SUBJECT: Award of Contract for General Public Works Project Management Service (F0306-89)

REPORT IN BRIEF

Approval is requested for the award of a two-year contract to Associated Infrastructure Management Services, Inc., of Los Gatos to assist Department of Public Works Engineering Division staff in the management of various public works projects and to provide other engineering services, as required.

BACKGROUND

The Project Administration Section of the Public Works Department Engineering Division has utilized the services of Infrastructure Management Services of Los Gatos in order to provide a level of baseline project management in lieu of a Senior Engineer position which remains unfilled.  The cost for this service is approximately the same as that of a salaried Senior Engineer with benefits.  Budget for this portion of the contract is included in operating Program 306 - Engineering Services.  When the Department is successful in filling the Senior Engineer position, the need for this portion of the contract will be reduced.

Additionally, upcoming capital and infrastructure projects will continue to keep the workload high for the Department of Public Works Engineering Division for the next several years.  These projects include Water Pollution Control Plant (WPCP) process improvement efforts, such as the chemical feed project; the Borregas Avenue trunk sewer replacement; and two storm water extensions.  Based on current staffing levels, outsourcing much of this work will be necessary for a minimum of two years.  It has been the City's policy to staff peaks in workload with outside contract services to be able to quickly adjust staffing levels in response to service demand.

DISCUSSION

For the past several years, the City has contracted with Associated Infrastructure Management Services to provide project management services for a number of large construction projects, including the Caltrain Multimodal Station, the Senior Center and the Downtown Plaza.   The current contract was awarded by Council on August 7, 2001 (RTC 01-281) and extended on October 15, 2002 (RTC 02-405).  This contract will expire on July 31, 2004.  Expenditures under the current contract total approximately $530,000.

Staff has been well satisfied with the services provided by this firm and recommends that this contractual relationship be continued for an additional two years.

Section 2.08.0770(b) of the Sunnyvale Municipal Code exempts professional services from competitive bidding.

FISCAL IMPACT

It is anticipated that the total cost to the City for the two-year contract will not exceed $400,000. This amount includes an hourly rate increase from $75 to $80 per hour.  Costs for the baseline Senior Engineer services are included in Service Delivery Plan No. 306-02.  The additional services required by the capital budget are included in various capital project budgets.

RECOMMENDATION

It is recommended that Council award a two-year contract, in substantially the same form as the attached draft and in an amount not to exceed $400,000, to Associated Infrastructure Management Services, Inc., of Los Gatos for public works project management and engineering services.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary J. Bradley
Director, Finance

Reviewed by:

Marvin A. Rose
Director, Public Works

Approved by:

Amy Chan
City Manager

Attachments

1.  Draft Consultant Services Agreement (pdf format)