TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: FEBRUARY 25, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH CMPG PROJECT MANAGEMENT FOR PROJECT AND CONSTRUCTION MANAGEMENT SERVICES FOR THE POLICE DEPARTMENT FEMALE LOCKER ROOM ADDITION (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
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SUMMARY
In October 2023, City Council authorized entering into an agreement with a firm to design a new female locker room at the existing police facility site. The addition is proposed to be a new build addition to the existing police facility and will replace the existing prefabricated modular building. The firm, in consultation with City staff, worked over a period of a year to design an approximately 1,250 square foot addition, which will include locker, restroom, shower, and “quiet room” facilities, as well as enhanced accessibility and access to the existing facility. A complete plan set was submitted to the City’s Community Development Department for plan check review in December 2024.
With plan check currently in process, staff is moving toward the bidding and construction phases of the project. To ensure adequate oversight of these phases, staff recommends contracting with an experienced project management firm to oversee all aspects, including general oversight, bid and construction management, and project close-out.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a professional services agreement with CMPG Project Management for $113,000 for project and construction management services for the Police Department female locker room addition project and authorize a five percent contingency in the amount of $5,650, for a total amount not to exceed $118,650.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The cost of project and construction management services to be provided by CMPG is $113,000. Staff recommends a project contingency of five percent ($5,650), for a total amount not to exceed $118,650. On November 26, 2024, City Council appropriated $467,764 for the construction of a new female locker room through the obligation of available American Rescue Plan Act (ARPA) Funds. In November 2024, the City Council approved an Inter-agency Agreement (IAA) with the Administrative Services Department to obligate these funds according to the Obligation Interim Final Rule requirements from the US Treasury. The IAA was executed prior to December 31, 2024 to meet the obligation deadline for ARPA Funds. Staff recommends utilizing $118,650 of that appropriation for the cost of project and construction management. When staff returns to the City Council to award a contract for the construction of the female locker room addition, the identification and appropriation of additional funds to fully fund the construction portion of the project will be necessary.
This purchase is a professional service that does not require bidding and complies will all City purchasing guidelines. Contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this contract is estimated at $8,096 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
Dunbar Architecture, a contract architectural firm hired by the City to prepare architectural plans for the female locker room addition project, submitted for plan check review in December 2024. As staff prepares for the bidding and construction phases of the project, it is necessary to engage the services of an experienced project and construction management consulting firm to oversee these phases.
Staff solicited proposals from project management firms and recommends entering into an agreement with CMPG Project Management to oversee all aspects, including general oversight, bid and construction management, and project close-out. CMPG will provide services such as project planning, including project timeline development, budget, and logistics; public bidding and procurement services such as reviewing and managing public advertising processes, bid comparison and evaluation, and contractor recommendations; site safety and security; project cost controls and reporting; construction oversight; and project close out procedures.
The proposed cost for project management services is $113,000. Staff recommends including a five percent contingency in the amount of $5,650, for a total not-to-exceed amount of $118,650. In November 2024, City Council appropriated $467,764 for the construction of a new female locker room. Staff recommends using a portion of that appropriation to fund this contract.
CMPG was founded in 2008 and employs over twenty full-time project management professionals. They have extensive experience in working with public agencies, including the County of Los Angeles and the Los Angeles Metropolitan Transportation Authority (Metro). Some of the projects they have managed include the LA County Arboretum renovation, Los Angeles Union Station Central Dispatch/Security Operations Center, and the LA County Metro Bike Hub.
LEGAL REVIEW
The professional services agreement has been reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jamie Earl
Assistant City Manager