Department:
Prepared By:
Subject:
AGENDA REPORT
SAN CLEMENTE CITY COUNCIL MEETING
Meeting Date: September 17, 2019
Public Works / Engineering Division
Amir K. llkhanipour, Senior Civil Engineer
Agenda Item� G
Approvals:
City Manager �
Dept.
Attorney
Head-C---
Finance�
APPROVAL OF PROFESSIONAL SERVICES AGREEMENTS WITH LGC GEOTECHNICAL, INC., GEO-LOGIC ASSOCIATES, INC., AND NINYO & MOORE GEOTECHNICAL & ENVIRONMENTAL SCIENCE CONSULTANTS FOR AS-NEEDED GEO TECHNICAL AND RELATED SERVICES.
Fiscal Impact: Yes. When work is authorized under these agreements, it will be funded from approved capital improvement project budgets.
Summary: The City's Capital Improvement Program includes a broad range of utilities, civil and transportation engineering projects of varying scale and complexity. The majority of these projects need geotechnical and related testing services. To more effectively and efficiently meet this demand for such services, staff recommends City Council's approval of Professional Services Agreements with LGC Geotechnical, Inc., Geologic Associates, Inc., and Ninyo & Moore Geotechnical & Environmental Science Consultants for As-Needed Geotechnical and Related Services.
Background: A Request for Qualifications (Attachment No. 1) was posted on the PlanetBids website to receive statements of qualifications from consultants. On April 22, 2019, eleven statements of qualifications were received. Consultant qualifications were evaluated, scored, and ranked based upon criteria in the Request for Qualifications. Based on the firms' experience, familiarity with the City, staff resources, and record of success on similar types of work, staff recommends approval of as-needed agreements with LGC Geotechnical, Inc., Geo-Logic Associates, Inc., and Ninyo & Moore Geotechnical & Environmental Science Consultants. The proposed scope of work will vary depending on the project type, scale, and complexity.
Typically, when there is a project that requires geotechnical investigation and testing services, staff issues a Request for Proposals (RFP) to hire a consultant. This process is staff intensive and approval of individual Professional Services Agreements can take several months from issuance of the RFP to City Council approval and subsequent execution of contract. To more effectively and efficiently meet this demand for the geotechnical and testing services, staff recommends City Council's approval of three as-needed Professional Services Agreements. This will provide the City with three consultants, selected through a single Request for Qualifications process, which could be quickly engaged for support on budgeted projects if needed.
Public Works Agenda Report
9-17-19 / 6G-1
Attachment 4
Agenda Report
• Recommended
Page2
( These as-needed agreements would work similar to other as-needed agreements the City Council has previously approved. If support services are needed, staff will request letter proposals from at least two of the consultants that have specific expertise for the services needed. The letter proposals will provide the consultant's recommended scope of work, project team, and proposed fee. This information will be used to determine which consultant is most qualified for the specific project support request.
Staff will present a recommendation to the Public Works Director/City Engineer for approval before proceeding with any consultant support services. Such recommendation will include the recommended consultant, proposed scope of work and fee, and verification that there are funds available in the approved budget for the proposed expenditure. Staff recommends that the City Council approve and authorize the Public Works Director/City Engineer to sign and execute As-Needed Geotechnical and Related Services task authorizations for up to $200,000 per fiscal year, provided that these authorizations can only be funded from budgeted projects that have already been approved by the City Council. This is consistent with the current practice approved by the City Council on January 15, 2019 (Attachment No. 2), to retain consultants for as-needed civil/transportation engineering services.
Each of the recommended as-needed agreements would be for a three-year term with two additional annual renewals at the City Manager's discretion. The agreements include the Consultants' proposed fee rates, which may be adjusted annually based on the regional Consumer Price Index. The total amount for each agreement will depend on the amount of tasks approved for each consultant. Since these are asneeded agreements, there is no guarantee that specific work will be requested or approved for any of the consultants.
Action: STAFF RECOMMENDS THAT the City Council:
1. Approve and authorize the City Manager to execute a Professional Services Agreement with LGC Geotechnical, Inc. (Attachment No. 3) for As-Needed Geotechnical and Related Services;
2. Approve and authorize the City Manager to execute a Professional Services Agreement with Geo-Logic Associates, Inc. (Attachment No. 4) for As-Needed Geotechnical and Related Services;
3. Approve and authorize the City Manager to execute a Professional Services Agreement with Ninyo & Moore Geotechnical & Environmental Science Consultants (Attachment No. 5) for As-Needed Geotechnical and Related Services; and
4. Approve and authorize the Public Works Director/City Engineer to sign and execute As-Needed Geotechnical and Related Services task authorizations under the approved master agreements, not to expeed $200,000 total per fiscal year for each master consultant agreement and provided funds are available in prior City Council approved project budgets.
9-17-19 / 6G-2
Agenda Report Page 3
Attachments: 1. Request for Qualifications
2. Staff Report dated January 15, 2019
3. Professional Services Agreement with LGC Geotechnical, Inc.
4. Professional Services Agreement with Geo-Logic Associates, Inc.
5. Professional Services Agreement with Ninyo & Moore Geotechnical & Environmental Science Consultants
Notification: None.
s:\ccl\engineerlng\secure\admln\2019\9-17-19\9-17-19-5r.docx 9-17-19 / 6G-3