TITLE
Recommendation to authorize City Manager to execute agreements for as-needed certified materials testing and inspection, and construction management services for Public Works infrastructure and facility projects with Kleinfelder West Inc., Ninyo and Moore Corp., Group Delta Consultants Inc., Psomas Corp., Twining Inc., Totum Corp., Ghirardelli Associates Inc., and Willdan Engineering, in an aggregate amount not to exceed $8,000,000 over a three-year term; and to execute subsequent amendments to the agreements, relative to extending the term for up to two additional one-year terms, and authorize additional services, if required, within the provisions of the agreements, all without exceeding the three-year aggregate amount. (Citywide)
DISCUSSION
In the early 1980's, the City eliminated its in-house materials testing lab and associated technician and specialty inspection classifications. Since then, the City has used professional firms on an as-needed basis to provide certified materials testing and inspection for capital projects related to building and infrastructure improvements. These as-needed services have generally included concrete, masonry, aggregates, asphalt, soils, metals, fireproofing, and environmental sampling and testing. These activities are conducted in accordance with Environmental Protection Agency (EPA) standards, Federal Highway Administration (FHWA) standards, and other general laboratory materials tests and quality control standards that require material testing and inspectors who are certified for these specialties. Additionally, as-needed inspection by professional special deputy inspectors for City facilities are now required by current building codes.
Existing as-needed contracts related to these specialized professional services have expired or will expire shortly. Since these services will be needed for projects being undertaken or planned by the Redevelopment Agency, Gas and Oil Department, Parks, Recreation and Marine Department, and the Public Works Department, a Request for Qualifications (RFQ) process was conducted in accordance with Administrative Regulation 8-4, "Selecting Professional Services," to secure these professional services.
The RFQ was advertised on August 23, 2010 for materials testing and inspection services on PlanetBids.com. 625 firms (55 local) were provided notice of the RFQ, and fourteen firms submitted proposals for consideration. A Review Committee comprised of City staff evaluated the proposals and determined that the following eight firms were best qualified to provide the necessary specialized professional services:
· Kleinfelder West Inc. (Long Beach firm)
· Ninyo and Moore Corp.
· Group Delta Consultants Inc.
· Psomas Corp.
· Twining Inc. (Long Beach firm)
· Totum Corp. (Long Beach firm)
· Ghirardelli Associates Inc. (Long Beach firm)
· Willdan Engineering
The selected firms have included, and have committed to using, small, local or disadvantaged firms on their teams, as appropriate, based on the work assigned to them by the City under these contracts. In addition, each selected firm has committed to a reduction in the normal fee rates for the first year of the contract.
It is recommended that as-needed service contracts be awarded to these firms for an aggregate amount of $8 million over a three-year period. This figure represents the average cost of these services by the City over the last three contract periods; however, it is not a guarantee of work for these firms in this amount, only an allowable contract authority should the work be needed. The recommended term of each contract is three years, with an option for up to two additional one-year terms all within the three-year aggregate total. As individual projects are identified, work orders for each project will be issued to the various firms. Each work order will be funded from the source identified for each particular project.
This matter was reviewed by Deputy City Attorney Linda Trang on December 13, 2010, and by Budget Management Officer Victoria Bell on December 14, 2010.
TIMING CONSIDERATIONS
City Council action on this matter is requested on January 4, 2011 to ensure that budgeted Capital Improvement Projects are not delayed due to required materials or specialty inspections.
FISCAL IMPACT
The $8 million being requested in contract authority is for a three-year period. This figure represents the average cost of these services by the City over the last three contract periods and is not a guarantee of work for these firms in this amount, only an allowable contract authority should the work be needed. No appropriation increase is requested at this time. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. The number of jobs created by this action is not available at this time and will depend on the funds budgeted and the work assigned to each firm over the course of the contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER