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APPROVE MOTION TO AUTHORIZE THE 2024 ON-CALL MATERIAL TESTING SERVICES FOR VARIOUS CITY PROJECTS
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the 2024 On-Call List of Consulting Firms for federal and local projects for a three-year period, with two one-year options to extend, for a total of up to five years.
2. Award a Professional Services Contract to Kleinfelder, Inc. of Stockton, CA, in excess of $100,000, not to exceed $500,000 cumulatively per contract, for the 2024 On-Call Material Testing Services for Various City Projects, Project No. SEB-24-001.
3. Award a Professional Services Contract to Terracon Consultants, Inc. of Lodi, CA, in excess of $100,000, not to exceed $500,000 cumulatively per contract, for the 2024 On-Call Material Testing Services for Various City Projects, Project No. SEB-24-001.
4. Award a Professional Services Contract to Universal Engineering Sciences of Stockton, CA, in excess of $100,000, not to exceed $500,000 cumulatively per contract, for the 2024 On-Call Material Testing Services for Various City Projects, Project No. SEB-24-001.
5. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
6. Authorize the City Manager to execute task orders to the Professional Services Contracts for the 2024 On-Call Material Testing Services for Various City Projects, Project No. SEB-24-001, in excess of $100,000, not to exceed $500,000 cumulatively per Professional Services Contract.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Public Works Department utilizes material testing services for inspection of construction work on City streets and City owned facilities. These services include sampling and testing of subgrade soils, imported aggregate materials, reinforcing, steel, portland cement concrete, and asphalt concrete during construction to ensure compliance with the project plans and specifications. Utilizing an on-call material testing contract with up to three firms provides the most cost effective, consistent and reliable service.
On January 4, 2024, the City advertised a Request for Qualifications (RFQ) for the 2024 On-Call Material Testing Services for Various City Projects. The RFQ indicated that an on-call list of up to three firms would be established to provide material testing services. On February 1, 2024, five firms submitted Statements of Qualifications (SOQs) for the on-call services.
Upon review of the SOQs by a Selection Committee, three firms were deemed well qualified to perform the necessary on-call material testing services. To provide the City with the best pool of candidates, it is recommended that three firms be certified on an on-call list for federally and locally funded projects. It is further recommended that Council approve Professional Services Contracts for federally and locally funded projects (Attachment A, Attachment B, and Attachment C). Upon approval of the on-call list of firms, Public Works will request services and issue task orders with the selected firm(s) as demand occurs.
The on-call list and Professional Service Contracts will be available for use for a three-year period, with two one-year options to extend, for a total of up to five years.
DISCUSSION
Background
The Public Works Department utilizes material testing services as a means of assessing quality control and specification compliance when inspecting construction work on City streets and City owned facilities. These services include sampling and testing materials for strength and other material characteristics in accordance with prescribed specifications. Material testing services for large projects are typically provided by professional construction management firms contracted to manage the specific project. However, for smaller projects and encroachment permits that are managed by staff, the City procures material testing services on an as needed basis. Utilizing an on-call material testing contract with up to three firms provides the most cost effective, consistent, and reliable service.
The on-call service contracts for material testing services will be used for Capital Improvement Program projects involving traffic signal installations, street resurfacing, and other general road improvements and repairs. The services will also be used to inspect encroachment permit work performed by PG&E, AT&T, and California Water Service, as well as private development. The types of material testing services routinely required include soil and aggregate compaction testing, portland cement concrete and structural steel strength testing, asphalt concrete performance testing, and asphalt fluids testing.
Present Situation
On January 4, 2024, the City advertised an RFQ for the 2024 On-Call Material Testing Services for Various City Projects. The RFQ indicated that up to three firms will be established to provide material testing services. On February 1, 2024, five SOQs were received from the following engineering firms:
• Kleinfelder, Inc. (Stockton, CA)
• Terracon Consultants, Inc. (Lodi, CA)
• Universal Engineering Sciences (Stockton, CA)
• Geocon Consultants, Inc. (Ranch Cordova, CA)
• Mid Pacific Engineering, Inc. (Lodi, CA)
A Selection Committee evaluated and ranked all SOQs based on each firm’s understanding of work, experience with similar kinds of work/knowledge of local conditions, staff qualifications and technical ability, service response times, familiarity with State and federal procedures, and financial responsibility and charge rates.
The following firms received the highest ranking based on the noted criteria for material testing services:
1. Kleinfelder, Inc. (Stockton, CA)
2. Terracon Consultants, Inc. (Lodi, CA)
3. Universal Engineering Sciences (Stockton, CA)
Creating a robust list of firms to choose from will provide more flexibility and access to resources that can support City staff for material testing efforts. Once the Professional Services Contracts are executed, services will be acquired through a subsequent solicitation for services from those firms included in the Professional Services Contract. Staff will evaluate proposals received and select and negotiate with one or more consultants to provide services. A task order to the Professional Services Contract will be issued to the consulting firm(s) providing the needed material testing services. The cumulative amount of all task orders for each Professional Services Contract shall not exceed $500,000.
Staff recommends that Council authorize the City Manager to execute all task orders to the Professional Services Contracts for material testing services, including those that exceed the Council administrative authority of $100,000. The services will be billed at the specified charge rates, and the City will only pay for actual work performed.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City-wide on-call material testing services involve specialized, variable material service requests requiring a qualified geotechnical engineering firm with experienced and certified technicians who can perform the required material testing services.
2. The City does not have the specialized equipment or qualified staff available to perform the required material testing service.
3. Use of the RFQ process to establish a pre-qualified list of consultants is appropriate for this type of work because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional, responsive, and timely service which are in the public interest.
4. The City will negotiate contracts following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
The recommended motion will approve the 2024 On-Call List of Consulting Firms for Material Testing Services for federally and locally funded projects and approve staff to use the on-call list of consultants for material testing services. The recommended motion will also approve the Professional Services Contracts for material testing services on federally and locally funded projects for a three-year period, with two one-year options to extend, for a total of up to five years (Attachments A, B, and C).
FINANCIAL SUMMARY
This is an on-call contract, funds will be encumbered from each project for materials testing services as they are needed. No work will be assigned to consultants unless there is sufficient operating or project budget to incur the costs.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Contract with Kleinfelder, Inc.
Attachment B - Contract with Terracon Consultants, Inc.
Attachment C - Contract with Universal Engineering Sciences