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HomeMy WebLinkAbout1990-01-23 - AGENDA REPORTS - CITY HALL PROJ MGR (2)NEW BUSINESS DATE: SUBJECT: - DEPARTMENT: BACKGROUND: 0 AGENDA REPORT J City Manager Approval_ Item to be presented by: Ken Pulskamp January 23, 1990 PROJECT MANAGER FOR CITY HALL PROJECT City Manage On May 9, 1989, the City Council directed City staff to proceed with the described plan for the construction of the City Hall project. Since that time, staff has entered into escrow on a parcel of property for the project. Council has also selected a space study consultant who has already begun. As was described to the City Council on May 9th, other cities which have recently built city halls have indicated that one of the most important decisions with regard to a civic center is the selection of a project manager. With that in mind, staff has gone to considerable lengths to develop this recommendation. Staff initially sent out 36 requests for proposals to firms which had the ability to act as project managers. Staff selected and interviewed the top five firms. A local architect, from Newhall Land and Farming Company was also included in this process to provide an architectural perspective. As a result of these interviews and review .of written materials, the field was narrowed to the top two firms. The Public Works Director and the Assistant City Manager then spent a full day with each company. This gave staff an opportunity to learn more about the companies, see projects.which the firms have managed, and allowed time for more in-depth interviewing. Extensive and thorough background checks were then made on each firm. As a result of these efforts, staff recommends the hiring of Harris & Associates. This firm is located in Los Alamitos which is sufficiently close to the City of Santa Clarita to provide satisfactory response to necessary meetings. The firm has considerable experience in the construction of city .hall projects. Their staff includes several people who have worked in the public sector and who have worked in the. field of public works, providing an important perspective. Their hourly rate is very competitive compared to other firms interviewed. The background check of Harris & Associates "demonstrated that previous clients are extremely satisfied with their work. The firm.also has'a good track record in terms of having their projects being completed on schedule and within budget. The firm appears to be the appropriate size for this project. They are large enough to have plenty of staff to devote to this project yet they are small enough so that this project will be of considerable importance to them. The firm has demonstrated with their other projects the ability to establish and maintain very positive community relations. In fact, this firm has had experience with design competitions for city hall projects. APPROVEDAgendaltem: The City would negotee a series of contracts with ee firm as components of the project are completed. These contracts would fall into three phases; planning, design and construction. The planning phase would not exceed $50,000.00. The design phase would not exceed $250,000.00. The construction phase would not exceed $900,000.00. The components of each phase are: - Planning • Prepare an overall management plan. • Prepare an overall program schedule. • Prepare detailed construction cost estimates. • Prepare RFPs for an architect and assist in selection. - Design • Maintain an accounting system. • Perform value engineering. • Review plans and specifications. • Maintain positive community relations. • Prepare for and hold pre-bid conference. • Provide for active bidding. • Analyze bid documents. • Review bids. - Construction • Prepare and conduct preconstruction conference. • Provide daily reports of contractor's progress. • Maintain project schedules. • Process and control all submittals and shop drawings. • Handle progress payments and change orders. • Provide claims management. • Provide construction inspection services. • Perform project close-out activities. The firm will be available at the City Council meeting to make a brief presentation and to answer any questions the Council may have. RECOMMENDATION: It is recommended the City Council authorize staff to negotiate a contract for the planning phase with Harris & Associates to act as project manager for the civic center project.