REPORT TO THE CITY COUNCIL
August 15, 2019
FROM: GREGORY A. BARFIELD, Director
Department of Transportation
BY: BRIAN BARR, Assistant Director
Department of Transportation
BRIAN CETTI, Capital Development Specialist
Department of Transportation
SUBJECT
Title
Approve the Second Amendment to the professional consultant agreement with Stantec Architecture, Inc., to provide design and engineering services, plan check, and any construction administration for the replacement of HVAC equipment for the Department of Transportation Administration Building as a stand-alone construction project in the amount of $56,077.00 and authorize the Director of Transportation or designee to execute all related documents
Body
RECOMMENDATION
Staff recommends Council approve the Second Amendment to the professional consultant agreement with Stantec Architecture, Inc. (Stantec) to provide additional design, engineering services, plan check, and construction administration support necessary for the replacement of the Department of Transportation Administration Building HVAC equipment as a stand-alone construction project in the amount of $56,077.00 and authorize the Director of Transportation or designee to execute all related documents.
EXECUTIVE SUMMARY
The Department of Transportation (FAX) seeks the approval of a Second Amendment to an Agreement with Stantec for additional services to support the replacement and relocation of the HVAC equipment for the Administration Building roof as a stand-alone construction project. Design services were previously included in the First Amendment with the qualification that the project would be included in a bid package already under development for the larger Facility Improvement Project. FAX is seeking additional federal funding to implement the overall project, which will delay the replacement of the HVAC system. By creating a stand-alone construction bid package, separate of the overall FAX Facility Improvement Project, FAX will be able to use federal funding specific for this project to expedite the construction timeframe and also open the bidding process to additional local and DBE contractors for more competitive pricing. The additional services sought in this amendment will allow the consultant to provide plan check, bid support, and construction administration services needed for the stand-alone construction project.
BACKGROUND
FAX entered into a consultant agreement with Stantec on April 19, 2018, to provide design and engineering services for the Facilities Improvement Project. The scope of the project covers improvements being made to the existing bus facilities located at 2223 G Street. Such improvements include upgrades to the fire alarm system, new fare collection building, expansion of the existing bus wash area, replacement of end-of-life bus cleaning equipment, bus entry gate reconfiguration, electric bus charging infrastructure, and redesign of the employee parking area. These improvements are all intended to make the facilities safer and provide better service to our customers.
The existing HVAC equipment was originally installed in the 1980s and is not only past its useful life, but also utilizes technologies that are expensive to maintain and highly inefficient compared to modern systems. In October 2018, FAX was awarded FTA 5339 funds specifically to improve the HVAC system for the Administration Building.
Council approved the First Amendment with Stantec in November 2018, to generate the original scope of work for the HVAC relocation and replacement. The First Amendment added design services only for the HVAC replacement scope of work with the qualification that the project would be included in a bid package already under development for the larger Facility Improvement Project. It did not include services for separate plan check, bid support, and construction administration allowing for economy of scale pricing by negotiating inclusion of the work in bid packages already under development. As FAX is seeking additional funding for the overall Facility Upgrade project, FAX seeks to separate the HVAC scope as a stand-alone construction bid package.
Approval of the Second Amendment will provide for services strictly devoted to completion of construction documents, assistance in contractor bidding, construction administration, and generation of closeout documents. It will speed up the construction timeline in lieu of waiting for full funding to the overall Facility Improvement Project. Furthermore, separating this into a smaller bid package, the bidding process will be more competitive and allow for local and DBE contractors to compete for the project award.
The City Attorney has reviewed the Amendment and approved it as to form.
ENVIRONMENTAL FINDING
This 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
This project has no fiscal impact to the General Fund. This Amendment will be funded from FTA 5339 and FTA 5307 grants.
Attachments:
Second Amendment to Stantec Architecture Agreement
Cost Analysis of Second Amendment