HomeMy WebLinkAboutStaff Report 3.H 06/20/2016DATE: June 20, 2016
Agenda Item #3.H
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Da t , ASCE —Director, Public Works and Utilities
Larry immer, P.E. — Capital Improvements Division Manager
SUBJECT: Resolution Authorizing the City Manager to Execute Amendment No. 1 to the
Professional Services Agreement for On -Call Geotechnical and Material Testing
Services
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Approving and
Authorizing the City Manager to Execute Amendment No. 1 to a Professional Services
Agreement for On -Call Geotechnical and Material Testing Services.
BACKGROUND
The primary step for the detailed design of most capital improvement projects (CIP) is to obtain
geotechnical investigations and site geologic reports for the project. During construction, the
geotechnical firm used in design is normally retained to perform materials and compaction
testing of trench bedding and backfill, and testing and observation of pavement installation.
Services include field sampling, laboratory compression testing of concrete and other field-
testing as required by the City and the State. Before 2014, the City acquired geotechnical and
material testing services separately on each project, which led to inefficiencies and typically
higher costs compared with hiring a single firm for all the City's projects. By hiring a single
consultant for all City projects, staff reduces the number and achieves an economy of scale by
combining minor scopes of work for each project into a single contract.
On June 9, 2014, the Public Works and Utilities (PW&U) Department prepared a Request for
Proposal (RFP) for on-call geotechnical and material testing services. Seven consulting firms
submitted proposals and after staff consideration, reference checks and a detailed review of the
proposals, Consolidated Engineering Laboratories (CEL) was chosen as the best firm to perform
the services that the PW&U required. CEL has performed well since then by effectively handling
the geotechnical and material testing service needs for all of the City's capital projects.
On December 1, 2014, the City Council authorized the City Manager to execute a Professional
Services Agreement (PSA) with CEL in the amount of $100,000 and terminating on December
31, 2015
DISCUSSION
During the term of the PSA with Consolidated Engineering Laboratories (CEL), they have
performed geotechnical investigations, soil sampling, materials testing, laboratory analysis and
preparation of design criteria and geotechnical reports for the following projects:
C66501002 Victoria Lift Station Upgrade
C66501306 Ellis Creek Headworks Screen
C14501403 East Washington Multi -Use Path
C66666666 Ellis Creek Bridge
067501406 Water Services Replacement
C67401003 East Washington Water Main Replacement
Having CEL as an on-call consultant for materials testing and geotechnical investigations has
greatly assisted the public works department in its ability to manage projects successfully and
assure quality construction of its capital improvement projects. Their performance has been
satisfactory and their costs are reasonable.
The FY 15/16 and FY 16/17 CIP budgets have numerous capital improvement projects that
require materials testing and geotechnical investigations. The current PSA with CEL has
reached its limit on both budget and term. To meet the needs of future CIP projects, the contract
budget should be increased by $200,000. The reasons for increasing the contract amount are
two -fold: the number of projects and inclusion of projects that require night work. Testing
services at night are costly due to the slow space of construction and the corresponding increase
in the amount of days that require testing. The Petaluma Boulevard Water Main Replacement
Project night work, beginning this summer, has an estimated cost for materials testing services
over $100,000 alone. It is recommended that the PSA with CEL be amended so that the "Not to
Exceed Amounted" be increased by $200,000 for a total "Not to Exceed Amount" of $300,000,
and termination date be changed to June 30, 2017. The proposed Amendment No.I is included as
an attachment to this staff report.
CEL's engineering services will be performed on a time and materials basis, not to exceed a total
of $200,000 for the following projects:
C66401301 Brown's Lane Recycled Water Main Replacement
C66501501 Copeland Lift Station Rehabilitation Project
C66501633 Recycled Water Main Extension — Oakmead Business Park Phase 1
C67501304 Petaluma Boulevard Water Main Replacement
C14101605 Wiseman Park Pathway Rehabilitation Project
000500101 Paula Lane Tank Rehabilitation Project
C66501314 Ellis Creek Solids Handling Upgrades
C66401626 Sewer Main Replacement 2016-2017
Due to the nature of On -Call services, the projects listed are the projects currently anticipated to
need geotechnical and material testing services, but other capital improvement projects may
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require similar services and can benefit from the same contract. The cost for geotechnical
services and materials testing is included in each individual project budget.
FINANCIAL IMPACTS
The cost of these services is budgeted in the CIP for each of the projects that require
geotechnical and materials testing services.
ATTACHMENTS
1. Resolution
2. Amendment No. 1
Attachment 1
RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT
FOR ON-CALL GEOTECHNICAL AND MATERIAL TESTING SERVICES
WHEREAS, Capital Improvement Projects require the use of Geotechnical and Material
Testing to prepare geotechnical recommendations for design and provide material testing
services during construction, and staff requires the services of a qualified professional
Geotechnical and Material Testing firm for on-call services; and
WHEREAS, the City of Petaluma circulated a Request for Proposals on September 8,
2014 and seven proposals were received; and
WHEREAS, the proposals were reviewed and evaluated and Consolidated Engineering
Laboratories of Windsor was selected as the consultant for the project; and
WHEREAS, on December 1, 2014 City Council Authorized the City Manager to execute
a Professional Services Agreement for On -Call Geotechnical and Materials Testing Services
with Consolidated Engineering Laboratories (CEL) in the amount not to exceed $100,000; and
WHEREAS, CEL has performed the requisite services satisfactorily and economically;
and
WHEREAS, staff recommends the City execute Amendment No. 1 to the professional
services agreement with Consolidated Engineering Laboratories for on-call Geotechnical and
Material Testing services in order to complete construction plans and provide material testing
during construction for various capital improvement projects.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby:
1. Approves and authorizes the City Manager to execute the attached Amendment
No. 1 to the Professional Services Agreement for On -Call Geotechnical and
Material Testing services with Consolidated Engineering Laboratories in the
amount not to exceed $300,000, and extend the termination date to June 30, 2017.
0
Exhibit A to Resolution
AMENDMENT NO. l
TO PROFESSIONAL SERVICES AGREEMENT FOR
On -Call Geotechnical Engineering, Materials Testing, and Inspection Services 2014/2015
THE AGREEMENT entered into and effective as of December 29, 2014, by and between the
City of Petaluma, a municipal corporation and a charter city (hereinafter referred to as "City")
and Consolidated Engineering Laboratories, (hereinafter referred to as "Consultant") is hereby
amended as follows:
The "Not -to -Exceed Amount" specified in Section 2.A is amended as follows:
Original Agreement Amount $ 100,000.00
Amendment No. 1 $ 200,000.00
Total Not -to -Exceed Amount $ 300,000.00
2, Term. The tern of this Agreement commences on the Effective Date, and terminates on
June 30, 2017, unless sooner terminated in accordance with Section 4. Upon termination,
any and all of the City's documents or materials provided to Consultant and any and all of
the documents or materials prepared for City or relating to the performance of the Services,
shall be delivered to the City as soon as possible, but not later than fourteen (14) days after
termination of the Agreement.
IN WITNESS WHEREOF, the patties hereto have executed this document the day of
, 20
CITY OF PETALUMA
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED:
Department Director
CONSULTANT
By 4
Sig tore
Gary M. Cappa, CEO
Name and Title
2001 Crow Canyon Road, Ste 100
Address
San Ramon CA 94583
City State Zip
94-2988193
Taxpayer I.D. Number
L-0951283
Petaluma Business Tax Certificate Nturiber
Amendment To Professional Services Agreement (Cost-Torni5
March 2013
APPROVED:
Risk Manager
APPROVED:
Finance Director
file name,:
Amendment To Professional Services Agreomew (Cost -Tenn) 6
)March 2013