HomeMy WebLinkAbout11/18/1997, C-2 - CONTRACT ENGINEERING WORK FOR SURVEY AND ENGINEERING jcouncil '-!Z0v. 18, 1997
acEnaa Repout
CITY OF SAN LUIS OBI SPO
FROM: Michael McCluskey,Public Works Director
Prepared By: Wayne Peterson, City Engineer;Barbara Lynch, Civil Engineer; Bridg
Fraser, Engineering Assistant; and Reinie Jones, Engineering Assistant.
SUBJECT: Contract Engineering Work for Survey and Engineering
CAO RECOMMENDATION:
Authorize the Engineering Division of Public Works to direct engineering firms, currently listed to
perform survey work, to perform engineering work on selected projects as required to keep capital
program on schedule.
DISCUSSION:
During last year's budget process, it was recognized that additional help would be needed in order
for engineering staff to keep the CIP program on schedule. To facilitate this need, staff requested,
and received, funding for temporary inspectors as well as contract surveying.
Since the start of the fiscal year, staff has hired a temporary inspector as well as completed the
selection process for the surveying firms. Staff has been using the 2 selected surveying firms to take
field measurements and prepare AutoCad drawings that will be the basis for the construction plans.
(Both funis also do Civil Engineering) The temporary inspector has been working since the start of
the budget year,inspecting projects that exceed the capacity of the current full time staff as well as
filling in for full time staff when they are on vacation.
Both of these resources have enabled the engineers to spend more of their time developing new
capital projects. However, we have also found that with the increase in the number of contracts
under way at the same time the inspectors need more help from the engineers for project
management during construction. Additionally, complex projects like the Jennifer Street Bike
Bridge require even more help. It should also be noted that a significant impact on our operation and
ability to foresee the future is the performance of individual contractors and unexpected additions to
the work load caused by special needs of the community.
So far, during the first 4 months of the fiscal year, we have opened bids on 14 projects. During the
second half of 1997-98 and first quarter of the 1998-99 budget year 32 projects are scheduled to go
to construction. Several are very significant projects requiring an unusual amount of effort in both
engineering and project management time. Additionally, some of the projects will require specially
trained inspectors. Some of the upcoming projects include the Reservoir 2 transmission main, the
Santa Rosa Bridge replacement, road work at Whale Rock, water tank refinishing, Bus Maintenance
Facility expansion, and the trickling filter repair at the WRF.The schedule for the Marsh Street
parking garage expansion and sports field complex is uncertain at this time. If they move ahead into
Council Agenda Report-Contract Engineering Work for Survey and Engineering
Page 2
engineering they too will generate special needs. The decision to hire help will be on a case by
case situation based on other projects in process at the same time.
Through this projection of the CIP schedule along with past observations, staff predicts that
additional measures and resources will be needed to keep the program on schedule. To anticipate
this need, Staff is requesting through this report,permission to have the flexibility to authorize
the selected surveying/Civil Engineering firms to do preliminary design, under the direction of
the engineering staff, in addition to surveying. This would further increase the number of
projects produced. Staff feels that it cannot increase the work scope without approval of the
CAO, since the budget line item is specific, stating the money is for survey work.
In addition, staff will be proposing budget adjustments at midyear to increase the current budgets
for contract engineering and inspection.
It is our goal to accomplish the CIP as established by the Council. These additional resources
will give us the tools needed to accomplish this goal.
FISCAL MPACT
The current budget for surveying is $20,000 and inspection is $40,000. As of October I'there
was $28,277 remaining in the Temporary employees account for inspection. Another$6000 is
in the process of being encumbered for inspection by a contract firm. In less then 1/3 year we.
have spent or encumbered '/z of the budget for inspection.None of the$20,000 has been spent
to date. Since the surveying firms were only identified through the RFQ process in early
October, staff has approved $6,000 in work by them to this date. In less then a month staff has
spent of encumbered almost 1/3 of the survey money available. Staff believes that there will not
be enough money in the budget to provide for all the work needed in the remaining part of the
fiscal year. Budget adjustments will be sought at the midyear time. The basis of the adjustment
will be established by the experience we acquire during the first half of the year.