DATE: July 5, 2022
TO: Mayor & City Council
FROM: Director of Public Works
SUBJECT Adopt A Resolution Authorizing the City Manager to Negotiate and Execute Professional Services Agreements with Consolidated Engineering Labs, Signet Testing Labs, and Apex Testing Laboratories in an Amount Not-to-Exceed $200,000 Annually Per Firm for Three Years for On-Call Material Testing and Special Inspection Services
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with Consolidated Engineering Labs, Signet Testing Labs, and Apex Testing Laboratories for on-call material testing and special inspection services for three years in an annual amount not-to-exceed $200,000 per firm and $300,000 for all three firms, and a total combined not-to-exceed amount of $900,000 for all three contracts.
SUMMARY
The Department of Public Works & Utilities (Department) routinely procures services for required material testing and special inspections on all City-sponsored projects since the City does not have material testing laboratories or personnel to perform this work in-house. Materials testing and special inspections are required on all capital improvement projects to ensure that the materials used meet project specifications.
BACKGROUND
In July 2016 and March 2019, the Council approved on-call material testing and special inspection agreements with three firms for $200,000 annually, per firm, for a period of three years through Resolutions 16-130 and 19-148, respectively. The current agreements will expire in September 2022.
In April 2022, Request for Proposals (RFP) No. 2219-031722 was released.
DISCUSSION
The Department’s Construction Inspection team is responsible for overseeing the construction of Capital Improvement Projects (CIP). These projects include all City streets, sidewalks, streetlights and traffic signals, storm drains, sanitary sewers, domestic water, recycled water, the water pollution control facility, airport runways, and City-owned building projects. Material testing and special inspections are required on these projects to ensure that the materials used meet project specifications.
Additionally, these projects often require specialty inspectors to observe some of the in-place materials and workmanship. The City does not have material testing laboratories or personnel to perform this type of work internally. Material testing and specialty inspections will be performed only as required to deliver projects in compliance to codes and specifications. These services will be paid for from CIP budgets.
In response to the RFP, six (6) firms submitted proposals. Staff determined three firms - Consolidated Engineering Labs, Signet Testing Labs, and Apex Testing Laboratories - to be the most qualified for the services needed based on their laboratory credentials and staff experience in providing similar services to other public agencies along with competitive rates.
Staff recommends a PSA with each firm for a not-to-exceed amount of $200,000 annually, for a three-year period, with a total yearly expense not-to-exceed $300,000 or a total three-year expense not-to-exceed $900,000.
ECONOMIC IMPACT
Timely materials testing services for City projects ensures public safety and fosters economic activity. For example, materials testing on public improvement projects, like annual pavement rehabilitation and sidewalk installations, verifies the materials used are compliant with approved specifications and codes for public safety. In addition, special inspection services on buildings, such as inspecting the structural concrete reinforcement in the new Fire Station 6, would ensure the integrity of the building and keep employees, residents, and visitors safe.
FISCAL IMPACT
There will be no impact to the General Fund. The funding for these services, a total of $900,000 over three years, will come from previously approved budgets allocated for material testing and special inspections for projects within the adopted CIP.
STRATEGIC ROADWAY
This is a routine operational item and does not relate to the Council’s strategic initiatives.
SUSTAINABILITY FEATURES
There are no sustainability features associated with this item.
PUBLIC CONTACT
There is no public contact associated with this item. However, the RFP was made public through the City’s website in April 2022.
NEXT STEPS
If Council approves, the City Manager will execute three individual three-year PSAs with each firm.
Prepared by: Kathy Garcia, Deputy Director of Public Works Jason Whipple, Supervising Construction Inspector
Recommended by: Alex Ameri, Director of Public Works
Approved by:
Kelly McAdoo, City Manager
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