CC MEETING: November 7, 2023
DATE: October 23, 2023
TO: Erin Rinehart, City Manager
FROM: Jonathan Wheat, P.E., Director of Engineering
Marc Guy, Assistant City Manager
Title
Consider A Resolution Authorizing The City Manager To Negotiate And Execute Professional Services Contracts With Braun Intertec Corporation; ECS Southwest, LLP; Henley-Johnston & Associates, Inc. And Terracon Consultants, Inc. For Engineering Services For Geotechnical And Material Testing In An Aggregate Amount Not To Exceed $1,000,000.00.
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BACKGROUND:
As part of nearly all construction projects the City performs, materials testing is a requirement to ensure that contract requirements are met or exceeded. These tests include compaction and densities of roadway subgrades, concrete compressive strength, pipeline trench compaction, reinforcing and structural steel inspections, etc. In limited circumstances geotechnical services may also be used for special projects such as slope stability, City facility projects or City-partnered development projects. Testing costs vary due to a number of factors, but are generally between 3% and 7% of the construction cost. With the exception of special projects, testing costs are expended through the capital account of the specific construction project.
A formal selection process was conducted, by which a request for qualifications (RFQ) was publicly advertised and firms were evaluated on criteria that included their understanding of the required services, similar project experience, personnel depth and company qualifications. Once the most qualified firms are identified by staff and approved by City Council, contract rates for various services and personnel are negotiated and a maximum contract amount is established for each firm. Services are then rendered as required for each specific project through an ‘indefinite delivery contract’. In previous programs, the City has selected four testing firms to provide all related services within the Council-authorized amount over an approximately two year period.
For the 2024-2026 program, thirteen firms submitted statements of qualifications and were evaluated based on the established criteria. After assessment by staff, it was determined that selecting four firms will continue to adequately serve the City’s CIP program over the coming years, and not only allow for an increased workload but offer the ability to provide higher levels of specialized testing and inspections such as building commissioning, roof inspections, etc. Braun Intertec Corporation, ECS Southwest, Henley-Johnston & Associates and Terracon Consultants were deemed to be the best qualified for the services identified.
FINANCIAL IMPLICATIONS:
There are no direct financial implications associated with the approval of this agenda item. Services will be provided as a work order on a project-by-project basis. Funding for these services will come from the respective capital project budget.
Staff is proposing an approximately two-year term for this contract, with a total amount not to exceed $1,000,000.00. Fees will be split equitably between the four firms based on individual firm capabilities, variability in project size and scope requirements.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project will support the City Council’s strategic objectives and vision of building a community that families and businesses want to call home by:
• Ensuring construction provided to the City meets project requirements.
• Reducing issues concerning Maintenance Bonds by reducing the potential use of substandard materials.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends City Council approval of a resolution authorizing the City Manager to enter into a professional services contract for geotechnical and materials testing services with Braun Intertec Corporation, ECS Southwest, Henley-Johnston & Associates and Terracon Consultants for a total maximum fee not to exceed $1,000,000.00.