REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Travis Hopkins, Acting City Manager
VIA: Chau Vu, Director of Public Works
PREPARED BY: Patrick Bannon, Capital Projects Administrator
Subject:
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Approve and authorize execution of a Service Agreement with the Gordian Group to conduct a city-wide facility assessment
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Statement of Issue:
In order to effectively operate and maintain City facilities, accurate condition assessments and cost analysis need to be conducted on facilities to properly identify, fund, and prioritize efforts.
Financial Impact:
The assessment of approximately 1,466,427 square feet of City facilities will cost a total of $424,581.00. Funds for the project are available in the Infrastructure Fund (31440028.82200).
Recommended Action:
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Approve and authorize the Mayor and City Clerk to execute the “Service Agreement between the City of Huntington Beach and Gordian for Facilities Concessions Assessment” in the amount of $424,581.00.
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Alternative Action(s):
Do not approve the recommended action, and direct staff accordingly.
Analysis:
A conditional assessment for facilities is conducted to determine its current state, identify necessary repairs, and prioritize capital improvement projects. The last city-wide assessment was done in 2007. Accurate and consistent assessments are critical to maintaining the safety, functionality, and longevity of these assets and the overall infrastructure.
Gordian, a leading provider of construction cost data, software, and services, offers comprehensive tools that can significantly enhance the quality and effectiveness of these assessments.
1. Comprehensive Data Collection: Gordian’s platform supports thorough and systematic data collection, ensuring that all critical aspects of city facilities, including structural, mechanical, electrical, and plumbing systems, are assessed comprehensively. This level of detail is crucial for making informed decisions about maintenance and repairs.
2. Standardization and Consistency: Utilizing Gordian’s standardized cost databases and methodologies ensures consistency across all assessments. This uniform approach enables the city to compare results across different facilities, prioritize interventions, and ensure equitable allocation of resources.
3. Accurate Cost Estimation: One of Gordian’s key strengths is in providing precise cost estimates for identified repairs, replacements, or upgrades. Accurate financial planning is essential for the city to budget effectively and avoid unforeseen expenses, and Gordian’s data ensures these estimates are reliable.
4. Efficient Planning and Prioritization: The data derived from Gordian-assisted assessments will enable the city to better plan and prioritize maintenance and capital improvement projects. By understanding the condition and expected lifespan of various assets, the city can schedule necessary interventions in a timely manner, reducing the risk of costly emergency repairs.
5. Integration with Facility Management: Gordian’s solutions are designed to integrate with existing facility management systems, allowing for a seamless transition from assessment to planning and execution. This integration ensures that the results of the assessments are actionable and can be monitored over time, leading to more effective management of city facilities.
6. Risk Management: Comprehensive assessments using Gordian’s tools help identify potential risks associated with deteriorating infrastructure. By understanding these risks, the city can make informed decisions to mitigate them proactively, thereby reducing liability and enhancing public safety.
7. Support for Funding Requests: Detailed and accurate conditional assessments are often required when applying for external funding or grants. Gordian’s data-driven approach can support these applications by providing credible, evidence-based assessments and cost estimates, which demonstrate the city’s need for financial assistance.
8. Long-Term Asset Management: Beyond immediate repairs, Gordian’s assessments provide valuable insights into the long-term maintenance needs of city facilities. This information is essential for developing long-term asset management plans that will help extend the lifespan of the city’s assets and optimize maintenance budgets.
Gordian’s comprehensive approach to conditional assessments will enhance the City’s ability to maintain its facilities effectively, manage risks, and plan for the future. Authorizing this contract aligns with the City’s commitment to fiscal responsibility and the long-term stewardship of public assets.
This service will be procured through Sourcewell’s RFP #020421. Contract document is attached as well as linked directly below:
• https://www.sourcewell-mn.gov/cooperative-purchasing/020421-act
§ Multi-bid process of 18 vendors, ranked #2 overall (#1 amongst US-based vendors)
§ Awarded the Facility Assessment and Planning contract in March 2021 along with 5 other vendors
§ City of Huntington Beach is a member of this coop
§ Recent agencies who used this coop include City of Modesto, Santa Cruz County, Orange County Public Works (CA), Viewpoint Schools (Calabasas, CA), City of Beverly Hills (CA)
Environmental Status:
This action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
Strategic Plan Goal:
Goal 6 - Infrastructure Investment, Strategy C - Conduct an assessment of all City facilities to determine priorities for upgrades and repairs, implementation and financial priority.
For details, visit www.huntingtonbeachca.gov/strategicplan.
Attachment(s):
1. Gordian Proposal
2. Gordian Scope of Work
3. Draft Service Agreement
4. Sourcewell Contract for RFP #020421
5. Project Presentation
6. Certificate of Insurance