City Council Agenda Report
TO: Mayor Clauzel and Members of the City Council
FROM: Ken Irwin, City Manager
BY: Fernando Ulloa, City Engineer
MEETING DATE: February 20, 2024
ITEM NO: 6.6
SUBJECT: Adopt Resolution No. 2024-04, Approving a Retainer Agreement for Construction Inspection Services with Cecil & Cecil Enterprises, Inc., Consolidated CM, Inc., and Ghirardelli Associates, Inc. for a term of three years, and Authorizing the City Manager to Execute the Agreement.
RECOMMENDATION
Motion to Adopt Resolution No. 2024-04, Approving a Retainer Agreement for Construction Inspection Services with Cecil & Cecil Enterprises, Inc., Consolidated CM, Inc., and Ghirardelli Associates, Inc. for a term of three years, and Authorizing the City Manager to Execute the Agreement.
BACKGROUND
A vital part of the Engineering Services Department is to conduct the necessary construction inspections for all new commercial, industrial, residential development, and city capital program (CIP) projects as it relates to civil improvements for offsite and onsite. The Engineering Department only provides minimal inspection services due to limited staffing, therefore, it is necessary to contract for Construction Inspection Services for construction projects throughout the year.
Typical construction inspection responsibilities are, but not limited to the following:
· Prepares Daily Reports for all construction activity, and obtains and/or documents all material tags during construction;
· Assures that the overall Quality Assurance/Quality Control (QA/QC) is implemented in a manner consisted with the City’s Quality Assurance Plan (QAP) and/or projects’ Special Provisions;
· Works in close coordination with Material Testing personnel, and maintain testing records;
· Assure that the Contractor’s construction operations are being conducted in a safe manner in accordance to the project’s Traffic Control Plan and CAL-OSHA Construction Safety Order;
· Administers the project to assure all elements of construction are furnished, installed and constructed in accordance with the project Plans, Specifications, Caltrans Standard Specifications, and City Standards;
· Create and maintain well-organized construction records and files.
ANALYSIS
The Request for Qualifications (RFQ) was posted on December 15, 2023 and three (3) firms submitted their qualification proposals by the January 11, 2024 deadline. The proposals were thoroughly reviewed using the categories of professional qualifications, experience with similar type of work, staff competence/abilities, accessibility, responsiveness and RFQ quality.
Therefore, City Staff is recommending the following firms for a Retainer Agreement for Construction Inspection Services:
Company
Cecil & Cecil Enterprises, Inc.
Consolidated CM, Inc.
Ghirardelli Associates, Inc
Based on the number of projects upcoming, it is recommended to contract with the three firms listed above.
For each project, a preliminary scope will be sent to the three firms selected. The individual firm would then submit a scope, schedule, and price for the individual project. The City Engineer will make the final determination for each project and execute an amendment to the Retainer agreement to include the specific project. Each amendment will follow City guidelines for approval, contingent on the price associated with each individual project.
The agreements are for a three-year term, with options to extend for two additional one-year terms.
FISCAL IMPACT
The actual encumbrance will be issued via purchase order for each budgeted project. These projects to be completed are listed in the Budgets for Capital Improvements.
Attachments:
1. Resolution No. 2024-04