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HomeMy WebLinkAboutCC AG PKT 2004-03-22 #Q 1 AGENDA REPORT DATE: March 22, 2004 TO: Honorable Mayor and City Council • THRU: John B. Bahorski, City Manager FROM: Douglas A. Dancs, P.E., Director of Public Works /City Engineer SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT FOR BUILDING/FACILITY CONDITION • ASSESSMENTS SUMMARY OF REQUEST: The proposed action will authorize the City Manager to execute an on -call professional services agreement to retain TEC Engineering, Inc. to perform on -call Building/Facility Condition Assessments for the City of Seal Beach. BACKGROUND: The Department of Public Works, which maintains all City buildings and facilities, solicited and advertised a Request for Qualifications for firms to provide an independent Building/Facility Condition Assessments for its facilities. The assessments will be used to identify repairs and upgrades, determine estimated repair costs, determine required Americans with Disabilities Act (ADA) upgrades and create a both master maintenance and capital improvement plan. The anticipated deliverables will provide a detailed web - accessible inventory and reporting systems that will contain inspections of the roofs, architectural, civil, structural, mechanical, and electrical components of each City facility. During the past few years, City Council has authorized master plan or condition assessments the following infrastructure: • 1999 Storm Drain Master Plan • 1999 Sewer Master Plan • 2002 Pavement Management Report • 2002 Fleet Management Report • 2003 Water Master Plan/Rate Study • 2003 Pier Condition Assessment This type of infrastructure planning provides a comprehensive framework for City Council to evaluate deficiencies, develop projects, and prioritize limited funding based on Agenda Item 0 • actual needs. Within the last two years, the Public Works Department has taken over maintenance of facilities from other departments so that all maintenance is centralized. Although the Department has prepared some rough preliminary assessments and costs, maintenance is performed on a reactive basis. It is important to prepare comprehensive independent assessments of the City's facilities in order to provide Council the detailed assessments for deficiencies, required upgrades, and costs estimates for Council consideration. The following City owned facilities are scheduled for assessment: Facility Area City Hall 13,112 SQ FT Old City Hall 11,170 SQ FT Police Station - 21,984 SQ FT City Yard Building 3,100 SQ FT City Yard Garage /Shops 15,900 SQ FT Library/Senior Center 12,286 SQ FT Beverly Manor Water Station 5,050 SQ FT North S.B. Community Center 4,550 SQ FT Marina Community Center 4,600 SQ FT P.D. Safety Building 842 SQ FT Lifeguard Headquarters 1,900 SQ FT Lifeguard Garage 2,250 SQ FT Beach Yard Building/l St. Garage 3,150 SQ FT 1 St/ Beach Facility 1,890 SQ FT Zoeter School Bldg 18,074 SQ FT Animal Shelter . 1,350 SQ FT Girl Scout House 1,850 SQ FT Fire Station # 44 3,500 SQ FT Fire Station # 48 6,150 SQ FT On January 15, 2004, four firms submitted qualification statements and sample work products for the Department to review. In addition, the Department interviewed the four firms. TEC Engineering, Inc. from Solana Beach, emerged as highly qualified and as the top candidate and the Department is recommending that a Professional Services Agreement is signed with TEC Engineering Inc. TEC Engineering, Inc. has extensive experience in assessing facilities with their knowledge of the building code, life safety issues and compliance with the Americans with Disabilities Act. They both come highly recommended from various other public agencies, are currently performing work for agencies in Orange County and San Diego County including military bases. Staff has negotiated hourly rates with TEC Engineering, Inc. and their firm can perform the work immediately within the budget set forth in the approved facilities budget under contract professional services. Prior to starting any work, the consultant will submit a Agenda Item detailed task order scope, schedule, and overall project estimate as well as a not to exceed cost. No work shall begin until written approval by the Director of Public Works. FISCAL IMPACT: Funds are available in the Building /Facilities account for FY 2003/2004 under contract professional services. The estimated cost to complete the Building/Facility Condition Assessment is estimated at $50,000. No additional work will be performed unless adequate funding is available in the project budget. RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute an on -call professional services agreement to retain TEC Engineering, Inc. to perform on -call Building/Facility Condition Assessments for the City of Seal Beach. Prepared By: Reviewed By: ,/ -4`' Mark K. Vukojevic, P.E. Douglas A. Dancs, P.E., Director Deputy City Engineer Public Works Department NOTED A i • ' PROVED: 110,� John q . B. orski, City Manager achment: Draft Professional Services Agreement Sample Work Product Agenda Item