Staff is recommending that the City Council approve the attached agreement with Vanderweil Facility Advisors for preparation of a building infrastructure assessment study and report. The total fee for these consultant services shall not exceed $98,663 including $10,000 for optional services requiring authorization by the Director of Public Works.

The City has invested millions of dollars in its public buildings. To maintain and preserve this investment, preventive maintenance schedules and infrastructure replacement schedules for major maintenance activities need to be identified and incorporated into the operations of the Building Services Division. This project involves developing the enhanced data and software needed by the City to make cost effective decisions related to scheduling the maintenance and rehabilitation of City buildings.

This is a follow-up step in the ongoing Management of Long Range Infrastructure Plan as approved by the Council (Report #97-497) on November 25, 1997. This infrastructure database would result in a better estimation of actual project costs.

This agreement involves the assessment of existing City buildings, preparation of a report, development of a database, furnishing of a facility management software system, and training the City staff to use the program.

The work scope includes a visual inspection of approximately fifty buildings, a comprehensive analysis of the facilities, a review of relevant existing studies, a presentation-quality report on a building-by-building basis, and installation of a facility management program on the City’s computer system.

The consultant selection process involved sending Request for Proposals (RFP) to six consulting firms. From that solicitation, four (4) consultants submitted proposals to perform the work. A panel of City staff members evaluated the proposals. Two consultants were interviewed. As a result of this process, the firm of Vanderweil Facility Advisors was selected for these consulting services based on: (a) the conciseness of the proposal, (b) their approach to the assessment methodology, (c) the experience and capability of the personnel, (d) their past experience with such projects for municipal agencies, and (e) their previously developed and tested facility management software system. This firm demonstrated a clear understanding of the project requirements. Negotiations with this firm resulted in a not-to-exceed fee of $98,663 with $10,000 of this amount allocated for optional work requiring approval of the Director of Public Works.

The complete scope and description of work is shown under "Exhibit A" of the Consultant Services Agreement which is included herein as Attachment 1.

The consultant fee for these services is not to exceed $98,663.00. Funds for this project are available from the Building Infrastructure Preservation Study (Project 818800), which has a current balance of $121,057. There is no construction associated with this project.

Posting of the Council Agenda.

It is recommended that the City Council authorize the City Manager to execute the attached Consultant Services Agreement with Vanderweil Facility Advisors in an amount not to exceed $98,663.00 for preparation of a Building Infrastructure Assessment Study and Report.

Prepared by:

Hira Raina
Assistant City Engineer

Reviewed by:

Marvin A. Rose
Director of Public Works

Reviewed by:

Mary Bradley
Director of Finance

Approved by:

Robert S. LaSala
City Manager

Agreement