| | | | | | | |  | Item #2.
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| | | | | | | | | TO: |
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| Mayor and City Council |
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| Eric Holmes, City Manager |
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| | DATE: |
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| 4/22/2024 |
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| SUBJECT
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| On Call Contracts for Owner Representative Professional Services
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| | | | | | | | Key Points
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- This action allows the City to use on call professional services for owner's representative and other project support/delivery needs for large capital project delivery over the next several years.
- The City has successfully used on call professional services agreements to deliver capital projects.
- The contracts with OAC and Parametrix are $1,000,000 each for a period of five years.
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| | | | | | | | | Strategic Plan Alignment |
Safe and Prepared Community – a safe place to live, work, learn, and play.
Climate and Natural Systems – Environmental stewardship and efforts to address climate change to ensure a sustainable future.
High Performing Government – a government that is reliable, fiscally responsible, equitable, and open to compromise.
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| | | | | | | | | Present Situation | The City routinely utilizes contracts with various companies for the provision of professional services using “on-call” procedures. On-call procedures allow for a master contract establishing rates and scope to be executed without identifying work to be done, or costs incurred, until a project specific task order is issued. There are no costs or budgetary impacts until there is a task order and funding identified for an active project.
The City has large facilities capital projects scheduled for design and construction over the next several years. These projects are in support of multiple citywide initiatives and goals including safety, resiliency, climate action framework, and having a city government that supports vibrant communities.
The City has determined that consideration for utilization of alternative construction delivery methods, specifically General Construction/Construction Manager (GC/CM) as identified and applicable by Washington State RCWs, can offer successful projects. These contracts enable the City to supplement City staff with qualified consultant staff for GC/CM projects.
The only project currently designated for the GC/CM construction project delivery method is the New Public Works Operations Campus, however it could be used for delivery of future fire stations, large dollar value water and sewer treatment projects and transfer stations.
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| | | | | | | | | Advantage(s) |
- Adds qualified team members for specific scope and needs of each project.
- Provides maximum flexibility to the City to deliver large capital projects which support multiple essential city services and policy objectives.
- Allows for timely use of needed support. With the base contract in place, specific task orders can be issued in a relatively short time frame.
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| | | | | | | | | Disadvantage(s) | The use of consultant services is typically more expensive than using full-time City staff. However, the consultant services solicited are in areas that are not performed by existing City staff. The proposed contract arrangement allows the City to grow and shrink the workforce for short durations, to support specific projects, without the costs of hiring and laying-off full time employees.
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| | | | | | | | | Budget Impact | Utilization of a consultant in addition to city staffing will likely increase cost of management of capital projects. At this point the cost is anticipated to be covered by the capital project budget.
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| | | | | | | | Prior Council Review
| City Council Workshop GC/CM Project Delivery Method January 22, 2024.
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| | | | | | | | | Action Requested |
- Authorize the City Manager, or designee, to enter into professional services agreements with OAC Services, Inc. and Parametrix for the provision of owner’s representative and other contract applicable services on an as-needed basis for five years in an amount of $1,000,000.
- Authorize the City Manager, or designee, to activate services to be provided under this contract with a series of specific task orders. The task order proposal provides for timely “as-needed” service provision, but within the framework, scope, and limitations of the overall master contract.
- Authorize the City Manager, or designee, to approve any legal action necessary to enforce the terms of the foregoing agreements.
Jean Singer, Capital Projects Division Manager, 360-487-7755
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