Public Works Agency
www.santa-ana.org/public-works
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 21, 2023
TOPIC: Agreements for On-Call Geotechnical Engineering Services
AGENDA TITLE
Approve Agreements with Earth Mechanics, Inc., Geocon West, Inc., Kleinfelder, Inc., Leighton Consulting, Inc., and Ninyo & Moore Geotechnical and Environmental Sciences Consultants for On-Call Geotechnical Engineering Services dba Ninyo & Moore in an Aggregate Amount Not to Exceed $2,000,000, for Up to a Five-Year Term (General Fund and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with Earth Mechanics, Inc., Geocon West, Inc., Kleinfelder, Inc., Leighton Consulting, Inc., and Ninyo & Moore Geotechnical and Environmental Sciences Consultants to provide on-call geotechnical engineering services for a shared aggregate amount not to exceed $2,000,000, for a three-year term beginning November 21, 2023 and expiring on November 20, 2026, with the provision for one two-year extension, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On August 2, 2023, the Public Works Agency (PWA) released Request for Proposal (RFP) No. 23-123 to select five consultants to provide on-call geotechnical engineering services on an as-needed or on-call basis for the City of Santa Ana’s PWA Construction Services division (Exhibit 1). These services are required to augment City staff efforts to complete delivery of capital improvement projects involving public works infrastructure and City facilities.
The RFP was advertised on the City’s online procurement management and publication system, PlanetBids, with electronic proposals due on August 28, 2023. Twenty-three responsive proposals were received and evaluated by a selection committee comprised of PWA staff and based on criteria outlined in the RFP, the top five consultants were selected. The following table summarizes the responding firms and their rankings:
Agreements for On-Call Geotechnical Engineering Services November 21, 2023
3 8
6 1
Firm City
Earth Mechanics, Inc. Fountain Valley, CA
Geocon West, Inc. Irvine, CA
Kleinfelder, Inc. Laguna Hills, CA
Leighton Consulting, Inc. Irvine, CA
Ninyo & Moore Geotechnical and
Environmental Sciences Consultants
Irvine, CA
Based upon the scope of work and selection criteria outlined in RFP 23-123, Staff recommends awarding on-call agreements with the top five responding firms, allowing the firms to bid on future engineering task orders (Exhibits 2-6). The selected proposals demonstrate that these firms have the necessary capacity and expertise to complete the required services. The consultant’s rates are reasonable and within industry standard, the teams’ qualifications are appropriate, and the selected proposals were determined to provide the best value for the City. Kleinfelder, Inc., Leighton Consulting, Inc., and Ninyo & Moore Geotechnical and Environmental Sciences Consultants have consistently provided quality services to the Public Works Agency in various engineering capacities. Earth Mechanics, Inc. and Geocon West, Inc. submitted proposals illustrating their extensive industry experience and ability to assist City Staff with capital project delivery.
FISCAL IMPACT
There is no fiscal impact at this time. The Public Works Agency will follow the established on-call services process during the FY 2024-2027 contractual term for requesting necessary fiscal review and authorization. Prior to utilizing the on-call services for any of these future task orders, PWA staff must receive Finance and Management Services Agency approval of funding and project activities to be used to ensure funds are available under the authorization limit of $2,000,000. Upon successful completion of the fiscal review, a corresponding Notice to Proceed containing the specific scope and maximum expenditure for the task order will be issued.
Funds will be budgeted and available for expenditure for the remaining fiscal year, and carried forward for consideration in future fiscal years within the Agreement terms in the following, and various other, Public Works Contract Services-Professional Accounts:
Division Account
City Facilities License Agreement 01117605-62300
Traffic and Transportation Engineering 01117620-62300
Traffic Signal Maintenance 02917620-62300
Sanitary Sewer Enterprise 05417617-62300
Sanitary Sewer Enterprise 05517660-62300
Sanitary Sewer Enterprise 05617640-62300
Fed Clean Water Protection 05717640-62300
Agreements for On-Call Geotechnical Engineering Services November 21, 2023
3 8
6 1
Division Account
Residential Street Improvement 05817660-62300
Water Enterprise 06017645-62300
Water Enterprise 06617647-62300
Construction Engineering 08617611-62300
Design Engineering 08617612-62300
Traffic Engineering 08617620-62300
Administrative Services 10117601-62300
Development Engineering 10117605-62300
CIP Project Funding Various
Street Lights Maintenance 01117630-62300
Roadway Marking/Signs 01117625-62300
Graffiti Abatement Program 01117642-62300
Street Trees 01117643-62300
Sidewalks 01117626-62300
Environment/Sanitation 06817640-62300
Roadway Cleaning 06817641-62300
Median Landscaping 02917635-62300
Roadway Maintenance 02917660-62300
PWA Right of Way 01117622-62300
EXHIBIT(S)
1. RFP #23-123: On-Call Geotechnical Engineering Services
2. Agreement with Earth Mechanics, Inc.
3. Agreement with Geocon West, Inc.
4. Agreement with Kleinfelder, Inc.
5. Agreement with Leighton Consulting, Inc.
6. Agreement with Ninyo & Moore Geotechnical and Environmental Sciences Consultants
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Steven Mendoza, Acting City Manager