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SR 04-24-2018 3D City Council Report City Council Meeting: April 24, 2018 Agenda Item: 3.D 1 of 5 To: Mayor and City Council From: Susan Cline, Director, Public Works, Facilities Maintenance Subject: Award Construction Management Services Agreement for Citywide Facilities Renewal Project Recommended Action Staff recommends that the City Council: 1. Award RFP #SP2507_FRP to PMCS Group, a California-based company, for construction management services; and 2. Authorize the City Manager to negotiate and execute an agreement with PMCS Group in an amount not to exceed $317,680 (including a 10% contingency) for one year with no additional renewal options. Executive Summary The Citywide Facilities Renewal Project funds a broad variety of large-scale renovations, deferred maintenance, emergency repairs, and upgrade projects at City facilities including construction and remodeling, carpentry, plumbing and electrical, painting, as well as heating ventilation and air conditioning (HVAC) repairs. This ongoing project plays a key role in maximizing the lifespan of City facilities and ensuring that the public and City staff receive the most benefit from their usage. Due to a backlog of deferred, large-scale projects, staff is requesting one year of construction management services to help complete the work. Facilities Maintenance staff does not have the capacity to manage these large-scale projects in addition to the ongoing preventative maintenance and minor projects they regularly oversee. Staff recommends PMCS Group to provide construction management services for this project in an amount not to exceed $317,680 (including a 10% contingency). Background The City operates and maintains over 140 facilities ranging in complexity from simple park concession buildings to the complicated Public Safety Facility. The ongoing 2 of 5 Citywide Facilities Renewal Project allows the City to invest in this facility infrastructure by ensuring that larger maintenance needs are completed in a manner which:  maximizes the lifespan of City facilities;  lowers operational costs where possible;  provides maximum functionality, safety, efficiency and accessibility for the public and City staff;  promotes a clean and attractive appearance;  promotes green building practices/sustainability; and  provides flexibility for staff to respond to unforeseen circumstances and requests. Using information gathered f rom planned facility condition assessments performed by outside vendors, regular staff inspections, and feedback from facility users, the Facilities Maintenance Division allocates the capital funding for the repair and replacement projects that are most needed. Discussion The main priority of Facilities Maintenance Division staff is to focus on smaller preventative maintenance and as-needed repairs. Because of this, it is necessary to contract out construction management services to complete larger capital replacement projects. To complete these larger projects in a prompt and effective manner, staff requests approval to enter an agreement with construction management firm PMCS Group. PMCS Group would manage construction work that would be completed by va rious contractors throughout the year. Staff would return to Council for approval as necessary for the various contractors it would hire to complete the construction activities that would be managed by PMCS Group. As part of its construction management services, PMCS would complete quality assurance inspections of the contractors’ work, verify and manage field changes and unforeseen conditions, monitor and mitigat e impacts as a result of the construction activities, attend the construction contractors’ safety meetings, 3 of 5 attend periodic progress meetings, keep record of all necessary documentation relevant to the work performed during construction, and conduct public outreach as necessary. A sample of the larger projects scheduled to be completed over the co urse of the next year are:  The upgrade and expansion of the City’s building management system, which allows the City to remotely control HVAC and energy usage  The replacement of major mechanical components at the Public Safety Facility  The replacement of failing exterior windows at the Public Safety Facility  The replacement of major mechanical components at Fire Station 2  The repair and overhaul of the heating, ventilation and air conditioning (HVAC) units at City Hall  Interior improvements to the Joslyn and Reed Park community buildings  Interior improvements to the Main Library Consultant Selection - Construction Management On October 10, 2017, the City issued a Request for Qualifications (RFQ) for construction management on-call services for various building and park construction projects. The RFQ was posted on the City’s online bidding website, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Forty-four vendors downloaded the RFQ, and thirteen firms responded. Responses to the RFQ were reviewed by a selection panel of staff from the Public Works Department. Evaluation was based on the selection criteria set forth in SMMC Section 2.24.073, with the specific review of the following: t echnical competence, staffing capability, project approach, past performance, dispute resolution, quality control, and cost control. The top 10 firms were placed on a pre-qualified list of construction management firms in the Building category: Arcadis Kitchell Cumming Corporation PMCS Group GKK Psomas 4 of 5 Griffin Structures Simplus KDG Construction Consulting Simpson & Simpson Management Consulting From that list, KDG Construction Consulting, Kitchell, PMCS Group, Psomas, and Simpson & Simpson Management Consulting were found to have the most direct and relevant previous experience to this specific project and were invited to participate in a Request for Proposal (RFP) phase on January 16, 2018. On February 5, 2018, KDG Construction Consulting, PMCS Group, and Simpson & Simpson Management Consulting submitted proposals. The City’s three -person review committee from the Facilities Maintenance Division reviewed and graded the firms and proposals based on the selection criteria set forth in SMMC 2.24.073. Staff recommends PMCS Group as the best qualified firm to provide construction management services, for an amount not to exceed $317,680 (including 10% contingency). PMCS Group demonstrated extensive knowledge and experience with similar projects in the cities of Santa Monica and Los Angeles, and the Los Angeles and Montebello unified school districts. Through past projects, PMCS Group also demonstrated its ability to offer experienced construction management teams that could conduct high quality construction management at competitive hourly rates. Financial Impacts and Budget Actions The contract to be awarded to PMCS Group is for an amount not to exceed $317,680 (including a 10% contingency). Funds are available in the FY 2017-18 Capital Improvement Program budget in account M010085.589000. 5 of 5 Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council Attachments: A. PMCS Group Oaks Form Please attach additional pages if more space is required.  CITY OF SANTA MONICA OAKS INITIATIVE NOTICE NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk. This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica. All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period. In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months. Please attach additional pages if more space is required.  CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Public benefits include: 1.Personal services contracts in excess of $25,000 over any 12-month period; 2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period; 3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5.Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-month period; or 7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-month period. Name(s) of persons or entities receiving public benefit: Name(s) of trustees, directors, partners, and officers: Name(s) of persons with more than a 10% equity, participation, or revenue interest: Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ REFERENCE: Agreement No. 10662 (CCS)