HomeMy WebLinkAbout07.Z- Public Works RESOLUTION(ID# 1838) DOC ID: 1838 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
a. Agreement/Contract Amendment
From: Robert Eisenbeisz M/CC Meeting Date: 06/18/2012
Prepared by: Michael Grubbs, (909) 384-
5140
Dept: Public Works Ward(s): All
Subject:
Resolution authorizing execution of Amendment No. 1 to Agreement for Services with Hilltop
Geotechnical, Inc., for Geotechnical Investigations and Construction Material Testing.
Financial Impact:
Funds for Geotechnical Investigations and Construction Material Testing are available through
each individual project and the cost of services is charged back to the particular Capital
Improvement Project's budget through the work order number. The extension is not to exceed
$40,000 and has no minimum amount of compensation guaranteed.
Motion: Adopt Resolution.
Synopsis of Previous Council Action:
10-14-10 Resolution No. 2010-338 adopted authorizing execution of Agreements for Services
with Ninyo & Moore, Hilltop Geotechnical, Inc. and Twining, Inc., for
Geotechnical Investigations and Construction Material Testing.
Background:
The Engineering Division of the Public Works Department is responsible for planning and
implementing the City's Capital Improvement Program(CIP). This program, in general, consists
of design and construction of roads, bridges, buildings, grading, drainage, landscaping, traffic
signals, handicap ramps, etc. At times during the design and construction of a project,
specialized expertise and services are needed for soils sampling and analysis, observation of
grading, soil compaction testing, collection and testing of structural concrete, collection and
testing of pavement, soils borings, and geological consultation. These specialized services are
not available through in-house resources.
On October 14, 2010, the Mayor and Common Council approved Agreements for Services with
the firms of Ninyo & Moore, Hilltop Geotechnical, Inc. and Twining, Inc., for geotechnical
investigations and construction material testing. The original agreements were valid through June
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30, 2011, and provided for an administrative time extension of one additional year. The
additional one-year extension was approved in June of 2011, extending the terms of the
agreements until June 30,2012..
In anticipation of the expiration of the agreements and the continuing need for geotechnical
investigations and construction material testing, staff is sending a Request for Proposals (RFP) to
consultants in the local area who have indicated an interest in providing these services to the
City. The selection process and award of contract is expected to take approximately three (3)
months to complete.
Due to the time needed for selection of consultants and new agreement approval, staff expects
that new agreements to begin by September 2012. Since the existing agreements expire on June
30, 2012, and the services of at least one firm for geotechnical investigations and constructional
material testing is needed continuously, staff is requesting that the agreement with Hilltop
Geotechnical, Inc. of San Bernardino be extended through September 30, 2012, subject to the
same terms and schedule of fees contained in the original Agreement. Staff is recommending
Hilltop Geotechnical, Inc., because they have performed satisfactorily and are currently
providing the majority of the geotechnical investigations and construction material testing
services.
If the agreement is not extended for an additional 90 days, then the current contracts will expire
on June 30, 2012, and the Department will be left without any capability for geotechnical
investigation and construction material testing. This could result in project and/or construction
delays.
City Attorney Review:
Supportin¢Documents:
Resolution (PDF)
Amend No 1 w-Hilltop for Geotechnical Investigations and Construction Material Testing
(DOC)
Attach A-Hilltop ltr consenting to extension 05-15-12 (PDF)
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I RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING
EXECUTION OF AMENDMENT NO. 1 TO AGREEMENT FOR SERVICES WITH
3 HILLTOP GEOTECHNICAL, INC., FOR GEOTECHNICAL INVESTIGATIONS
4 AND CONSTRUCTION MATERIAL TESTING.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE v
CITY OF SAN BERNARDINO AS FOLLOWS: z
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SECTION 1. Hilltop Geotechnical, Inc. is competent, experienced, and able to °
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8 perform requested services and have provided a proposal to provide Geotechnical c
9 Investigations and Construction Material Testing. Pursuant to this determination, the
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Purchasing Manager is hereby authorized and directed to issue a Purchase Order in the Ti
11 amount of$40,000 to extend said services with said firm through September 30, 2012. The 0
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13 City Manager is hereby authorized and directed to execute,on behalf of the City,Amendment
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14 No. I to Agreement for Geotechnical Investigations and Construction Material Testing, m
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15 attached and incorporated herein as Exhibit"A." m
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SECTION 2. Said Agreement shall be in effect through September 30, 2012, unless =
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earlier terminated as provided in the Agreement or as otherwise agreed to in writing by the `o
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parties.
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SECTION 3. The authorization to execute the above-referenced Agreement is a
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rescinded, if it is not signed b the sixty y passage °
21 gn Y parties within s' 60 days of the assa a of this m
22 resolution.
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING
2 EXECUTION OF AMENDMENT NO. 1 TO AGREEMENT FOR SERVICES WITH
HILLTOP GEOTECHNICAL, INC., FOR GEOTECHNICAL INVESTIGATIONS
3 AND CONSTRUCTION MATERIAL TESTING.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
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and Common Council of the City of San Bernardino at a meeting t
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thereof,held on the_day of 2012,by the following vote,to wit: d
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8 Council Members: AYES NAYS ABSTAIN ABSENT
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9 MARQUEZ t
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JENKINS L
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12 VALDIVIA 0
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13 SHORETT `o
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14 KELLEY
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15 JOHNSON
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16 MCCAMMACK
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19 Georgeann Hanna, City Clerk
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20 The foregoing resolution is hereby approved this day of .2012.
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22 Patrick J. Morris,Mayor d
23 City of San Bernardino t
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24 Approved as to form: a
25 JAMES F. PENMAN,
City Attorney
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EXHIBIT"A"
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AMENDMENT NO. 1 TO AGREEMENT FOR GEOTECHNICAL
INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING t
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This Amendment No. 1 to Agreement for Geotechnical Investigations and Ti
Construction Material Testing is made and entered into this day of 9
2012 ("Effective Date"),by and between the CITY OF SAN BERNARDINO, OC
a charter city("City"), and HILLTOP GEOTECHNICAL, INC. ("Consultant"). c
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WITNESSETH: w
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A. WHEREAS, on October 14, 2010, the Mayor and Council of City adopted w
Resolution No. 2010-338 authorizing execution of Agreements for Services M
with Ninyo & Moore, Hilltop Geotechnical, Inc., and Twining, Inc. for
geotechnical investigations and construction material testing,and
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B. WHEREAS, said Agreements for Services with Ninyo & Moore, Hilltop r
Geotechnical, Inc., and Twining, Inc. for geotechnical investigations and ,
construction material testing will expire on June 30, 2012, and `m
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C. WHEREAS, City has a continuing need for geotechnical investigations and o
construction material testing services, and t;
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D. WHEREAS, City's Request for Proposals (RFP) process to retain new e
consultants to provide geotechnical investigations and construction material
testing services will require approximately 3 months to complete, and
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E. WHEREAS, Consultant has submitted a proposal (See Attachment "A" 4
incorporated herein) to continue to provide geotechnical investigations and
construction material testing services to City for an additional 90 days m
subject to the same terms and schedule of fees contained in the original c
Agreement, and
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F. WHEREAS, Consultant, under the terms of said Agreement for Services, m
has performed competent and timely geotechnical investigations and m
construction material testing services for City since October 14, 2010. 0
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NOW, THEREFORE,the parties hereto agree as follows: c
1. The Agreement for Services, Section 4.1, Term of Agreement, is hereby =
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amended to extend the term to September 30,2012.
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2. The Agreement for Services, Section 2.1, Compensation, is hereby amended
to add that total compensation shall be subject to a limit of$40,000 for the E
three month extension with no minimum amount of compensation guaranteed. a
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3. All other terms and conditions of the Agreement for Geotechnical E
Investigations and Construction Material Testing as approved by Resolution m
Page 1 of 3
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EXHIBIT "A"
No. 2010-338 shall remain unchanged and in full force and effect for the c
period of the time extension.
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EXHIBIT "A"
AMENDMENT NO. 1 TO AGREEMENT FOR GEOTECHNICAL $
INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING
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IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 3
to Agreement for Geotechnical Investigations and Construction Material Testing on the date m
first above shown. `
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CITY OF SAN BERNARDINO, HILLTOP GEOTECHNICAL,INC. °o
A Municipal Corporation, Consultant
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By m
Andrea Travis-Miller,Acting City Manager Signature `
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Name and Title
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Approved as to form: o
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James F. Penman,
City Attorney
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ATTACHMENT "A"
]86 S,GIFFORD AVENUE•SAN BERNARDINO•GAUFORNIA 92908
Li111oIMQIRrd,rom
-FAX 909890-9055 909411 YI%B
HRJ"P GE01WHNICAL m
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May 15,2012 c
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City of San Bernardino Proposal P12080 r
Development Services Department 3
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300 North`D' Street,Third Floor
San Bernardino, CA 92418-0001 0
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Attention: Mr. Michael Grubbs,P.E., Project Manager c0_
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Subject: 90-Day Contract Extension for Public Works Geotechnical Investigation w
and Construction Material Testing Services, City of San Bernardino, M
California.
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Hilltop Geotechnical,Inc.wishes to thank you for consideration of us to continue to provide you N
with various geotechnical consulting services that you might require. In accordance with your
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request,we ask that you extend our existing contract for an additional 90 days. The scope of
our services and our Schedule of Fees in our current contract will remain valid for an additional X
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90 days. Additionally,the insurance certificates you have on file are still valid and a copy is a
also attached. The business license was renewed on-line on April 19,2012(Due May 1,2012).
However,at this time,we are still waiting for the current license to be issued by the City. We m
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will be happy to forward a copy to you upon receipt. 0
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If this meets with your approval,please authorize our work by forwarding a contract for work S
performed under this proposal. Hilltop Geotechnical,Inc.looks forward to continue to provide
professional services you. t
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Respectfully submitted, a
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F P GEOTECHNICAL,INC. E
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President
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