REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Travis K. Hopkins, PE, Director of Public Works
Subject:
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Approve and authorize execution of Professional Services Contracts for On Call Material Testing and Engineering Services with AESCO, Inc., Twining, Inc., and Leighton Consulting, Inc., each in an amount not to exceed $250,000
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Statement of Issue:
The Public Works Department requires on call material testing and engineering services to support staff for the design and construction of capital improvement projects, which are identified in the annual capital improvement program.
Financial Impact:
The City’s adopted FY 2018/19 Capital Improvement Programs (CIP) Budget totals $24.7 million for approved projects citywide. Each approved CIP project has a budget containing sufficient funding for design, environmental, engineering, construction, project management and other required costs. The three (3) recommended material testing and engineering service contracts have a maximum value of $750,000 over the next three years and will be funded on an as-needed basis within each project’s individual CIP budget. As such, no additional funding is required by this action.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute a $250,000 “Professional Services Contract between the City of Huntington Beach and AESCO, Inc. for On Call Material Testing and Engineering Services;” and,
B) Approve and authorize the Mayor and City Clerk to execute a $250,000 “Professional Services Contract between the City of Huntington Beach and Twining, Inc. for On Call Material Testing and Engineering Services;” and,
C) Approve and authorize the Mayor and City Clerk to execute a $250,000 “Professional Services Contract between the City of Huntington Beach and Leighton Consulting, Inc. for On Call Material Testing and Engineering Services.”
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Alternative Action(s):
Do not authorize the contracts and direct staff with an alternate action. Budgeted Capital Projects could be delayed until new contracts are approved.
Analysis:
On November 28, 2017, the City advertised a Request for Qualifications (“RFQ”) for On-Call Engineering and Professional Consulting Services. Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington Beach Municipal Code.
Fourteen (14) proposals were received for material testing and engineering services. In accordance with qualifications-based selected procurement per the Federal “Brooks Act,” State SB 419, and the City of Huntington Beach Municipal Code Section 3.03 “Professional Services”, the Public Works Department established a review board. Proposals were evaluated and ranked by a three (3) member panel review team established by the Public Works Department. The reviewers were a Senior Traffic Engineer, and two (2) Public Works Contract Administrators. After conducting the entire evaluation process, including negotiation for competitive rates, the top three (3) firms were selected to increase the opportunity for competitive proposals for future projects from qualified on-call consultants. They are AESCO, Inc., Twining, Inc., and Leighton Consulting, Inc. A summary of the evaluation sheets for the top (3) firms, and the fourth (4) firm not selected, are shown in Attachment 4.
The recommended contracts are to support staff for material testing and engineering services for various capital improvement projects. These services have historically been utilized to supplement City staff to meet annual CIP goals, as an extension of staff and/or to provide required expertise for unique projects. It is anticipated that these services will be required based on past years. Each project is evaluated on a case-by-case basis to determine if these as-needed services are necessary.
The City’s Capital Improvement Program (“CIP”) Fiscal Year 2018/19 CIP totals $24.7 million in new projects. Typical design and construction support costs from use of consultants on a CIP project can vary between ten (10) to twenty (20) percent of total costs for a CIP project. Therefore, it is practical to conservatively estimate minimum annual consultant costs would be approximately $2.4 million to the City for total CIP projects or $6 million within the next three (3) years.
Material testing and engineering services are typically required for all CIP projects, such as street improvements, traffic signal improvements, water improvements, sewer improvements, and other City infrastructure improvements. Therefore, these consultants were selected to meet the projected workload over the next three years with a total contract limit of $750,000.
This agenda item does not require Public Works Commission Action.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Enhance and maintain infrastructure
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and AESCO, Inc. for On Call Material Testing and Engineering Services.
2. Professional Services Contract between the City of Huntington Beach and Twining, Inc. for On Call Material Testing and Engineering Services.
3. Professional Services Contract between the City of Huntington Beach and Leighton Consulting, Inc. for On Call Material Testing and Engineering Services.
4. Professional Service Award Analysis for AESCO Inc., Twining, Inc., and Leighton Consulting, Inc., and Vendor #4