City of Culver City, California
Agenda Item Report
Meeting Date: 8/6/12 Item Number: C-6
CITY COUNCIL AGENDA ITEM: Approval of on-call Professional Services
Agreements with Associated Soils Engineering, Inc., Geo-Environmental, Inc.,
Kling Consulting Group, Inc., LaBelle-Marvin, Inc., Ninyo and Moore Consultants,
Southwest Geotechnical, Inc., and Terracon Consultants, Inc. for Geotechnical
Engineering and Material Testing Services.
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [ ] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (8/01/12). Associated Soils
Engineering, Inc., Geo-Environmental , Inc., Kling Consulting Group, Inc., LaBelle-Marvin,
Inc., Ninyo and Moore Consultants, Southwest Geotechnical, Inc., and Terracon
Consultants, Inc. by e-mail on (8/1/12).
Department Approval:
Charles D. Herbertson (07/24/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/31/12)
Chief Financial Officer Approval:
Jeff Muir (08/01/12)
City Manager Approval:
John M. Nachbar (08/01/12)
RECOMMENDATION:
Staff recommends the City Council approve on-call professional services
agreements with Associated Soils Engineering, Inc., Geo-Environmental , Inc., Kling
Consulting Group, Inc., LaBelle-Marvin, Inc., Ninyo and Moore Consultants,
Southwest Geotechnical, Inc., and Terracon Consultants, Inc. for geotechnical
engineering and materials testing services on an as-needed basis to support the
City’s Capital Improvement Program with all proposed agreements with terms
expiring on June 30, 2015 and in amounts not to exceed the total amounts budgeted
for the respective capital projects .
BACKGROUND:
The Public Works Department/Engineering Division is responsible for the
management of the citywide capital improvement program. With these work
responsibilities along with a capital improvement project workload in the millions of
dollars, it is necessary to augment Engineering Division staff with consultants to
provide the specific technical knowledge and services to ensure that projects are
effectively designed and properly constructed in conformance with specifications and
standards.
To address this need, the City has previously entered into multi-year contracts with
geotechnical civil engineering firms to provide geotechnical engineering and
materials testing services support to the capital improvement program. On April 13, City of Culver City, California
Agenda Item Report
2009, the City Council approved professional services agreements with seven
geotechnical and material testing firms. The consulting firms successfully provided
material testing services on many of the capital improvement projects in fiscal years
2009 through 2012. Their contracts expired on June 30, 2012.
DISCUSSION:
In July 2012, a request for a Statement of Qualification (SOQ) for geotechnical
engineering and material testing was mailed to seven (7) civil engineering firms. All
seven (7) firms responded, and staff reviewed and evaluated each of the firm’s SOQ
using the following criteria:
• Qualifications, experience, education, and technical training of personnel
proposed to provide the required services
• The experience and record of success on comparable capital projects (sewer,
street, and streetlight improvements)
• Fee schedule for the firm’s personnel
After the evaluation of each SOQ, staff is recommending awarding on-call
professional services contracts to all seven (7) firms. Staff is recommending that six
(6) geotechnical firms that had contracts and worked on various projects with the
City, Associated Soils Engineering, Inc., Geo-Environmental , Inc., Kling Consulting
Group, Inc., Ninyo and Moore Consultants, Southwest Geotechnical, Inc., and
Terracon Consultants, Inc. be approved again so they can continue to provide
proposals and support to staff for the City’s capital improvement program. Based on
the review of the statement of qualifications, Staff is recommending LaBelle-Marvin
Inc. be approved to support the City’s capital improvement program.
In order to ensure that a competitive process is still in place, these firms (divided in
two alternating subgroups) will receive a request for proposal for capital projects that
need geotechnical engineering or construction material testing. Each proposal will
then be reviewed based on the proposed services and cost, and one firm can be
selected (not necessarily based on low bid) and approved administratively by the
Public Works Director/City Engineer. Having this process will ensure that services
and costs are efficient and in the best interests of the City.
These consulting firms will be required to provide errors and omission and liability
insurances at $1 million each. The City retains the right to terminate these
agreements upon thirty days’ notice at any time during the term of agreements.
Also, the City will have the right to contract with other consultants when it is in the
City’s best interest.
City of Culver City, California
Agenda Item Report
The statements of qualifications from all seven firms are available at the Engineering
Division’s offices upon request.
FISCAL ANALYSIS:
The consultants would be paid for their services using funds already set aside for
engineering costs within the approved capital project budgets of each capital project.
MOTIONS:
That the City Council:
1) Approve on-call professional services agreements with Associated Soils
Engineering, Inc., Geo-Environmental , Inc., Kling Consulting Group, Inc.,
LaBelle-Marvin, Inc., Ninyo and Moore Consultants, Southwest Geotechnical,
Inc., and Terracon Consultants, Inc. for Geotechnical Engineering and
Material Testing Services all expiring on June 30, 2015 for amounts not to
exceed the total amount budgeted in the respective capital projects; and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.