Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with CSG Consultants, Inc. for Inspection Services for the Annual Street Overlay/Rehabilitation 2017-18, Project No. 2018.0050
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends approval of, and authorization for the City Manager to execute a Consulting Services Agreement with CSG Consultants, Inc. for inspection services in the amount of $132,000 for work related to the Annual Overlay/Rehabilitation 2017-18 Project.
BACKGROUND
In February 2017, staff issued a request for qualifications (RFQ) seeking civil engineering and land surveying consulting firms to assist with engineering projects as needed. Eight firms responded to the RFQ and CSG Consultants, Inc. (CSG) was one of three firms deemed most qualified. Subsequently, a contract with CSG was approved by City Council on September 5, 2017.
CSG is currently providing inspection services for the Annual Street Overlay/Rehabilitation 2017-18 project under its on-call contract. The magnitude of the work required to finish the project warrants a project specific agreement with CSG.
Analysis
The Engineering and Transportation Department inspectors are currently working at their capacity and therefore staffing does not have sufficient capability to meet regular needs along with the inspection needs of this $10 million Annual Street Overlay/Rehabilitation construction contract. To meet workload demand surges, the Department strategically uses contract inspectors to satisfy short term needs efficiently and cost effectively especially when considering the short and long term cost factors of hiring permanent employees.
CSG has an inspector with extensive experience in road construction that is well qualified for the project. This contract covers 6 months of inspection with an estimated level of effort of 40 hours per week for a fee of $132,000. CSG will invoice and be paid only for actual time spent on the work.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
On September 5, 2017, by Resolution No. 2017-115, City Council awarded a $300,000 contract to CSG for on call engineering services.
On July 16, 2018, by Resolution No. 2018-081, City Council awarded a $10,163,845 contract to DeSilva Gates Construction for the Annual Overlay/Rehabilitation 2017-18 Project.
On September 4, 2018, by Resolution No. 2018-098, City Council approved an amendment to the on call engineering services contract with CSG for an additional $168,000 for inspection services for the Annual Overlay/Rehabilitation 2017-18 Project.
Applicable General Plan Policies
T 5.3 Maintenance. Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently. The City will strive for an overall Pavement Condition Index of 76, which is the lower limit of industry best practices.
Environmental Review
This project is categorically exempt from the California Environmental Quality Act (CEQA) per Section 15301(c) of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder on June 8, 2018.
Fiscal Impacts
The cost of this consulting services agreement with CSG for the Annual Overlay/Rehabilitation 2017-18 Project is $132,000. The estimated cost of the Annual Overlay/Rehabilitation 2017-18 Project is $12,045,000 as described below:
Design and Bid $ 109,855
Construction Contract $10,163,845
Construction Management and Inspection $450,000
Construction Contingency $1,321,300
Total $12,045,000
The subject work by CSG will be funded from the project and that cost is included in the estimate above.
Budget Authority
This street rehabilitation project will be funded as follows:
Account No. Reso., Appropriation Dates & Source Amount
141-38-392 FY 2017-18 Budget, Measure BB $1,500,000
141-39-392 FY 2017-18 Budget, Measure BB Grant $6,000,000
141-39-392 Reso. 2018-081, Measure BB Grant $3,225,000
142-38-392 FY 2017-18 Budget, Gas Tax $185,000
143-38-392 FY 2017-18 Budget, Measure F (VRF) $950,000
593-52-262 FY 2018-19, WPCP Enterprise Fund $185,000
Total $12,045,000
Attachment to Related Legislative File
• CSA with CSG Consultants, Inc.
PREPARED BY: Leon Taing, Assistant Engineer, Engineering and Transportation Department