months is accurate, the monthly fixed fee amount for the construction phase provides for the project team to only be paid for the actual duration of construction. The project management and inspection services will be during all phases of the project, including the pre -construction, bid and contract award, construction, project close-out, and 9 -month warranty walk periods for the project. FISCAL IMPACT The City Council has appropriated funding to this Project over the past three fiscal years in the 357-83083 Park Impact Fee Fund and the 358-83083 Park In -Lieu Fee Fund with a total beginning balance of $14M. There is a total encumbered amount of $9,857,132 in the 358-83083, and the Gilbane Project/Construction Management agreement will be funded from this account. ENVIRONMENTAL REVIEW This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment. A full Environmental Impact Report will be prepared for the proposed Veterans Memorial Senior Center/YMCA Joint Project. City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 70