Title
An Ordinance approving the award of RFQ No. 2022-046 to Geotechnology, LLC; Kaw Valley Engineering, Inc.; and, Olsson, Inc., for on-call geotechnical engineering, materials testing and inspection services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewal options.
(Note: First read by Council on May 17, 2022. Passed by unanimous vote.)
Body
Issue/Request:
An Ordinance approving the award of RFQ No. 2022-046 to Geotechnology, LLC; Kaw Valley Engineering, Inc.; and, Olsson, Inc., for on-call geotechnical engineering, materials testing and inspection services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewal options.
Key Issues:
• Multiple City departments need to ensure quality assurance during the construction of projects involving public infrastructure.
• City staff issued RFQ No. 2022-046 seeking qualified firms to provide on-call geotechnical construction, materials testing, and inspection services (hereinafter "Services").
• After review of those submissions for RFQ No. 2022-046, Geotechnology, LLC; Kaw Valley Engineering, Inc.; and, Olsson, Inc. were selected based on their qualifications and varied expertise.
• Funding for the Services is provided by specific projects or programs approved by Council in the City's annual operating budget or Capital Improvement Plan.
• The City desires to enter into an agreement with each firm to provide the Services.
Proposed City Council Motion:
SECOND MOTION: I move for adoption of an Ordinance approving the award of RFQ No. 2022-046 to Geotechnology, LLC; Kaw Valley Engineering, Inc.; and, Olsson, Inc., for on-call geotechnical engineering, materials testing and inspection services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewal options.
Background:
Establishing an On-call Geotechnical Engineering, Material Testing and Inspection Services Yearly Contract streamlines the process to provide various City departments the ability to obtain professional services of this nature on projects as they arise. This work may include construction observation and testing, materials engineering, geotechnical engineering services, soil and material forensics engineering, or consultation during construction.
Infrastructure construction standards and specifications requires Contractors to retain Geotechnical Engineering firms to perform quality control testing, and these firms regularly work with Contractors working on City projects. This RFQ will be awarded to three separate firms to avoid any conflict of interest. In the event one of these firms is working for the Contractor on a project, the City will be able to retain a third party among these firms to perform the necessary quality assurance and acceptance testing, or provide engineering services, during construction.
The Services are being provided primarily on the City's capital projects. Funding for the testing is included in the capital project budgets. The material testing portion of this contract will also be used for the confirmation that soil, asphalt, and concrete used in public infrastructure portions of development projects conforms to City specifications. These tests are funded from the Private Development Professional Fees account included in various departments' annual budget. The term of the proposed contracts is for one year with the option to renew for up to four one-year renewal periods.
Timeline:
Start: June 2022
Finish: 1 to 5 years, depending on renewal options
Other Information/Unique Characteristics:
Public Works Engineering issued RFQ No. 2022-046 on March 9, 2022. The RFQ was advertised on Public Purchase and on the City's solicitation webpage. Four (4) firms made responsive submittals that were evaluated by a three (3) member City staff evaluation team. The evaluation team determined that it would be in the best interest of the City to negotiate contracts with 3 of the firms for the Services.
Presenter
Perry Allen, P.E., Construction Manager
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: