HomeMy WebLinkAbout4.4 Energy Efficienty Upgrade
STAFF REPORT CITY CLERK
File #520-10
CITY COUNCIL
DATE:February 5, 2013
TO:
Honorable Mayor and City Councilmembers
FROM:
Joni Pattillo, City Manager
SUBJECT:
Additional Project Management Assistance - Energy Efficiency Upgrade Project
Prepared by Roger Bradley, Assistant to the City Manager
EXECUTIVE SUMMARY:
The City Council will consider a budget change increasing the amount of project management
assistance for the Energy Upgrade Project (Capital Project # 930018) and authorizing the City
Manager to execute a contract amendment with PMA Consultants for additional project
management assistance in coordinating the Energy Upgrade Projects’ construction efforts.
FINANCIAL IMPACT:
The total proposed cost for project management services is $180,213, of which $74,000 has
been appropriated by the City Council. The total cost of the additional services would be
$106,213. It is recommended that the $106,213 be funded from the Internal Service Fund.
RECOMMENDATION:
Staff recommends that the City Council adopt the Budget Change and authorize the City
Manager to execute a contract amendment for additional project management services.
Submitted By Reviewed By
Assistant to the City Manager Assistant City Manager
ITEM NO. ___4.4______
Page 1 of 2
DESCRIPTION:
At the City Council meeting on July 17, 2012, the City Council appropriated funds for a part time
project manager to assist the City with managing the scope and scale of the Energy Upgrade
Project, managed by Chevron Energy Solutions. The project manager has been a key asset in
assisting the City through the past few months of the project in liaising between City Staff and
Chevron. Staff believes that the project manager’s assistance has been effective in helping the
City protect its interests in the project and supplement City staffing during a time when
significant construction projects are occurring.
As the project enters the construction phase, Staff believes that it will be advantageous to have
the project manager assist the City on a full-time basis to ensure the project continues in an
effective and efficient manner. In order to expand the scope of work for project management
services provided by PMA Consultants, the City Council would need to appropriate an additional
$106,213, which would set the total contract value with PMA Consultants at an amount not to
exceed $180,213. PMA Consultant’s proposal is included as Attachment 1. Staff recommends
that the City Council adopt the budget change (Attachment 2) and authorize the City Manager to
execute a contract amendment with PMA Consultants to expand their project management
services provide to the City to fulltime.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1.Additional Consultant Services Proposal.
2. Budget Change Form.
Page 2 of 2
50 California Street, Suite 1544 San Francisco, CA 94111
Tel: 415.277.5453 Fax: 415.449.5299
December 10, 2012
Roger Bradley
Assistant to the City Manager
City of Dublin
100 Civic Plaza
Dublin, CA 94568
Subject: Additional Support for Construction Oversight of Energy Efficiency Capital
Improvements
Dear Mr. Bradley,
In response to the City of DublinÔs request to increase PMAÔs fi
project, PMA proposes to provide full-time support during the ac
of the project. Please find the attached revised Cost Proposal,
considerations:
Revised proposal is based on the 11/29/12 Draft Project Schedule
Chevron Energy Solutions, indicating active construction through April 2013.
Revised proposal accounts for full-time presence through May 201
additional month of support has been budgeted to account for ove
schedule start dates.
Increased field presence would be effective immediately upon acc
proposal.
Revised cost proposal takes into account the current actual billings for completed
months to take the benefit of unbilled hours that were budgeted
September and October of 2012.
Revised proposal assumes no change to the contracted scope of se
A of the executed Agreement).
Revised proposal assumes no extension to the project schedule (c
scheduled for June 2013).
The total increase to the current Not-To-Exceed Agreement, if this proposal is executed,
is $105,463. The new total revised agreement amount will be $180
Please feel free to contact me to discuss any questions or concerns.
Sincerely,
Bruce Stephan
Managing Principal
415.217.8831 direct
HoursRequiredtoProvideFullTimeConstructionOversight
EnergyEfficiencyCapitalProjects
HoursRequired
TaskDescription
SepOctNovDecJanFebMarAprMayJunTotal
ServicesDuringPreConstruction0
ServicesDuringConstruction0
1.CoordinatewithChevronES0
2.ProjectCoordination0
3..ProectScheduleReview0
j
3ProjectScheduleReview0
4.Logevents0
5.ReviewCorrespondence0
6.ReviewContractorPaymentRequests0
7.SiteObservations6414412012813614424760
8.AttendConstructionMeetings20404040404016236
9.ArrangeforInspections0
10PunchListandProjectAcceptance.0
10PunchListandProjectAcceptance0
ServicesPostConstruction0
1.CloseoutReport1616
2.ResolutionofContractIssues1616
3.RecordDrawings88
4.ConsolidateProjectFiles88
1154984184160168176184881109
Totals1,788Ttl$1788$813813$79637,963$1365013,650$29,90029900$26,00026000$2730027,300$2860028,600$2990029,900$1430014,300$180213180,213
$$$$$$$$$$$
TotalAuthorizedAmount74,750$
AmountBilledToDate10,563$
AmountRemaining64,188$
AmountRequiredtoComplete169,650$
LessAmountAvailable64,188$
AdditionalAmountRequired105,463$
CITY OF DUBLIN
BUDGET CHANGE FORM FY 2012 / 2013
_________________
CHANGE FORM #
New Appropriations:Budget Transfers:
(City Council Approval Required)
_XXX_ From Un-Appropriated Reserves _______ From Budgeted Contingent Reserve
(1001.1901.81101)
_______ Within Same Department Activity
____ From New Revenues _______ Between Departments
(City Council Approval Required)
Other
____
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT
: l : Building
Name: EXPENDITUREName: EXPENDITURE
Internal Service Fund
Construction Admin
GL Account #:
930018.9200.9204.6201
$ 106,213
:
REASON FOR BUDGET CHANGE ENTRY
As presented to the City Council on February 5, 2013, Staff reco
budget change in the amount of $106,213 to increase project mana
Consultants for the Energy Upgrade CIP project #930018. Funding
from the Building Internal Service Fund Reserve.
As Presented at the City Council Meeting on: Date: 2/5/2013
#################(Finance Use Only)###################
Posted By: Date:
ATTACHMENT 2