REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Sean Crumby, Director of Public Works
PREPARED BY: Keegan Olds, Contract Administrator
Subject:
title
Approve and authorize execution of three (3) Professional Services Contracts for On-Call Materials Testing and Engineering Services with AESCO, Inc., Leighton Consulting, Inc., and Ninyo & Moore Geotechnical & Environmental Sciences Consultants
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Statement of Issue:
The Public Works Department requires professional materials testing, inspection, and engineering services on an on-call or as-needed basis to support staff for State and Federally funded capital improvement projects, which are identified in the annual Capital Improvement Program (CIP). As such, Public Works advertised a Request for Proposals (RFP), based on federal procurement requirements, for these services and recommends awarding 3 Professional Services Contracts for on-call materials testing and engineering services.
Financial Impact:
The City’s adopted Fiscal Year (FY) 2022/23 CIP Budget totals $59.7 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.
As such, no additional funding is required by this action. The three (3) recommended materials testing and inspection contracts, totaling $1.8 million, will be funded within each project’s individual CIP budget, as needed. Additionally, materials testing and inspection services provided under these contracts will be reimbursable through State and Federal funding.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute a $600,000 “Professional Services Contract Between the City of Huntington Beach and AESCO, Inc. for On-Call Materials Testing and Engineering Services;” and,
B) Approve and authorize the Mayor and City Clerk to execute a $600,000 “Professional Services Contract Between the City of Huntington Beach and Leighton Consulting, Inc. for On-Call Materials Testing and Engineering Services;” and,
C) Approve and authorize the Mayor and City Clerk to execute a $600,000 “Professional Services Contract Between the City of Huntington Beach and Ninyo & Moore Geotechnical & Environmental Sciences Consultants for On-Call Materials Testing and Engineering Services.”
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Alternative Action(s):
Do not approve the professional services contracts. However, please note that staffing levels and specialized expertise are limited and necessitate additional outside support to complete the budgeted CIPs. The impacts to not having approved and active on-call contracts that are readily available include:
• Each project would be required to advertise individual Requests for Proposals to procure support, which would require additional time and staff hours to complete.
• When projects have funding that originate from specialized sources (most commonly Federal and State sources), there may be additional procurement requirements placed onto the City tied to those specialized sources.
Procuring individual contracts for each capital project and complying with federal/state requirements for every individual project will add staff hours, cost, and time to deliver projects.
Analysis:
In order to have the ability to obtain reimbursement on federally funded project consultants must be procured using the federal process, which differs from the City normal procurement process and involves Caltrans approval. Therefore, on February 7th, 2022 the City advertised a Request for Qualifications (RFQ) for On-Call Engineering Services featuring 5 sub-categories: Construction Management and Inspection, Material Testing and Inspection, Architectural Engineering, Civil Engineering, and Environmental Engineering. Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington Beach Municipal Code. Eleven (11) proposals were received for the Materials Testing and Inspection sub-category. 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 then evaluated and ranked by the review board. The top three (3) firms were selected in the Materials Testing category to increase opportunity for competitive proposals for future projects from qualified on-call consultants.
The three (3) contracts recommended in this Request for Council Action (RCA) are for support staff for the construction of a wide variety of State and Federally-funded 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 contract services are necessary.
The City’s FY 2022/23 CIP totals $59.7 million in new projects. Typical design and construction support cost from the use of consultants on a CIP project can vary between ten to twenty percent (10 -20%) of total costs for a CIP project. Therefore, it is practical to conservatively assume minimum annual construction consultant costs would be around $9 million to the City for total CIP projects or approximately $27 million over the next three (3) years.
Professional materials testing, engineering, and inspection services are typically required for most CIP projects, including streets and transportation, water, sewer, stormwater, parks and beaches, and facility improvement projects. Therefore, these consultants were selected to meet projected State and Federally-funded project workload over the next three years with a total contract limit of $1.8 million. The proposed contract amounts are a not-to-exceed amount for a three-year term, with no guarantee of work. Funding for any and all of these contract services is only through City Council authorization in the budget approval process.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Professional Services Contract between the City of Huntington beach and AESCO, Inc. for On-Call Materials Testing and Engineering Services
2. Professional Services Contract between the City of Huntington beach and Leighton Consulting, Inc. for On-Call Materials Testing and Engineering Services
3. Professional Services Contract between the City of Huntington beach and Ninyo & Moore Geotechnical & Environmental Sciences Consultants for On-Call Material Testing and Engineering Services
4. Professional Services Award Analysis
5. Professional Services Contracts Presentation