CC MEETING: March 5, 2019
DATE: February 25, 2019
TO: Erin Rinehart, City Manager
FROM: Cesar J. Molina, Jr., P.E., Director of Engineering
Title
Consider A Resolution Authorizing The City Manager To Negotiate And Execute Professional Services Contracts With Terracon Consultants, Inc., ECS Southwest, LLP, Henley-Johnson And Associates, Inc., And Intertek-PSL, Inc. For Engineering Services For Geotechnical And Materials Testing Associated With Capital Improvement Projects For A Not To Exceed Maximum Fee Of $500,000.00.
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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, smaller city facility projects or city-partnered development projects. Testing costs vary due to a number of factors, but generally run between 1% and 5% of the total construction costs. With the exception of special projects, testing costs are expended through the capital account for the specific 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 understanding of required services, similar project experience, personnel depth, and company qualifications. Once the most qualified firms are identified by staff and approved by 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 in what is known as an indefinite delivery contract. In previous programs, the City has selected two testing firms to provide all related services within the Council-authorized amount over an approximate two year period.
For the 2019-2021 program, fourteen firms submitted statements of qualifications. Three firms failed to meet submittal requirements, and eleven were evaluated based on established criteria. After assessment by staff, it was determined that selecting four firms would better serve the city’s CIP program over the coming years, and not only allow for an increased workload, but lend the ability to provide higher levels of specialized testing and inspections such as building commissioning, roof inspections, etc. Terracon Consultants, Inc., ECS Southwest, LLP, Henley-Johnston and Associates, Inc., and Intertek-PSI, Inc. 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 recommending a cumulative not-to-exceed amount of $500,000.00 for all contracts. 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 that 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 approve a resolution authorizing the City Manager to enter into a professional services agreement for geotechnical and materials testing services with Terracon Consultants, Inc., ECS Southwest, LLP, Henley-Johnston and Associates, Inc., and Intertek-PSI, Inc. for a total maximum fee of $500,000.00.