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ORIGINAL
CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director Subject: Resolution authorizing execution of
Amendment No. 1 to Agreement for
Dept: Development Services Services with Hilltop Geotechnical, Inc. for
Geotechnical Investigations and
Date: May 12, 2010 Construction Material Testing.
MCC Date:: June 21, 2010
Synopsis of Previous Council Action:
10/06/08 Adopted Resolution No. 2008-381 authorizing execution of Agreements for
Services with Ninyo & Moore, Hilltop Geotechnical, Inc. and Converse
Consultants for geotechnical investigations and construction material testing.
Recommended Motion:
Adopt Resolution.
ratio bp,
Valerie C. Ross
Contact person: Robert Eisenbeisz, City Engineer Phone: 5203
Supporting data attached: Staff Report, Reso. & Amend. No 1 Ward: All
FUNDING REQUIREMENTS: Amount: $40,000
Source: (Acct. No.) Various CIP Projects
Acct. Description: Various CIP Projects
Finance:
Council Notes
Agenda Item No. j 3
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CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution authorizing execution of Amendment No. 1 to Agreement for Services with Hilltop
Geotechnical, Inc. for Geotechnical Investigations and Construction Material Testing.
Background:
The Public Works Division of the Development Services 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. From time to time during the design and construction of a
project, specialized expertise and services are needed, including soils sampling and analysis,
performance of grading observations, soil compaction testing, collection of concrete cylinders
for compressive strength testing, collection and testing of asphalt concrete pavement samples,
soils borings to 15 feet with appropriate logs, and provision of a geological engineer for
consultation with City staff. These services are not available through in-house resources.
On October 6, 2008, the Mayor and Common Council approved Agreements for Services with
the firms of Ninyo & Moore, Hilltop Geotechnical, Inc. and Converse Consultants for
geotechnical investigations and construction material testing. The original agreements were valid
through June 30, 2009 and provided for an administrative time extension of one additional year.
The additional one-year extension was approved in June of 2009, extending the terms of the
Agreements until June 30, 2010.
In anticipation of the expiration of the agreements and the continuing need for geotechnical
investigations and construction material testing, on April 28, 2010, staff sent a Request for
Proposals (RFP) to a total of fifteen (15) consultants in the local area who have indicated an
interest in providing geotechnical investigations and construction material testing services to the
City. Proposals were received on May 24, 2010 and the selection process is underway. The
selection process and award of contract is expected to require approximately three (3) months.
Due to the time needed for selection of consultants and new agreement approval, staff expects
that new agreements can be in place by September 2010. Since the existing agreements expire
on June 30, 2010 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, 2010. 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.
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CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
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.
Recommendation:
Adopt Resolution.
Attachments:
• Resolution
3
RESOLUTION NO. C PY
1
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING
EXECUTION OF AMEND L,E NT NO.
FOR GEOTECHNICAL INVESTIGATIONS 3 HILLTOP GEOTECHNICAL, ESTIGAT ONS AND
CONSTRUCTION MATERIAL TESTING.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. Hilltop Geotechnical, Inc. is competent, experienced, and able to perform
7
requested services and have provided a proposal to provide Geotechnical Investigations and
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Construction Material Testing. Pursuant to this determination, the Purchasing Manager is hereby
9
10 authorized and directed to issue a Purchase Order in the amount of $40,000 to extend said
11 services with said firm through September 30, 2010. The City Manager is hereby authorized and
12 directed to execute, on behalf of the City, Amendment No. 1 to Agreement for Geotechnical
13 Investigations and Construction Material Testing, attached and incorporated herein as Exhibit
14 «A„
15
SECTION 2. Said Agreement shall be in effect through September 30, 2010, unless
16
17 earlier terminated as provided in the Agreement or as otherwise agreed to in writing by the
18 parties.
19 SECTION 3. The authorization to execute the above-referenced Agreement is rescinded,
20 if it is not signed by the parties within sixty(60) days of the passage of this resolution.
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26 Ma (0ak-1°
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- 1 -
RESOLUTION... AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO
AGREEMENT FOR SERVICES WITH HILLTOP GEOTECHNICAL, INC. FOR
1
GEOTECHNICAL INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING.
2 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
3
Common Council of the City of San Bernardino at a meeting thereof, held
4
5 on the day of , 2010, by the following vote, to wit:
6 Council Members: AYES NAYS ABSTAIN ABSENT
7 MARQUEZ
8 DESJARDINS
9 BRINKER
10 SHORETT
11
KELLEY
12
13 JOHNSON
14 MC CAMMACK
15
16 City Clerk
17 The foregoing resolution is hereby approved this day of , 2010.
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19
20 Patrick J. Morris, Mayor
21 City of San Bernardino
22 Approved as to form:
23 JAMES F. PENMAN,
24 City Attorney
fI
By. K
25 Ci,
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EXHIBIT "A"
AMENDMENT NO. 1 TO AGREEMENT FOR GEOTECHNICAL
INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING
This Amendment No. 1 to Agreement for Geotechnical Investigations and
Construction Material Testing is made and entered into this day of
, 2010 ("Effective Date"), by and between the CITY OF SAN BERNARDINO,
a charter city("City"), and HILLTOP GEOTECHNICAL, INC. ("Consultant").
WITNESSETH:
A. WHEREAS, on October 6, 2008, the Mayor and Council of City adopted
Resolution No. 2008-381 authorizing execution of Agreements for Services
with Ninyo & Moore, Hilltop Geotechnical, Inc., and AMEC Earth &
Environmental, Inc. for geotechnical investigations and construction material
testing, and
B. WHEREAS, said Agreements for Services with Ninyo & Moore, Hilltop
Geotechnical, Inc., and AMEC Earth & Environmental, Inc. for geotechnical
investigations and construction material testing will expire on June 30, 2010,
and
C. WHEREAS, City has a continuing need for geotechnical investigations and
construction material testing services, and
D. WHEREAS, City's Request for Proposals (RFP) process to retain new
consultants to provide geotechnical investigations and construction material
testing services will require approximately 3 months to complete, and
E. WHEREAS, Consultant has submitted a proposal (See Attachment "A"
incorporated herein) to continue to provide geotechnical investigations and
construction material testing services to City for an additional 90 days subject
to the same terms and schedule of fees contained in the original Agreement,
and
F. WHEREAS, Consultant, under the terms of said Agreement for Services,
has performed competent and timely geotechnical investigations and
construction material testing services for City since October 6, 2008.
NOW,THEREFORE,the parties hereto agree as follows:
1. The Agreement for Services, Section 4.1, Term of Agreement, is hereby
amended to extend the term to September 30, 2010.
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
three month extension with no minimum amount of compensation guaranteed.
Page 1 of 3
EXHIBIT "A"
3. All other terms and conditions of the Agreement for Geotechnical
Investigations and Construction Material Testing as approved by Resolution
No. 2008-381 shall remain unchanged and in full force and effect for the
period of the time extension.
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Page 2 of 3
EXHIBIT "A"
AMENDMENT NO. 1 TO AGREEMENT FOR GEOTECHNICAL
INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 to
Agreement for Geotechnical Investigations and Construction Material Testing on the date
first above shown.
CITY OF SAN BERNARDINO, HILLTOP GEOTECHNICAL, INC.
A Municipal Corporation, Consultant
By
Charles E. McNeely, City Manager Signature
Name and Title
Approved as to form:
James F. Penman,
City Attorney
Page 3 of 3
ATTACHMENT "A"
A N • FEF0';Ar2_!rJ • CrLt F cFt ,A u` i
e
, •
h9(:-9i15c • 909-890-9079
HILLTOP GEOTECHNICAL
t s[ r P r o P A T L L,
May 12, 2010
Proposal P!00�i
City of San Bernardino
Development Services Department
1010 North 'D' Street, Third Floor
San Bernardino, CA 92418-0001
Attention: Mr. Michael Grubbs, P.F., Project Manager
Subject: 90-Day Contract Extension for Public Works Geotechnical Investigation
and Construction Material Testing Services, City of San Bernardino,
California.
I lilltop Geotechnical,Inc.wishes to thank you for consideration of us to continue to provide you
with various geotechnical consulting services that you might require. In accordance with your
_equest. we ask that you extend our existi:ig contract for an additional 90 days. The scope o
our services and our Schedule of Fees in our current contract will remain valid for an additional
90 days. Additionally, the insurance certificates you have on file are still valid.
I f this meets with your approval, please authorize our work by forwarding a contract for work
performed under this proposal.
Hilltop Geotechnical, Inc. looks forward to continue to provide professional services you.
Respectfully submitted,
}iILL"I'OP GEOTECHNICAL. INC'.
////fl,
Mark Hulett
President