REPORT TO THE CITY COUNCIL
FROM: GREGORY BARFIELD, M.A., Director
Department of Transportation
BY: SHANNON M. MULHALL, CASp, Projects Administrator
Department of Transportation
SHELLE O’BRIEN, Project Manager
Department of Transportation
SUBJECT
Title
Approve the Third Amendment to the Professional Consultant Agreement with PCubed Associates for the FAX Maintenance Facility HVAC and Building Improvements project to provide additional design and engineering services in the amount of $161,400 with a total revised contract amount not to exceed $854,000 (Original Bid File No. 10088R)
Body
RECOMMENDATION
Staff recommends Council approve the Third Amendment to the Professional Consultant Agreement with PCubed Associates for the FAX Maintenance Facility HVAC and Building Improvements project to provide additional design and engineering services in the amount of $161,400 with a total revised contract amount not to exceed $854,000 (Original Bid File No. 10088R).
EXECUTIVE SUMMARY
The Department of Transportation/FAX (Department) is seeking approval of this Third Amendment to the existing Professional Consulting Agreement with PCubed Associates for additional design and engineering services necessary to support the FAX Maintenance Facility HVAC and Building Improvement projects Phase I and II, at a cost of $161,400, for a revised total contract value not to exceed (NTE) $854,000. The projects include improvements to the bus maintenance building roof, HVAC equipment, gas detection system and rollup doors. This Third Amendment provides for the additional engineering and design work necessary to support ongoing construction activities, attend weekly meetings for both stages of construction for this project, provide technical responses to requests for information and equipment and material submittals. Because of the additional construction administration responsibilities due to the extended duration of the project timelines, increased engineering labor rates also contribute to the increased contract value.
BACKGROUND
FAX entered into a consultant agreement with PCubed Associates on November 17, 2022, in the amount of $533,600 to provide design and engineering services for the FAX Maintenance Facility HVAC and Building Improvements Project. The scope of the project includes improvements to the existing maintenance building facilities located at 2223 G Street. The scope of work includes replacement of the HVAC equipment, full replacement of the existing roof, an all-new H2 gas detection system to support the arrival of the fleet’s first zero-emission hydrogen fuel cell buses and upgraded insulated rollup doors. These improvements are all intended to make the facilities safer, more energy efficient, and meet the regulatory requirements of operating a zero-emission fleet which FAX is mandated to convert to by 2040.
In August 2023, Council approved the first amendment to the agreement in the amount of $99,300.00 which revised the contract total to $632,900 to add ventilation exhaust components and ducting for the required H2 detection system, the addition of a fire pump and upgrade to the existing emergency generator from 125kW to 300kW.
In May 2024, Council approved the second amendment to the existing agreement in the amount of $59,700 which revised the contract total to $692,600 for additional engineering services required to comply with Title 24. An error was discovered in the stated value of the second amendment. The requested contract increase of $61,700 for the first amendment should have stated the approved contract increase amount of $99,300. This caused an error in the NTE amount for the second amendment, of $655,000. The NTE for the second amendment should have been $692,600. The corrected amount for the two (2) prior amendments is now corrected in this Third Amendment request, along with the inclusion of the newly requested $161,400 in additional compensation for a total contract value not to exceed to $854,000.
The City Attorney has reviewed the amendment and approved it as to form.
ENVIRONMENTAL FINDINGS
This Third Amendment is not a “project” for the purpose of CEQA pursuant to CEQA Guidelines Section 15378.
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 5339 funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2027 budget.
Attachments:
Third Amendment to PCubed Associates Agreement, Inc.
Second Amendment to PCubed Associates, Inc. Agreement
First Amendment to PCubed Associates, Inc. Agreement
Original Agreement with PCubed Associates, Inc.