CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
4/25/2023
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH ARDURRA GROUP, INC. (AGI) FOR ENGINEERING DESIGN OF THE GUNDRY RESERVOIR ROOF REPLACEMENT AND INTERIOR COATING PROJECT (PROJECT NO.
95.23001)
Summary:
On February 9, 2023, staff issued a Request for Proposals (RFP) for Gundry Reservoir Roof Replacement and Interior Coating Design Services. The City Council will consider entering into a Professional Consultant Services Agreement with AGI for engineering design of the Gundry Reservoir Roof Replacement and Interior Coating Project (Project No. 95.23001).
Recommendations:
1. Authorize the City Manager to enter into a Professional Consultant Services Agreement with AGI for engineering design of the Gundry Reservoir Roof Replacement and Interior Coating Project (Project No. 95.23001), in a form approved by the City Attorney. The term of the agreement will terminate on June 30, 2024, with a not-to-exceed contract amount of $299,313.
2. Authorize contingencies of $29,931.30 and up to a 180-day term extension pursuant to the City’s Purchasing and Contracting Guidelines, to be utilized if approved by the Public Works Director.
Fiscal Impact:
The total cost of services to be provided by AGI is a not-to-exceed amount of $299,313. The proposed contract would utilize funds budgeted in the Engineering costs of the Project (Table 1).
CITY OF SIGNAL HILL Page 1 of 5 Printed on 4/20/2023
powered by Legistar™
4/25/2023
Strategic Plan Objective:
Goal No. 5: Ensure an enhanced quality of life for residents of the City.
Background and Analysis:
Gundry Reservoir is located on the southern portion of Reservoir Park, north of 33rd Street. The reservoir was constructed in 1929 and consists of a 5-million gallon partially buried cylindrical concrete tank (measuring 202’ diameter by 20’). Gundry Reservoir’s original roof cover from 1929 was a wood framing system that was replaced in the 1990s with a steel truss and plate system. A partial replacement of the roof cover took place in 2006 resulting in two different types of roof structures. The steel roof plate and some of the structural members have sustained corrosion over time with notable deterioration of structural steel framing members and exhaust fan penetrations. As part of the 2006 partial roof replacement, watertight coating was also applied to the interior of Gundry Reservoir.
As part of routine maintenance and ongoing water quality requirements, an inspection of the interior of the reservoir and structural members was performed in March 2022. After thorough analysis of both the interior and exterior of the reservoir, it was concluded that roof replacement and removal/reapplication of the existing watertight coating is critical to maintain water quality standards and structural integrity of the reservoir.
On February 9, 2023, staff issued a RFP for Gundry Reservoir Roof Replacement and Interior Coating Design Services via the City’s online portal (PlanetBids). Notice of the RFP was posted in accordance with Signal Hill Municipal Code Section 1.08.010 on the City’s website and at the City’s public notice locations. Responses were due on March 10, 2023. At the February 14, 2023, City Council meeting, City staff informed the City Council of the need to perform the project, and proposed an interfund loan agreement between the general fund and water enterprise fund to help finance the CITY OF SIGNAL HILL Page 2 of 5 Printed on 4/20/2023
powered by Legistar™
4/25/2023
an interfund loan agreement between the general fund and water enterprise fund to help finance the project. City Council approved the inter-fund loan agreement conditional on the inclusion of a 2.5% interest rate. The desired scope of services is described in detail in the RFP, and summarized below:
1. Design of a new roof structure and support members at Gundry Reservoir and the adjacent sand basin, including roof ventilation and access hatches and ladders;
2. Design of removal and application of new coating for the interior of Gundry Reservoir;
3. Preparation of construction plans, technical specifications, and special provisions; and;
4. Provision of engineering support during the construction phase.
In response to the RFP, the City received one (1) proposal from the following firm:
1. Ardurra Group, Inc. (AGI)
The City’s purchasing policy requires responsive proposals from at least three qualified firms, consistent with best practice for the procurement of professional services. Nineteen firms, including specialty subconsultants, downloaded the RFP via PlanetBids. In addition, City staff directly contacted several professional engineering firms to garner interest in the project. Despite these efforts, the City received one responsive proposal. The feedback received from the firms contacted revealed that most firms were unable to commit to the project due to the specialty nature of the project and their availability of qualified personnel for work on water storage tanks of such age and structure.
Evaluation Process:
The Department utilized a three-member review committee consisting of the Deputy Director of Public Works, Contract Water Superintendent, and Public Works Contracts Manager. A qualificationsbased selection process was employed to determine whether AGI possessed the qualifications, experience, stability, and personnel necessary to successfully design the project. The committee reviewed the proposal according to the following evaluation criteria:
· Qualifications of the Firm: Technical experience in performing work of a similar nature, experience working with public agencies, and strength and stability of the firm (20 points possible).
· Proposed Team and Organization: Qualifications of proposed personnel and key personnel, logic of organization, adequacy of labor commitment and resources to satisfactorily perform the requested services and meet the City's needs(20 points possible). · Commitment and Availability: Firm’s current workload and ability to demonstrate and deliver the project based on the committed resources and within the proposed defined schedule (20 points possible).
· Detailed Work Plan: Thorough understanding of the City's requirements and objectives, logic, clarity, specificity, and overall quality of work plan (25 points possible). · Defined Approach: Approach to carry out and acquire the field review data, perform the design in an efficient and effective manner, and ability to deliver quality final work product per the CITY OF SIGNAL HILL Page 3 of 5 Printed on 4/20/2023
powered by Legistar™
4/25/2023
in an efficient and effective manner, and ability to deliver quality final work product per the proposed project schedule (15 points possible).
Consultant Selection:
On March 22, 2023, the review committee interviewed AGI regarding the contents of their proposal and their technical and managerial approach to the project. Based on the results of the initial technical proposal evaluation and the interview, staff determined that AGI adequately addressed the evaluation criteria, conveyed a logical approach and methodology for the scope of services requested by the City, and demonstrated the qualifications, professional licensure, and competence necessary for the satisfactory performance of the services. During the interview, AGI personnel provided competent responses to questions, affirming its understanding of the scope of services requested by the City. Accordingly, the review committee concluded that AGI and its proposed staff and structural engineering subconsultant are qualified to provide the technical engineering services required for the design of this project. The scoring results of the evaluation committee process are as follows:
In accordance with best practice in qualifications-based selections for professional services, staff evaluated the proposed fee and negotiated adjustments to ensure completeness of the scope of services, reasonableness and competitiveness of fees, and sufficient budget. The total not-to-exceed fee of $299,313 is reasonable on the basis of the agreed upon anticipated work breakdown structure, and consistent with staff’s estimates for the scope of services requested by the City. Sufficient funds for the Gundry Reservoir Roof Replacement and Interior Coating Project are budgeted in accordance with the approved FY 2022-23 and proposed FY 2023-24 Capital Improvement Project Budget. For the reasons stated above, staff recommends award of the Professional Consulting Services Agreement to AGI for design of the project and engineering support during construction.
Upon contract award, staff will issue a Notice to Proceed to AGI to begin engineering design services. AGI will begin services in May 2023 with initial site reconnaissance, utility coordination, and evaluation of the City’s budget for construction (FY 2023-24). The scope of services also includes engineering support during the construction phase. The contract term extends to June 30, 2024, to encompass the anticipated construction duration. Final design plans for construction are estimated to be completed in August 2023. Upon completion, staff will advertise for bids for construction, which is estimated to begin in October 2023. The proposed improvements include replacement of the existing steel roof with a lighter aluminum structure for cost, maintenance, and structural purposes, which has a four (4) month lead time from contract award. The completion of construction is anticipated by Fall 2024.
CITY OF SIGNAL HILL Page 4 of 5 Printed on 4/20/2023
powered by Legistar™
4/25/2023
Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Carlo Tomaino
Attachments:
A. AGI Proposal
B. Agreement
CITY OF SIGNAL HILL Page 5 of 5 Printed on 4/20/2023
powered by Legistar™