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HomeMy WebLinkAboutMinutes 2017-11-08 @6:00MINUTES SPECIAL MEETING y" y J O °ALIFOR�l� CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, NOVEMBER 8, 2017 6:00 p.m. CALL TO ORDER TIME: 6:02 p.m. ROLL CALL PRESENT: Councilmembers Addiego, Garbarino, Matsumoto, Vice Mayor Normandy and Mayor Gupta. ABSENT: AGENDA REVIEW None. PUBLIC COMMENTS None. ADMINISTRATIVE BUSINESS None. Report regarding a resolution authorizing the City Manager to approve on -call consulting services agreements with CSG Consulting, Inc., Swinerton Management & Consulting and West Coast Code Consultants, Inc., for multi - disciplinary engineering services for the City of South San Francisco's Capital Improvement Program in an amount not to exceed $1,700,000 for each firm, for a total amount of $5,100,000 for a three year term. (Matthew Ruble, Senior Civil Engineer) 1 a. Resolution No. 141 -2017 authorizing the City Manager to approve on -call consulting services agreements with CSG Consulting, Inc., Swinerton Management & Consulting, and West Coast Code Consultants, Inc., for multi - disciplinary engineering services for the City of South San Francisco's Capital Improvement Program in an amount not to exceed $1,700,000 for each firm, for a total amount of $5,100,000 for a three year term. Senior Civil Engineer Ruble presented the Staff Report recommending that Council adopt a resolution authorizing the City Manager to approve on -call consulting services agreements with CSG Consultants, Inc., Swinerton Management & Consulting and West Coast Code Consultants, Inc. for multi - disciplinary engineering services for the City of South San Francisco's Capital Improvement Program (CIP) in a total amount not to exceed $1,700,000 for each firm with a total amount of $5,100,000 for a three (3) year term. The City's CIP projects valuation has grown exponentially and is currently budgeted for Fiscal Year (FY) 2017 -2018 at $83,500,000 and expected at $151,700,000 for FY 2018 -2019. Due to this growth and for the past three (3) years, the City has used Swinerton Management & Consulting (Swinerton) for program management purposes. Swinerton was assigned 26 projects, of which 19 projects have been delivered as complete and seven (7) projects are in progress. The contract with Swinerton will expire in June 2018. Swinerton's work has been successful, but as a good business practice, staff elected to re -bid the contract rather than seek further extension of the existing contract. In preparing for the bid process, staff concluded a more efficient and effective model would be to contract not just for program management work, but all aspects of engineering required to deliver a CIP project. By moving to a model whereby a consultant has the capability to handle all engineering aspects ofproject delivery in conjunction with staff oversight, Public Works will be able to more efficiently deliver the 81 CIP projects approved by Council. City staff will still manage the projects and provide direction, but using consultants will provide better overall coordination and accountability from one consultant. As part of the Request for Qualifications (RFQ) Process, staff sought proposals from firms to provide a well - qualified, multi - disciplinary and success - oriented team to deliver comprehensive municipal engineering services to support the City's CIP. Staff issued the RFQ on May 4, 2017. Three (3) proposals were received in response. After reviewing the submissions, interviews were held for the three (3) proposing consultant teams. The panel consisted of employees from Public Works: Sam Bautista, Principal Engineer; Richard Cho, Senior Civil Engineer; and Patrick Caylao, Associate Civil Engineer. Based on the interviews and qualifications submitted, all three (3) multi - disciplinary consultant teams demonstrated staffing availability and expertise to provide the municipal engineering services for an effective CIP project delivery. Due to the large volume of projects, staff recommended that all three (3) teams -- CSG Consultants, Inc., Swinerton Management & Consulting and West Coast Code Consultants, Inc. -- undertake the municipal engineering services based upon the firms' experience, resources, familiarity with South San Francisco and positive references. Mr. Ruble advised that representative from all three (3) consultant teams were in the audience and recommended approval of the proposed resolution. President of CSG Cyrus Kianpour addressed Council. He advised that he had been with CSG for 25 years. He noted the firm's positive experiences working with the City and looked forward to assisting with the CIP. Councilwoman Matsumoto thanked Mr. Kianpour for being a good community partner. Peter Vorametsanti of Swinerton Builders Management and Consulting addressed Council. He stated that his Company was pleased to have served South San Francisco over the past three (3) years. It looked forward to delivering exceptional service to the City. SPECIAL CITY COUNCIL MEETING NOVEMBER 8, 2017 MINUTES PAGE 2 Vice President of West Coast Consultants, Inc., Donald Zhao stated the Company was excited to assist with CIP services. The Company had enjoyed doing business with the City's Building Division over the past three (3) years and looked forward to continuing the relationship. Councilwoman Matsumoto commended staff on this excellent approach to CIP management and implementation. She would support the resolution. Vice Mayor Normandy stated support for the proposed method of CIP management. Councilman Garbarino stated that bundling services was a very good idea that his previous organization had successfully applied to similar situations. In response to his question, City Attorney Rosenberg confirmed that the City is not obligated to take the lowest bid concerning Professional Services Contracts. Councilman Addiego stated support for the approach. Additionally, he believed it might be worthwhile for the City to study the prospect of adding an additional engineer to the current team of four (4). City Manager Futrell advised this topic would be addressed during the June 2018 budget process. Mayor Gupta stated support for the proposal but inquired of the firms as to potential conflicts of interest. CSG and West Coast Consultants advised that their respective companies do not do private work. Accordingly, there was no potential for conflict of interest. Swinerton advised the company takes potential conflict of interest issues very seriously. It was its highest priority to work closely with staff and the City Attorney to make sure to avoid any work that would be a conflict. Motion — Councilman Garbarino /Second — Councilwoman Matsumoto: To approve Resolution No. 141- 2017. Unanimously approved by roll call vote. 2. Report regarding a resolution approving a consulting services agreement with e- Builder Inc. of Plantation, Florida, for a five year term in a total not to exceed amount of $616,316 for capital project management software, amending the Fiscal Year 2017 -18 Capital Improvement Program, appropriating a project budget of $249,166, and approving budget amendment 18.012. (Justin Lovell, Public Works Administrator) 2a. Resolution No. 142 -2017 approving a consulting services agreement with e- Builder Inc. of Plantation, Florida, for a five year term in a total not to exceed amount of $616,316 for capital project management software, amending the Fiscal Year 2017 -18 Capital Improvement Program, appropriating a project budget of $249,166, and approving budget amendment 18.012. Public Works Administrator Lovell presented the staff report recommending that Council approve a resolution establishing a Consulting Services Agreement with e- Builder Inc. of Plantation, Florida, for a five (5) year term in a total not to exceed amount of $616,316 for capital project management software, amending the Fiscal Year 2017 -18 CIP, appropriating a project budget of $249,166, and approving budget amendment 18.012. Administrator Lovell provided a PowerPoint Presentation to explain the software's benefits. He began by advising that the City's current CIP is over $83,500,000 and growing rapidly. The software would help manage this growth and improve the current CIP process by removing information silos and facilitating document and information sharing. Mr. Lovell described the procurement process, SPECIAL CITY COUNCIL MEETING NOVEMBER 8, 2017 MINUTES PAGE 3 which included an initial screen of nine (9) products. Staff then shortlisted three (3) firms and invited the firms to provide a proposal and demonstration addressing the City's requirements. In August, the three (3) firms presented their respective capital project management software products. The three (3) shortlisted firms included: 1) Procore Technologies, Incorporated of Carpinteria, CA; 2) Bentley Systems, Incorporated (ProjectWise) of Exton, PA; and 3) e- Builder of Plantation, FL. In phase two (2), staff reviewed the functional capabilities, technical requirements, ease of use, support and maintenance practices for each of the software providers during the presentations. The evaluation committee was comprised of eight (8) members of City staff. Staff evaluated each software firm against the specific needs for managing and documenting capital projects. Once eBuilder was determined as the most qualified firm, staff negotiated the scope and fee proposal and any changes deemed necessary to obtain reasonable cost for the scope of work. As an owner - centric construction management software, eBuilder will greatly assist the City to communicate with its consultants and staff as the CIP expands. Accordingly, staff recommended amending the FY 2017 -18 CIP by $249,166 for implementation and first year software subscription and to award a five (5) year agreement to e- Builder not to exceed $616,316. In response to a question from Mayor Gupta, Administrator Lovell confirmed that the contract price includes implementation and development services. Councilwoman Matsumoto was not thrilled with the concept based upon software glitches the City had recently experienced related to payroll automation. She was concerned about training and input and cautioned staff to be detail oriented in this regard. Administrator Lovell advised training is assumed in the contract and the vendor is available for tech support as well. Vice Mayor Normandy queried whether the CIP consultants would be required to use the software. She further queried back -up of the data entered into the system. Director of Public Works Kim confirmed the consultants would use the software to manage projects in conjunction with City staff. Regarding, data -back up, the information would be stored in the cloud. Councilman Addiego queried the number of projects that would be entered initially. Mr. Lovell advised the plan was to start off with about 20 projects and then ramp -up to more. Mayor Gupta reinforced cautionary comments made earlier by Councilwoman Matsumoto regarding implementation. Motion — Councilman Garbarino /Second — Councilman Addiego: Resolution No. 142 -2017. Unanimously approved by roll call vote. CLOSED SESSION 3. Closed Session: (Pursuant to Government Code Section 54957) PUBLIC EMPLOYEE PERFORMANCE EVALUATION Title: City Attorney SPECIAL CITY COUNCIL MEETING NOVEMBER 8, 2017 MINUTES PAGE 4 Closed Session entered: 6:42 p.m. Open Session resumed: 7:03 p.m. Report out of Closed Session by Mayor Gupta: No reportable action. ADJOURNMENT Being no further business, Mayor Gupta adjourned the meeting at 7:03 p.m. Submitted: a i,�Ci er City of S San Fr ncisco SPECIAL CITY COUNCIL MEETING MINUTES Approved: Liza Normandy, Ma or City of South San Francisco NOVEMBER 8, 2017 PAGE 5