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Home My WebLink About17- Economic Ddevelopment ECON MIC DEVELOPMENT AGhNCY OF THE CITY OF SAN BERNARDINO REQUEST FOR COMMISSION/COUNCIL. ACTION FROM: TIMOTHY C. STEINHAUS SUBJECT: SOILS ENGINEERING Administrator SERVICES - STATE CONSOLIDATED DATE: December 2, 1993 OFFICES AND CAL- TRANS BUILDING ---------------------------------------------------------------------------------------------------------------------------------------------- ynopsis of Previous Commission/Council/Committee Action(s): On August 2, 1993, the Community Development Commission approved the formation of the State Consolidated Offices and Caltrans Building Request for Qualifications Review Committee to begin the process of contracting qualified professional consulting services. -------------------------------------------------------------------------------------------------------------------------------------------------- Recommended Motion(s): (Community Development Commission) MOTION: That the Community Development Commission authorize the Agency Administrator to draft and execute a contract with CHJ, Inc. in an amount not to exceed $120,000 for soil engineering services for the design of the State Consolidated Offices and Caltrans Building on the Superblock site, contingent upon final verification of Minority Business Enterprise goal compliance. TIMOTHY C. STEINHAUS Administrator ------------------------------------------------------------------------------------------------------------------------------------------------- Contact Person(s): Timothy C Steinhaus/David J Norman Phone: 5081 Project Area(s): Central City North Ward(s): One (1) Supporting Data Attached: Staff Report FUNDING REQUIREMENTS: Amount: $_120.000 Source: Tax Increment Budget Authority: Requested ----------------------------------------------------------------------------------------------------------------------------------------- Commission/Council Notes: ------------------------------------------------------------------------------------------------------------ TCS:DJN:nntl:soilengr.cdc COMMISSION MEETING AGENDA MEETING DATE: 12/06/1993 Agenda Item Number: - f� ECONOL,. IC DEVELOPMENT A—GENCY STAFF REPORT ------------------------------------------------------------------------------------------------------------------------- Soils Engineering Services - State Consolidated Offices and Caltrans Building This report seeks Community Development Commission authorization for the Executive Director to execute a contract not to exceed $120,000 with CHJ, Inc. for soils engineering services for the design of the State Consolidated Offices and Caltrans Building on the Superblock. BACKGROUND INFORMATION The development of the Superblock towers and parking garage requires the services of an experienced firm which can provide soils engineering services. The primary purpose of soils engineering is to ensure the bearing capacity of the earth upon which buildings are placed. Without a proper understanding of the compaction and hydrological characteristics of the soil, a significant possibility exists for structural failure of the buildings. The State Consolidated Offices and Caltrans Building Qualifications Review Committee met on November 8, 1993 for the purpose of selecting the most qualified soils engineering firm among those who submitted qualifications (see Attachment "A"). Among the eight (8) firms which submitted qualifications, the firm of CHJ, Inc., was selected by the Committee as the most qualified for this project. CHJ, Inc.,of Colton, California,has extensive experience in downtown San Bernardino and has an excellent working relationship with the City Public Works Department. The Qualifications Committee declined to interview a short list of firms and decided to forward to staff the top three (3) firms for the negotiation of a contract, beginning with CHJ, Inc. Staff has negotiated the contract and finds CHJ's proposed fee to fall within accepted industry standards. As a firm located in Colton, California, CHJ, Inc., does not meet the strict definition of local firm as defined by the Committee in its meeting of November 2, 1993 (see Attachment "B"). Therefore, CHJ, Inc. has contracted with the following local firms and suppliers: Geo Sec, a drilling firm; The Jordan Companies, an insurance company; and, Grapitix to Print, a drafting firm. It should be noted by the Commission that under the Committee's definition, no local firms submitted qualifications for this position. At the time of agenda preparation, CHJ had formed contracts with various sub-contractors to fulfill State mandated Affirmative Action requirements. Staff sends the appropriate paperwork to the State for their review. If the sub-contractors meet the necessary requirements for State approval, the Agency Administrator will draft and execute a contract with CHJ. If CHJ's sub- contractors cannot be verified by the State, CHJ will need to find other sub-contractors which meet the requirements before the Agency Administrator will execute a contract. Therefore, staff asks Commission approval of this contract contingent upon final verification by the State that CHJ's sub-contractors have met all necessary requirements. --------------------------------------------------------------------------------------------------------------------- TCS:DJN:mn1:soi1engr.cdc COMMISSION MEETING AGENDA MEETING DATE: 12/06/199/3 Agenda Item Number: 1 ` i ECONOMIC DEVELOPMLAT AGENCY STAFF REPORT Soils Engineering Services - State Consolidated Offices and Caltrans Building November 23, 1993 Page -2- ------------------------------------------------------------------------------------------------------------------------- It should be noted that the cost of this contract, as well as all other professional consulting contracts and the cost of construction of the site, will be reimbursed to the Agency by the State as part of its lease for the use of the buildings and the parking garage. RECOMMENDATION It is therefore the recommendation of staff that the Executive Director be authorized to draft and execute a contract for an amount not to exceed $120,000 with CHJ, Inc. for soils engineering services for the design of the State Consolidated Offices and Caltrans Building on the Superblock site, contingent upon verification of Minority Business Enterprise goal compliance. Staff recommends adoption of the form motion. rill , TIMOTHY C. STEINHAUS, Agency Administrator Economic Development Agency --------------------------------------------------------------------------- - - - - ----------------------------------------- TCS:DJN:nn11:soi1engr.cdc COMMISSION MEETING AGENDA MEETING DATE: 12/06/1993 Agenda Item Number: / REQUEST FOR QUALIFICATIONS REVIEW COMMITTEE STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING Minutes November 8, 1993, 8:00 a.m. A meeting of the State Consolidated Offices and Caltrans Building Request for Qualifications Review Committee was called to order at 8:00 a.m. on Monday, November 8, 1993, in the Board Room of the Economic Development Agency, 201 North "E" Street, San Bernardino, California, by Chairman and Councilmember Edward V. Negrete. MEMBERS PRESENT The Honorable Edward V. Negrete The Honorable Norine Miller Judy Cady Roger Hardgrave Richard Mayo Susan Morales Tim Robbins STAFF PRESENT Lorraine Velarde, Executive Assistant to the Mayor, Mayor's Office David J. Norman, Development Specialist, Economic Development Agency David Padrutt, Project Administrator, The Staubach Company SELECTION OF CIVIL ENGINEERING FIRM Mr. Hardgrave presented a brief overview of all of the civil engineering firms for the benefit of the Committee. It was noted by the Committee that there were five (5) local firms, and one (1) firm in Redlands employing a San Bernardino surveyor. After a lengthy discussion about all of the firms with input from Mr. Hardgrave, Mr. Padrutt and Mr. Norman, Mr. Robbins made a motion that the Committee shorten the list of the ten (10) civil engineering firms which submitted a response to the RFQ to a list of five (5) firms consisting of: CM Engineering Hernandez/Kroone & Associates NBS/Lowry Ludwig Engineering John Egan & Associates The motion was seconded by Chairman Negrete, and the Committee unanimously approved the motion. The Members of the Committee rated the firms based on criteria presented in the RFQ, but did not assign any weight to the firms based on locality. It was agreed by the Committee that no weighting would be given to locality based on the fact that all of the firms on the short list ATTACHMENT "A" fell within the definition of local as determined by the Committee in their meeting of November 2, 1993. John Egan & Associates, a Redlands firm, with its association with Sigland & Associates, a local surveying and engineering firm, was found by the Committee to meet the definition. The Committee performed two (2) different numerical ratings for each of the firms which responded to the Request for Qualifications. The first rating was a strict numerical rating based on the cumulative total of all seven (7) voting Committee members. The cumulative totals of the firms are presented in descending order: Firm Total Ludwig Engineering 108 CM Engineering 102 NBS/Lowry 100 John Egan & Associates 97 Hernandez/Kroone & Associates 89 As is the Committee's practice, the Committee took the raw scores from the seven (7) members and threw out the lowest and highest of the seven (7) scores to eliminate any skewing from either end. These scores essentially confirmed the previous scores, and they are presented in descending order: Firm Total Ludwig Engineering 79 CM Engineering 74 NBS Lowry 73 John Egan & Associates 71 Hernandez/Kroone & Associates 63 The Members of the Committee declined to interview the top three (3) finalists and unanimously decided to send the top three (3) firms to staff to negotiate a contract, beginning with the top-rated.firm. SOILS ENGINEERING The Committee decided to review the responses to the RFQ for soils engineering for the purpose of recommending the top three (3) firms for contract negotiation by staff. The Committee was concerned about the financial stability of the soils firm, and Mr. Padrutt and Mr. Norman informed the Committee that adequate insurance would be required for the awarding of a contract. The Committee reviewed the qualification statements of the eight (8) firms which submitted responses to the RFQ. After discussion and input from Mr. Hardgrave, Mr. Padrutt and Mr. Norman, the Committee ranked the firms as follows: Firm Total .n, CHJ 115 GPI 113 Converse Consultants 107 PSI 105 Leighton & Associates 103 Huntingdon 102 Ninyo & Moore 75 Byerly & Associates 71 As is the practice of the Committee, the high and low scores were thrown out to avoid skewing from either end, and these scores essentially confirmed the raw scores above: Firm Total CHJ 83 GPI 81 Converse Consultants 76 PSI 76 Leighton & Associates 74 Ninyo & Moore 54 Byerly & Associates 51 The Committee unanimously declined to interview a short list for firms and decided to send forward to staff the top three (3) firms for the negotiation of a contract, beginning negotiations with the top-rated firm. ADJOURNMENT The Review Committee adjourned its meeting at 9:38 a.m. Respectfully submitted, DAVID J. NORMAN, Development Specialist Development Department Reviewed and Approved: EDWARD V. NEGRETE, C airman Councilman, Ward I MmmLm inutes.118 f 0 REQUEST FOR QUALIFICATIONS REVIEW COMMITTEE STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING MINUTES November 2, 1993, 8:00 a.m. A meeting of the State Consolidated Offices and Caltrans Building Request for Qualifications Review Committee was called to order at 8:00 a.m. on Tuesday, November 2, 1993, in the Board Room of the Economic Development Agency, 201 North "E" Street, San Bernardino, California, by Chairman and Councilmember Edward V. Negrete. MEMBERS PRESENT The Honorable Edward V. Negrete The Honorable Norine Miller Judy Cady Richard Mayo Susan Morales Jim Robbins Gene Klatt (substituting for Roger Hardgrave) STAFF PRESENT Lorraine Velarde, Executive Assistant to the Mayor, Mayor's Office David J. Norman, Development Specialist, Economic Development Agency David Padrutt, Project Administrator, The Staubach Company SCHEDULING OF ARCHITECT INTERVIEWS Mr. Norman asked the Members of the Committee to schedule interviews for architect finalists, expressing the need to be flexible for Project for Public Spaces in the calendaring of this item. Chairman Negrete expressed strong reservation at having PPS in the room during the architect interviews. Ms. Morales questioned the purpose or need of PPS during the interviews. Mr. Robbins would prefer to be educated by PPS, rather than have them involved in the choice of architect. It was unanimously decided by the Committee that PPS would give the Committee a presentation on the Downtown Plan and its goals, and questions that the Committee could ask the architect; however, the Committee does not want PPS included in the decision making process. The Committee will interview the five (5) short listed firms on November 30, 1993, and the meeting will convene at 8:00 a.m. On December 1, 1993, a selected group of architects will be chosen for field presentations at their home offices. This meeting will also begin at 8:00 a.m. ATTACHMENT "B" r CONSIDERATION OF COUNCIL REQUEST OF OCTOBER 21 1993 Mr. Norman passed to the Committee a copy of Chairman Negrete's motion at the October 21, 1993 Commission meeting, which was passed by the Commission and which read: That the State Consolidated Offices and Caltrans Building Proposal (Superblock) Committee be requested to interview the two (2) local companies. Mr. Mayo questioned the apparent breech of confidentiality of the Committee and expressed his concern that the Committee's business was being leaked to outside interests. Mr. Mayo also stated that the Governor's staff and the Department of General Services are concerned about the rash of local politicking in the process and urged that the selection of design committee members be expedited so that the project can stay on track. Ms. Cady expressed outrage at Councilman Hernandez's October 27, 1993 memorandum to Councilman Edward V. Negrete having received a copy of the memorandum herself. Ms. Cady stated she would rather not be on a committee that would not be respected by the Council. Mr. Mayo made a motion to disregard the Council's request. The motion was seconded by Ms. Cady. The Committee passed the motion on a vote of six (6) to one (1), Chairman Negrete dissenting. DEFINITION OF LOCAL Mr. Norman introduced a memorandum from Timothy C. Steinhaus, Agency Administrator, which offered the following definition of a local business: "A 'local' business is a business which either: a) has its main corporate headquarters located within the City limits of the City of San Bernardino; or, b) has a satellite or branch office of no less than ten (10) employees located within the City limits of the City of San Bernardino." This definition was offered by staff because it is staffs intention to require all of the short- listed architects to propose a minimum fifteen percent (15%) local participation goal. The Committee rejected staffs suggestion and after considerable discussion of various criteria which could be used to validate the presence of a local firm, the Committee formed consensus around the following criteria, both of which a firm must meet to be considered local: 1. The firm must have a valid City of San Bernardino business license since February 20, 1993 (six (6) months before the deadline for RFQ submission); and 2. The firm must currently employ, within the limits of the City of San Bernardino, a minimum of seven (7) employees or twenty percent (20%) of the firm's total work force. It was also decided that this fifteen percent (15%) local participation would be a goal, and not a requirement, due to possible difficulties of securing services within the City of San Bernardino for the completion of this contract. The criteria was accepted unanimously by all members of the Committee. CIVIL ENGINEERING SERVICES The next meeting of the Committee will be Monday, November 8, 1993 to qualify a short list for civil engineering services. FINAL COMMENTS Chairman Negrete stated that the discussion concerning the definition of "local businesses" was helpful in that the Council is continuing to struggle with this issue. Councilman Negrete stated that he believed the Committee had done an admirable job in defining the "local" issue. ADJOURNMENT The meeting adjourned at 11:00 a.m. Respectfully submitted, DAVID J. NORMAN, Development Specialist Development Department Reviewed and approved: EDWARD V.�N GRETE, Ch rman Councilmember, Ward I