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OB - 2013-0012 - The Selection of Professional Services Firms for Project Support Services During the Construction of the Public PlazaRESOLUTION NO. 2013-0012 A RESOLUTION OF THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO THE ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION CONFIRMING THE SELECTION OF PROFESSIONAL SERVICES FIRMS FOR PROJECT SUPPORT SERVICES DURING THE CONSTRUCTION OF THE PUBLIC PLAZA WHEREAS, THE Rosemead Successor Agency received the Finding of Completion on April 18, 2013 from the Department of Finance; and WHEREAS, the Finding of Completion states that the Rosemead Successor Agency may utilize proceeds derived from bonds issued prior to January 1, 2011 in a manner consistent with the original bond covenants per Health and Safety Code section 34191.4(c); and WHEREAS, the Rosemead Successor Agency is holding approximately $7.1 million in bond proceeds derived from bonds issued prior to January 1, 2011 for Capital Improvement Projects identified in the bond covenants; and WHEREAS, the Rosemead Successor Agency will be required to provide oversight of the completion of the Capital Improvement Projects to ensure compliance with the bond covenants; and WHEREAS, the approved Capital Improvement Projects have been included on each Recognized Obligation Payment Schedule filed by the Rosemead Successor Agency; and NOW, THEREFORE, THE OVERSIGHT BOARD FOR THE SUCCESSOR AGENCY TO ROSEMEAD COMMUNITY DEVELOPMENT COMMISSION HEREBY RESOLVES: 1. The Rosemead Successor Agency Oversight Board confirms that the professional services firms listed below are qualified and capable to provide project support services during the construction of the public plaza. 2. That contracts with the following firms shall not exceed the amounts listed in the table below. If any contract amendments are required, all such changes shall be brought back to the Oversight Board for review and approval. Further, that staff time in direct relation to the construction of the public plaza is authorized and shall not exceed the amount listed below. Trade Firm Total Budget Public Works Project Inspection SCB Inspections $ 57,000.00 Civil Engineering Project Management CEJ Engineering $ 22,000.00 Geotechnical Engineering Inspection Willdan Engineering $ 7,855.00 Electrical Engineering Project Inspection CEJ Engineering $ 4,500.00 Mechanical and Plumbing Project Inspection STO Design Group $ 7,200.00 Design /Landscape Architectural Project Inspection Lawrence Moss and Associates $ 45,075.00 City Staff Project Administration N/A $ 52,600.10 Total Cost $ 196,230.10 % of Construction 14.58% 3. Successor Agency staff is directed to submit documents to the Department of Finance as necessary, including an amended Recognized Obligation Payment Schedule. 4. Successor Agency staff is directed to provide a copy of this Resolution to the County Auditor - Controller, the State Controller's Office and the State Department of Finance. PASSED, APPROVED AND ADOPTED THIS 16 DAY OF October, 2013 d�� �! (� Pat Wallach Chair ATTEST: MattheiV Hawke w rth Successor Agency Staff I HEREBY CERTIFY that the above foregoing resolution was duly passed and adopted by the Oversight Board for the Successor Agency to the Rosemead Community Development Commission at its regular meeting on the 16 day of October 2013, by the following vote, to wit: Ayes: Allred, Jones, Lash, Redondo - Churchward, Wallach Noes: None Absent: Miller, Sotelo Abstained: None Mathellp E. Haw esworth Successor Agency Staff Assistant City Manager ROSEMEAD SUCCESSOR AGENCY STAFF REPORT TO: THE HONORABLE CHAIR AND BOARD MEMBERS FROM: MATTHEW HAWKESWORTH, ASSISTANT CITY MANAGER DATE: OCTOBER 16, 2013 SUBJECT: CONSTRUCTION ADMINISTRATION AND SUPPORT SERVICES — DOWNTOWN PLAZA PROJECT SUMMARY In June, 2013, the Oversight Board approved Resolution 2013 -0006 which confirmed the selection of E.C. Construction for the completion of the Downtown Plaza Project. The Downtown Plaza project includes the construction of a public plaza in the area between City Hall and the County Library. The project will include new, decorative hardscape, improved landscape, and multiple water features. The plaza will complement existing parking lot improvements that were completed in spring 2012. It is hoped that once the plaza is completed, it will become a valuable community resource with the addition of seating areas, interactive water features, and space for public events. During the construction phase, it is necessary that construction inspection, administration, and support services be provided to ensure that the new plaza is built in accordance with project plans and specifications. Typically referred to as "soft costs ", these services include day -to -day inspection and construction oversight, project administration, and specialty inspection of specific construction trades, including landscape architectural services and mechanical, electrical, plumbing, and geotechnical engineering services. Such costs will not exceed fifteen (15) percent of the total construction costs and are further detailed in this report. Staff Recommendation It is recommended that the Oversight Board approve Resolution 2013 -0012 confirming the contracts associated with construction support for the Public Plaza Project. DISCUSSION In 2010, the City completed the Parks and Facilities Master Plan to help serve as a guide for future capital improvements. As such, the City, with significant public input, identified a need to create a "Downtown" public plaza that will create a vibrant public gathering space for the community. Together with the new Civic Center Parking Lot and renovated Rosemead Community Recreation Center, this area will serve as an inviting space for public events and will help complement nearby commercial uses. Rosemead Successor Agency Oversight Board October 16, 2013 Paae 2 of 5 The Rosemead Downtown Plaza project includes the construction of a public gathering space in between City Hall and the County Library and will include multiple water features, improved landscape and irrigation, and improved hardscape that will contribute to increased aesthetics and utility in the Civic Center. These features will replace the existing parking lot at this location that is in a state of disrepair. Existing conditions in the parking lot include deteriorated paving, little /no site drainage, and a lack of accessible walkways. A construction contract was reviewed and confirmed by the Oversight Board in June 2013 with E.C. Construction in the amount of $1,346,205.34. The contract was subsequently approved by the City Council on September 24, 2013. It is expected that construction will get underway in mid - November 2013. During the construction phase, it is necessary that inspection, oversight, and construction management services be provided to ensure the proper construction of the project. Such services (also known as "soft costs ") will not exceed 15% of the total construction contract amount. Due to complexity of this project, several specialty inspection services are needed and are further described below. Inspection /Construction Cost Overview Trade Firm Total Budget Public Works Project Inspection SCB Inspections $ 57,000.00 Civil Engineering Project Management CEJ Engineering $ 22,000.00 Geotechnical Engineering Inspection Willdan Engineering $ 7,855.00 Electrical Engineering Project Inspection CEG Engineering $ 4,500.00 Mechanical and Plumbing Project Inspection STO Design Group $ 7,200.00 Design /Landscape Architectural Project Inspection LIMA $ 45,075.00 Staff Project Administration N/A $ 52,600.10 Total Cost $ 196,230.10 % of Construction 14.58% Rosemead Successor Agency Oversight Board October 16, 2013 Pape 3 of 5 1. Public Works Proiect Inspection (Demolition, Layout, Paving, Daily Oversiaht) The City will utilize an existing on -call services agreement with SCB Inspections to provide regular project inspection services. SCB Inspections will supervise daily construction activities and ensure that work is completed in accordance with project plans and specifications. The hourly rate for these services is highly competitive at $57 per hour, and will not exceed a total of 1,000 hours for this project. SCB Inspections is experienced in providing inspection services for public works projects. Contract Cost: $57,000 2. Engineering Project Management (Civil Engineering Functions) The City will utilize an existing on -call services agreement with CEJ Engineers to provide project engineering support services. CEJ completed survey, layout, grading, and drainage plans for this project and will ensure that construction is completed in accordance with project plans and specifications. The hourly rate for these services is highly competitive at $110 per hour for construction management services, and will not exceed a total of 200 hours for this project. CEJ Engineers has extensive experience in general engineering and project management services. Contract Cost: $22,000 3. Geotechnical Engineering (Compaction Analysis, Soils Enaineerina) The City will utilize an existing on -call services agreement with Willdan Geotechnical to provide soils engineering support services. Willdan completed soils testing and concrete mix requirements for this project and will ensure that construction is completed in accordance with project plans and specifications. The hourly rate for regular observation services is highly competitive at $85 per hour, and will not exceed 56 hours for this project. Additional related laboratory and review costs are also included. Willdan has extensive experience in public works geotechnical and observation services. Contract Cost: $7,855 4. The City will utilize an existing on -call services agreement with CEG Engineering to provide electrical engineering support services. CEG completed electrical design services for this project and will ensure that construction is completed in accordance with project plans and specifications. The hourly rate for these services is highly competitive at $100 per hour, and will not exceed 45 hours for this project. CEG has extensive experience in public works electrical engineering services. Contract Cost: $4,500 Rosemead Successor Agency Oversight Board October 16, 2013 Page 4 of 5 5. Mechanical and Plumbing Inspection (Water Features) The City will utilize STO Design Group to provide mechanical and plumbing engineering support services. STO completed mechanical and plumbing design services for this project and will ensure that construction is completed in accordance with project plans and specifications. The hourly rate for these services is highly competitive, ranging from $125 to $165 per hour, and will not exceed 50 hours for this project. STO has extensive experience in public works mechanical and plumbing services. Contract Cost: $7,200 6. Design and Landscape Architectural Inspection The City will utilize Lawrence Moss and Associates (LMA) to provide overall design review and landscape architectural support services. LMA completed overall design services for this project and will serve as the architect -of- record for the project. The hourly rate for these services is highly competitive, ranging from $135 to $150 per hour, and will not exceed 329 hours for this project. LMA has extensive experience in public works landscape architectural services. Contract Cost: $45,075 7. Project Administration /City Staff Costs In addition to these contractual services expenses, this project will involve a high level of interaction between City staff, design consultants, and construction contractors. As such, an allotment of staff hours is included in the soft cost estimate for this project. These services will include project administration, contractor coordination, and regular oversight of the project. The total hours estimate is detailed in Attachment 3. Estimated Cost: $52,600 FINANCIAL REVIEW This project was included in the City's Capital Improvement Program is funded entirely through tax increment bond proceeds through the former redevelopment agency. The total budget for this project is $2,250,000. The total estimated for the project (construction costs and soft costs) including contingencies is $1,747,366.24. Rosemead Successor Agency Oversight Board October 16, 2013 Page 5 of 5 Submitted By: W SIU � yan Management Analyst Submitted By: Chris glarearello Director of Public Works Attachments: (1) Resolution 2013 -0012 (Oversight Board Confirmation of Construction Contract) (2) Professional Services Inspection /Oversight Proposals (3) City Staff Hours Estimate