Resolution 2023-073, authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with Ausonio, Inc. for Project Management Services for facility renovation projects for a not-to-exceed fee of $125,000 for Fiscal Year 2023/24

Adopt Resolution 2023-073, authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with Ausonio, Inc. for Project Management Services for facility renovation projects for a not-to-exceed fee of $125,000 for Fiscal Year 2023/24.

In May 2022, based on Statements of Qualifications submitted by seven project management consultants, Ausonio, Inc. was selected by an evaluation committee as best qualified to implement the City’s facility renovation-oriented capital projects.

In June 2022, Council adopted Resolution 2022-048 approving 25 Fiscal Year (FY) 2022/23 Capital Improvement Projects. In August 2022, Council adopted Resolution 2022-065, awarding a three-year Professional Services Agreement to Ausonio, for delivery of nine (9) facility renovation projects, for a fee of $125,000 for FY 2022/23.

In June 2023, Council adopted Resolution 2023-067 approving 25 carry-over Capital Improvement Projects, including several facility renovation projects that were designed in FY 2022/23 but not yet constructed, and 16 additional FY 2023/24 Capital Improvement Projects, including several new facility renovation projects.

During FY 2022/23, the nine facility renovation projects assigned to Ausonio progressed as follows:

•  Two projects were substantially completed:

1. City Hall Retaining Wall Repair
2. Facility Conditions Assessment Report (City Hall, Fire Station, Public Works, Vista Lobos)

•  Four projects were bundled together, design plans and specifications were prepared by architectural and hazardous materials testing firms, and bidding documents were compiled by Ausonio:

1. City Hall Roof Replacement
2. Sunset Center Hazardous Materials (Haz Mat) Remediation and Exterior Painting
3. Sunset Center Cottage Window Repairs
4. Harrison Memorial Library (HML) Haz Mat Remediation & Exterior/Interior Painting

• Two projects were designed to approximately 90% complete, but placed on hold pending further development of the separate Library Master Plan project:

1. HML Backup Generator
2. HML Carpet Replacement

• One project was limited to an initial assessment, and then placed on hold pending further development of the separate Police Building project because this building may be used as swing space during renovations:

1. Vista Lobos Interior Remodel Design

During FY 2023/24, Ausonio will provide the following services:

• For the four bundled facility renovation projects, Ausonio will administer the public bidding phase, and provide construction management and inspection services through project closeout.
• For the San Antonio Walkway Reconstruction Project, between Second and Fourth Avenues, Ausonio will prepare design plans and specifications, administer the public bidding phase, and provide construction management and inspection services through project closeout.
• For the Sunset Center Portico and Retaining Wall Repair Projects, Ausonio will manage the design, tentatively by the City’s on-call architectural firm, and have these two projects ready for bidding if funded for construction in FY 2024/25.
• On-call, as-needed services will likely include: finalizing the carry-over City Hall Retaining Wall Repair Project, and developing a capital improvement plan/schedule for the most urgent repairs identified in the Facility Conditions Assessments Report.

Other ongoing tasks will include:

• Providing project updates with City.
• Coordinating projects with Public Works, Community Planning & Building, other City staff, and building occupants.
• Meetings with technical experts, vendors, and trade contractors to solicit input.
• Preparing construction cost estimates and schedule timelines.
• Submitting projects for building permits.
• Conducting pre-bid meetings and issuing addenda.
• Writing Notice to Proceed letters, conducting meetings with agendas and minutes, approving submittals, and negotiating change orders.

PM services for all Capital Improvement Projects will be charged to CIP Account Number 301-311-00-43008. Services associated with the San Antonio Walkway, which was damaged during January storms, will be charged to the Public Works/Street Maintenance Division Account #101-119-41-42001, but these costs are anticipated to be reimbursed by FEMA. PM Services for on-call, as-needed services for incidental projects not associated with capital projects that may arise over the year, would be charged to the Public Works/Facility Maintenance Services Division Account #101-119-42-42001. There is sufficient budget in all three accounts for the proposed services.

Ausonio’s PM fee for FY 2022/23 was $125,000, which was approximately 14% of the total budget for assigned projects. At the end of FY 2022/23, the fee was nearly exhausted but remained within budget. The overall amount of effort, and consequently the fee, negotiated for FY 2023/24 appears to be equivalent to that of the prior FY. By comparison, the fee for FY 2023/24 of $125,000 is 17% of the total budget for assigned projects.

The FY 2022/23 and/or FY 2023/24 budgets for some of these facility renovation projects may already be low due to continuing cost escalation and inflation for architectural and engineering consultant fees, construction labor, materials, and transportation. Some of these projects will be scaled back to fit the available budget, while others will proceed as intended, with the caveat that additional funds may be needed at the time that construction contracts are awarded. A Contingency Budget was established in the FY 2023/24 Capital Improvement Program to cover such costs.

In June 2022, Council adopted Resolution 2022-048 approving 25 FY 2022/23 Capital Improvement Projects. In August 2022, Council adopted Resolution 2022-065, awarding a three-year Professional Services Agreement to Ausonio, Inc., for delivery of nine facility renovation projects, for a fee of $125,000 for FY 2022/23.

In June 2023, Council adopted Resolution 2023-067 approving 25 carry-over Capital Improvement Projects, including several facility renovation projects that were designed in FY 2022/23 but not yet constructed, and 16 additional FY 2023/24 Capital Improvement Projects, including several new facility renovation projects.