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Agenda Item 28.
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| City Council Meeting |
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| Subject: |
| Professional Services Agreements for Annual As-Needed Construction Materials & Soils Testing Services for Various Capital Improvement Projects |
| RECOMMENDATION |
- Approve Professional Service Agreements between City of Brea and Koury Engineering, United-Heider, Leighton and Harrington for As-Needed Construction Materials and Soils Testing Services in the annual amount not-to-exceed $50,000 per year per for a term of one (1) year with three optional one (1) year extensions; and
- Authorize the City Manager to approve any optional contract extensions.
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| BACKGROUND/DISCUSSION |
The City of Brea has a seven year Capital Improvement Program (CIP) that includes rehabilitation of arterial highways; residential streets and alley ways; replacement of undersized and deteriorated sewer and water lines; installation of traffic enhancements; and rehabilitation of City-owned facilities. The CIP also includes the largest Public Works project ever undertaken by the City, which is the State Route 57/Lambert Interchange Project. For the next four fiscal years, the average annual CIP budget will be approximately $16 million.
As mentioned at the April 16, 2019 City Council Study Session, the Public Works Engineering Division uses as-needed professional services contracts to efficiently and effectively deliver CIP projects. Within the next four years, staff estimates that approximately $200,000 per year of construction materials and soil testing services will be needed in order to deliver the projects currently in the approved CIP, which is approximately 1.25% of the average annual CIP budget.
Since the existing Professional Service Agreements (PSA’s) that are with a number of engineering firms to provide Construction Materials and Soils Testing Services, expired in July 1, 2015, staff issued a Request for Proposals (RFP) for these services. The intent of the RFP was to select four firms that can provide these services on various CIP projects over the next four years. The City administers several design and construction projects simultaneously, thus, it would be prudent to maintain multiple on-call contract vendors that would be qualified and available to provide these services.
On September 4, 2019 proposals were received from the following six (6) firms:
- MTGL
- Koury Engineering
- United-Heider
- Leighton
- Harrington
- American Geotech
The proposals were reviewed and evaluated based on the firm's relevant experience, qualifications of proposed project team members, scope of services provided, experience in federally funded projects and cost effectiveness.
Based on the above criteria, Harrington Geotechnical Engineering, Inc., Koury Engineering & Testing, Inc., Leighton Consulting, Inc. and United-Heider Inspection Group were selected as the top four firms. All four firms have extensive experience with the requested services working for state and local agencies. They have successfully completed their projects on schedule and within budget.
Staff is recommending that the City Council approve Professional Service Agreements with these four firms in the amount not-to-exceed $50,000 per firm, per year. The four agreements combined represent the possibility to expend a total of $200,000 dollars per year. Each agreement includes a provision that the City has the option to extend the agreement under the same terms and conditions for up to three (3) additional one (1) year terms for a total of four (4) years. If all of the possible extensions are approved over the next three years, the total possible fee for all four agreements combined would be $800,000. No rate increases shall occur without City Council approval. |
| COMMISSION/COMMITTEE RECOMMENDATION |
| The Finance Committee reviewed staff’s recommendation at their January 14, 2020 meeting and recommended to proceed. |
| FISCAL IMPACT/SUMMARY |
All costs for the Construction Materials and Soils Testing Services phase of projects are included in the approved budgets for each project in the CIP. No rate increases shall be authorized without City Council approval.
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| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Warren Coleman, Senior Management Analyst
Concurrence: Michael Ho, P.E., Deputy Director of Public Works / City Engineer
Tony Olmos, P.E., Director of Public Works
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