REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, M.A., Director
Department of Transportation
BY: CAROLINA ILIC, AICP, Assistant Director
Department of Transportation
BRIAN CETTI, Project Manager
Department of Transportation
SUBJECT
Title
Approve the Seventh Amendment to the professional consultant agreement with Stantec Architecture, Inc., to incorporate additional project oversight and effort related to contractor delays in receiving critical electrical components and PG&E delays in approving and delivering necessary power resources for the completion of the Department of Transportation/Fresno Area Express (FAX) Facility Improvement Project in the amount not-to-exceed of $165,000, increasing the total contract value to $1,524,548.99 and authorize the Director of Transportation or designee to execute all related documents.
Body
RECOMMENDATION
Staff recommends Council approve the Seventh Amendment to the professional consultant agreement with Stantec Architecture, Inc. (Stantec), to incorporate additional project oversight and effort related to contractor delays in receiving critical electrical components and PG&E delays in approving and delivering necessary power resources for the completion of the Department of Transportation/Fresno Area Express (FAX) Facility Improvement Project in the amount not-to-exceed of $165,000.00 and authorize the Director of Transportation or designee to execute all related documents. This Seventh Amendment brings the total Agreement value to $1,524,548.99.
EXECUTIVE SUMMARY
The Department of Transportation/FAX seeks the approval of a contract amendment to incorporate necessary revisions in the scope of work associated with the design and engineering of the FAX Facility Improvement Project. This suite of projects has included site-wide fire alarm upgrades, upgraded HVAC on the FAX Administration Building, a new bus entry gate on G Street at the Municipal Service Center, new electrical charging equipment and infrastructure for the FAX Fleet, new employee parking, new employee entrance gate, upgrades to the existing FAX Bus Wash, and a new 2,500 sq ft Annex building. These revisions include additional oversight and effort to complete installation and inspections of temporary power connections required to complete other in-scope work due to contractor delays in receiving necessary electrical equipment to finalize the project. Additionally, delays caused by PG&E in providing final approved engineering and project construction to deliver the necessary power resources to energize the final FAX project will also require Stantec to provide inspection, oversight, and additional design services over a longer period of performance than was previously in the scope of work to complete the final connection of this power. This Seventh Amendment is in the amount not-to-exceed of $165,000 and brings the total Agreement value to $1,524,548.99.
BACKGROUND
The Department of Transportation/FAX entered into a consultant agreement with Stantec Architecture on April 19, 2018, to provide design and engineering services for the FAX Facility Improvement Project. This suite of projects has included site-wide fire alarm upgrades, upgraded HVAC on the FAX Administration Building, a new bus entry gate on G Street at the Municipal Service Center, new electrical charging equipment and infrastructure for the FAX Fleet, new employee parking, new employee entrance gate, upgrades to the existing FAX Bus Wash, and a new 2,500 sq ft Annex building. The scopes of these projects cover improvements to the forty-year-old existing FAX facilities located at 2223 G Street. Improvements within the above projects include upgrades to the fire alarm system, new Annex building, expansion of the existing bus wash area, replacement of end-of-life bus cleaning equipment, bus entry gate reconfiguration and replacement, electric bus charging infrastructure, and redesign of the employee parking area to expand available parking. These improvements are all intended to make the facilities safer and more efficient to lead to better service for FAX’s customers.
Since the start of the project which includes the bus wash renovations, employee parking lot renovations, and new Annex building, FAX has been subject to numerous delays from the contractor and PG&E related to the delivery of necessary electrical equipment and power to finalize the project work. With the current estimated project completion date now set in 2026, these delays have reached a point and caused such additional effort to be required of Stantec in the construction phase of the work that they have exhausted their existing Agreement value including all approved Amendments. To provide the necessary engineering oversight through the closeout of the project, Stantec is requesting a contract increase for the not-exceed-fee of $165,000.00.
This increase includes amounts for construction administration support that have not been able to be billed because of the lack of funds during this time of the development the 7th Amendment in the Agreement as well as the following items:
• Continuing to respond to construction requests for information (RFI)
• Continuing to review and respond to construction submittals
• Complete consolidated project closeout submittals with the completion of the temporary power system installation
• Complete closeout submittal review for the new project electrical switchgear with the final tie-in of power from PG&E
• Representatives in attendance for additional punch list walks
• Attendance at ongoing coordination meetings with the contractor, FAX, and Construction Management
• Attendance at ongoing coordination meetings with PG&E for the delivery of power to the project site
In November 2018, Council approved the First Amendment for $105,077.75 to incorporate scope, approved by a grant award, to provide engineering services necessary to replace the administration building HVAC equipment, and expand security requirements. In August 2019, Council approved the Second Amendment for $56,077.00 to separate the HVAC equipment replacement from the vault building construction documents as a stand-alone project also due to a funding award to cover the HVAC project. In November 2019, Council approved the Third Amendment for $73,987.00 to facilitate FAX’s acceptance into the PG&E Electric Vehicle Fleet program for electric bus charging infrastructure to charge up to 23 electric buses and relief vehicles. In February 2020, Council approved the Fourth Amendment for $81,656.00 to allow for additional ADA improvements, new water reclamation system, structural safety improvements, and revised backup power connections. In December of 2020, Council approved the Fifth Amendment for $81,656.00 to revise EV Fleet project charging design for 150KW from 125KW to allow for faster charging of battery electric buses and provide a charge management system. In August 2022, Council approved the Sixth Amendment to descope the photovoltaic system to allow for a larger system to be installed via a separate contract and upsize the electrical switchgear to allow for the planned expansion of solar and other equipment at the bus wash facility in the amount of $19,467.00.
At the conclusion of the project which contains the bus wash renovations, employee parking lot renovations, and new Annex building, Stantec will be complete with their obligations to FAX under this agreement.
The City Attorney has reviewed the amendment and approved it as to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a “project”; therefore, it is exempt from the California Environmental Quality Act requirements.
LOCAL PREFERENCE
Local preference was not considered as this is an amendment being sought for an existing contract.
FISCAL IMPACT
There is no impact to the General Fund from this action. Expenses from this contract amendment shall be funded primarily through FTA Program 5307 funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2024 budget.
Attachment:
Seventh Amendment to Stantec Architecture Agreement
Original Agreement