DATE: July 5, 2016
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT
Title
Authorization for the City Manager to Negotiate and Sign Agreement for Construction Special Inspections
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RECOMMENDATION
Recommendation
That Council adopts the attached resolution authorizing the City Manager to execute three-year agreements with three firms for on-call Construction Material Testing & Special Inspection Services.
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BACKGROUND
Public Works - Engineering & Transportation staff is responsible for overseeing the construction of all Capital Improvement Projects. These projects include all City streets, sidewalks, street lights and traffic signals, storm drains, sanitary sewers, domestic water, water pollution control facility, airport runways, and City owned building projects. Material testing is required on these projects to ensure that the materials used meet project specifications. Additionally, these projects often require specialty inspectors to observe some of the in-place materials and workmanship. The City of Hayward does not have a material testing laboratory or specialty inspectors to perform this work so it is contracted out.
DISCUSSION
Material testing and specialty inspections will be performed only as required to deliver projects in compliance to codes and specifications, and these services will be paid from capital project budgets. Current construction material testing and special inspection contracts are due to expire at the end of August 2016 so a Request for Proposals (RFP) was developed and advertised.
On June 14, 2016, eight firms submitted proposals in response to the RFP. Three firms, Consolidated Engineering Laboratories, Signet, and Construction Testing Services were determined by staff to be the most qualified for the services needed based on their laboratory credentials and staff experience in providing similar services to other public agencies along with competitive rates. Using three firms provides staff flexibility in using the firm with the best fit for each particular project.
FISCAL IMPACT
There will be no impact to the General Fund. The funding for these services will come from previously approved budgets allocated for material testing and special inspections for projects within the adopted Capital Improvement Program (CIP). Staff recommends a professional service agreement with each firm for a not-to-exceed amount of $200,000 annually for a three year period.
NEXT STEPS
If Council authorizes such contract services, the City Manager will finalize negotiations and execute contracts with each firm.
Prepared by: Yaw Owusu, Assistant City Engineer
Staff contact
Recommended by: Morad Fakhrai, Director of Public Works
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Approved by:
Fran David, City Manager
Attachments: