|
Agenda Item
ASR
Control 19-000418 |
||
|
MEETING DATE: |
05/21/19 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
2 |
|
|
SUBMITTING
Agency/Department: |
John Wayne Airport
(Approved) |
|
|
Department contact
person(s): |
Barry A. Rondinella (949) 252-5183 |
|
|
|
Lawrence G. Serafini (949) 252-5270 |
|
Subject: Approve Amendments to Five
Program Management Services Agreements
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Discussion |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: Yes |
Current Year Cost:
N/A |
Annual Cost:
FY 2019-20 $6,701,172 |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
N/A |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: 06/28/2016
#82, 04/12/2016 #19 |
||||||||||
RECOMMENDED ACTION(S):
|
1. |
Approve and execute Amendment No. 1 to the Agreement with Butier Engineering, Inc., for Program Management services to increase the agreement amount by $4,599,440 for a new not-to-exceed agreement amount of $7,075,120, and extend the term of the Agreement through June 30, 2021. |
|
2. |
Approve and execute Amendment No. 1 to the Agreement with Faithful+Gould for Program Management services to increase the agreement amount by $1,282,560 for a new not-to-exceed agreement amount of $2,101,360, and extend the term of the Agreement through June 30, 2021. |
|
3. |
Approve and execute Amendment No. 1 to the Agreement with Hill International for Program Management services to increase the agreement amount by $3,540,600 for a new not-to-exceed agreement amount of $4,970,080, and extend the term of the Agreement through June 30, 2021. |
|
4. |
Approve and execute Amendment No. 1 to the Agreement with Jeff Oviedo and Associates, dba JOA Group, for Program Management services to increase the agreement amount by $3,979,744 for a new not-to-exceed agreement amount of $6,446,864, and extend the term of the Agreement through June 30, 2021. |
|
5. |
Approve and execute Amendment No. 1 to the Agreement with P2S Construction Management for Program Management services extending the term of the Agreement through June 30, 2021. |
SUMMARY:
Approval of the amendments to Architect-Engineer services agreements with Butier Engineering, Faithful+Gould, Hill International, JOA Group and P2S Construction Management for Project Management services will allow continued and uninterrupted project/construction management services in support of John Wayne Airport’s Capital Improvements Program and other airport projects.
BACKGROUND INFORMATION:
On April 12, 2016, the Board of Supervisors (Board) selected Abacus Project Management, Butier Engineering, Inc.; Faithful+Gould; Hill International, Inc.; JOA Group and P2S Construction Management as primary firms and AECOM Technical Services, Inc.; Arcadis U.S., Inc. and MARRS Services, Inc., as alternate firms to provide program management services to John Wayne Airport (JWA) and authorized negotiation of agreements for Board approval.
On June 28, 2016, the Board awarded Architect-Engineering (A-E) agreement to Abacus Project Management, (Abacus), in the amount of $427,980; Butier Engineering (Butier), in the amount of $2,475,680; Faithful+Gould (F+G), in the amount of $818,800; Hill International, (Hill), in the amount of $1,429,480; Jeff Oviedo and Associates (JOA), in the amount of $2,467,120 and P2S Construction Management (P2S), in the amount of $1,432,240, for terms of three years each, renewable for an additional two years pursuant to Section 3.3-107 of the Orange County Contract Policy Manual. The agreements are utilized to provide critical and substantial program management, project management, construction management and other project support services throughout the JWA facilities. The agreements authorize payment on a time and materials basis.
The current term of the above agreements expires on June 30, 2019. Amendments for additional funding and 2-year extension have been negotiated with Butier, F+G, Hill, JOA and P2S. The term extension will be from July 1, 2019 to June 30, 2021.
The proposed funding and time extensions are based on a comprehensive evaluation and projection analysis of JWA’s needs for outsourced professional project support services for JWA’s capital improvement program and other JWA projects. During the 2-year term extension period of the program management agreements, JWA anticipates planning and executing multiple substantial capital projects and other alterations and improvements projects. The following projects represent only a portion of the capital improvement program, several of which are already in the planning and/or design phases: 1) Airport Power Generation and Distribution Upgrades; 2) Airport Operations Center; 3) Exterior Lighting Improvements; 4) Airfield Lighting and Signage Upgrades; 5) Terminal Roofing and Expansion Joint Repair; 6) Facility Accessibility Improvements; 7) Concessions Utility Infrastructure Development; 8) Taxiways A – D – E Reconstruction; 9) Terminals A and B HVAC Ducting Refurbishments; and 10) Baggage Makeup and Baggage Claim Systems Improvements.
These and various other projects will require a full array of essential and comprehensive project support services of a magnitude that is not currently available through JWA’s limited in-house project management staffing. These services will ensure that the projects receive the required attributes of execution and standards of care necessary to preserve the projects’ quality, reliability and ultimately the satisfactory performance of the physical assets created and/or improved by these projects. Project support services include but are not limited to project management, construction management and field representation, independent fee estimating, construction cost estimating, design peer reviews, constructability and bidability reviews, project scheduling support, construction safety oversight, labor compliance support, and electronic project management information system administration and support.
Proposed Amendments
The amendment to each of the following agreements requests that the agreement term be extended for two years and that funding be added to cover the continued provision of professional services.
Butier
Amendment No. 1 to the agreement with Butier adds the not-to-exceed amount of $4,599,440 and extends the term of the agreement two years for program management services, with emphasis on construction management, field representation and site operations coordination, as well as comprehensive project safety program oversight.
F+G
Amendment No. 1 to the agreement with F+G adds the not-to-exceed amount of $1,282,560 and extends the term of the agreement two years for program management services, with emphasis on cost estimating and management and project scheduling support.
Hill
Amendment No. 1 to the agreement with Hill adds the not-to-exceed amount of $3,540,600 and extends the term of the agreement two years for program management services, with emphasis on project management, project scheduling support, construction management and electronic project management information system support.
JOA
Amendment No. 1 to the agreement with JOA adds the not-to-exceed amount of $3,979,744 and extends the term of the agreement two years for program management services, with emphasis on project management, project controls, design peer reviews, constructability reviews and electronic project management information system support.
P2S
Amendment No. 1 to the agreement with P2S extends the term of the agreement two years for program management services, with emphasis on cost estimating, constructability reviews and design peer reviews. This amendment does not include additional funds as the original agreement has sufficient remaining funds to support P2S’ estimated level of effort through the two-year term extension.
Although each of the firms above emphasizes certain project support services, all firms are capable of providing wide-ranging project support services. JWA continuously targets the best available service resources across all five firms and matches its project demands with the most suited and cost-effective professional expertise and talents that are capable, available and ready to deliver the needed services and project support.
The following table summarizes the amendments to the agreements with these firms; combined total amount of all proposed amendments is $13,402,344:
|
|
Butier |
F+G |
Hill |
JOA |
P2S |
|
Original Contract Amount |
$ 2,475,680 |
$ 818,800 |
$ 1,429,480 |
$ 2,467,120 |
$ 1,432,240 |
|
Proposed Amendment |
$ 4,599,440 |
$ 1,282,560 |
$ 3,540,600 |
$ 3,979,744 |
$ 0 |
|
New Contract Amount |
$ 7,075,120 |
$ 2,101,360 |
$ 4,970,080 |
$ 6,446,864 |
$ 1,432,240 |
JWA seeks Board approval of the proposed agreements with the five firms for project management services. The performance of the five firms during their tenure at JWA has been confirmed as at least satisfactory. JWA has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.
All five firms’ management teams, as well as their professional and technical staff have consistently delivered excellent service in all aspects of their contractual and professional obligations.
The amendments include increases in the hourly rates for the various classifications. The increases were negotiated with each of the firms and are in line with the published Consumer Price Index increases for the Los Angeles-Long Beach-Anaheim area over the relevant period.
Each of the hourly rates for the various classifications listed in the agreements is rate maximums. Actual rates paid are based on the qualifications of the individual providing the requested services.
The agreements with Butier, F+G, JOA and P2S do not
currently include subcontractors or pass-through services from other providers.
The agreement with Hill includes subcontracts with Steve Chaky and Associates
and DRMcNatty. All agreements are permitted to engage in subcontracts and
deliver pass-through services from other providers if it is deemed necessary
for JWA’s needs and with the permission of JWA.
See Attachments B, D, F, H and J for information regarding
subcontractors and Contract Summary Forms.
Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore exempt from CEQA since it does not have the potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since this action entails approval of amendments to A-E services agreements to allow continued and uninterrupted project/construction management services in support of JWA’s Capital Improvements Program and other airport projects. This proposed activity is therefore not subject to CEQA. Any future action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.
FINANCIAL IMPACT:
Appropriations for the Amendments are included in the FY 2019-20 Budget for Airport Operating Fund 280 and Airport Construction Fund 281 and will be included in the budgeting process for future years.
All of the above program management services agreements contain a standard "Termination for Convenience" clause, allowing the County to terminate the agreements in whole or in part, upon written notice at any time and without cause.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Butier Engineering Amendment 1
Attachment B – Butier Engineering Contract Summary Form
Attachment C – Faithful+Gould Amendment 1
Attachment D – Faithful+Gould Contract Summary Form
Attachment E – Hill International Amendment 1
Attachment F – Hill International Contract Summary Form
Attachment G – Jeff Oviedo and Associates Group Amendment 1
Attachment H – Jeff Oviedo and Associates Group Contract Summary Form
Attachment I – P2S Construction Management Amendment 1
Attachment J – P2S Construction Management Contract Summary Form