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HomeMy WebLinkAbout18-Development Services . o CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION o o Ftom: Valerie C. Ross, Director Subject: Resolution authorizing execution of Amendment No. 1 to Agreement for Services with Hilltop Geotechnical, Inc. for Geotechnical Investigations and Construction Material Testing. Dept: Development Services Date: June 12,2008 MCC Date:: July 7, 2008 Synopsis of Previous Council Action: 09102/03 Approved Request for Proposal (RFP) format used to solicit proposals for future Public Works Projects. ;."., 12/04/06 Adopted Resolution No. ~6-418 authorizing execution of Agreements for Services with Ninyo & Moore, Hilltop Geotechnical, Inc., and AMEC Earth & Environmental, Inc. for geotechnical investigations and construction material testing. Recommended Motion: Adopt Resolution. WtAW()Ruy Valerie C. Ross Contact person: Robert Eisenbeisz, City Engineer Phone: 5203 Supporting data attached: Staff Report, Reso. & Amend. No I Ward: All FUNDING REQUIREMENTS: Amount: $40,000 Source: (Acct. No.) Various CIP Projects Acct. Description: Various CIP Projects Finance: Council Notes 7/1fDl- Agenda Item NO.-1l.- o o o CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Subject: Resolution authorizing execution of Amendment No. I 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 ImprovementProgram (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 December 4, 2006, the Mayor and Common Council approved Agreements for Services with the firms ofNinyo & Moore, Hilltop Geotechnical, Inc., and AMEC Earth & Environmental, Inc. for geotechnical investigations and construction material testing. The original agreements were valid through June 30, 2007 and provided for an administrative time extension of one additional year. The additional one-year extension was approved in June of 2007, extending the Agreements until June 30, 2008. In anticipation of the expiration of the agreements and the continuing need for geotechnical investigations and construction material testing, on June 4, 2008 staff sent a Request for Proposals (RFP) to a total of nine (9) consultants in the local area who have indicated an interest in providing geotechnical investigations and construction material testing services to the City. Proposals are scheduled to be received on July 7, 2008. Due to the time needed for selection of consultants and new agreement approval, staff expects that new agreements will not be in place before September 2008. Since the existing agreements expire on June 30, 2008 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, 2008. 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. 2 o o o CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION STAFF REPORT Financial Impact: Funds for Geotechnical Investigations and Construction Material Testing are available through each individual project and 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. 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING 2 EXECUTION OF AMENDMENT NO. 1 TO AGREEMENT FOR SERVICES WITH mLLTOP GEOTECHNICAL, INC. FOR GEOTECHNICAL INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING. 3 4 5 6 A. 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WITNESSETH: WHEREAS, on December 4, 2006, the Mayor and Council of City adopted Resolution No. 2006-418 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, 2008. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. Hilltop Geotechnical, Inc. is competent, experienced, and able to perform requested services and have provided a proposal to provide Geotechnical Investigations and Construction Material Testing. Pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue a Purchase Order in the amount of $40,000 to extend said services with said firm through September 30, 2008. The City Manager is hereby authorized and directed to execute, on behalf of the City, Amendment No. 1 to Agreement for Geotechnical Investigations and Construction Material Testing, attached and incorporated herein as Exhibit "A", SECTION 2. Said Agreement shall be in effect through September 30, 2008, unless earlier terminated as provided in the Agreement or as otherwise agreed to in writing by the parties. SECTION 3. The authorization to execute the above-referenced Agreement is rescinded, if it is not signed by the parties within sixty (60) days of the passage of this resolution. - 1 - Nv . { 8 1 2 3 4, 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION... AUTHORIZING EXECUTION OF AMENDMENT NO.1 TO GREEMENT FOR SERVICES WITH WLLTOP GEOTECHNICAL, INC. FOR EOTECHNICAL INVESTIGATIONS AND CONSTRUCTION MATERIAL TESTING. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and ommon Council of the City of San Bernardino at a meeting thereof, held day of , 2008, by the following vote, to wit: ABSTAIN ABSENT NAYS AYES ouncil Members: ESTRADA BAXTER BRINKER DERRY KELLEY JOHNSON MC CAMMACK City Clerk ,2008. day of The foregoing resolution is hereby approved this Patrick J. Morris, Mayor City of San Bernardino Approved as to form: JAMES F. PENMAN, City Attorney f-t/L..- - 2- 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 , 2008 ("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter city ("City"), and HILL TOP GEOTECHNICAL, INC. ("Consultant"). WITNESSETH: A. WHEREAS, on December 4, 2006, the Mayor and Council of City adopted Resolution No. 2006-418 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, 2008, 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") 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 terms of said Agreement for Services, has performed competent and timely geotechnical investigations and construction material testing services for City since December 4, 2006. 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, 2008. 2. All other terms and conditions of the Agreement for Geotechnical Investigations and Construction Material Testing shall remain unchanged and in full force and effect. Page 1 of 2 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 day and date first above shown. CITY OF SAN BERNARDINO, A Municipal Corporation, IDLLTOP GEOTECHNICAL, INC. Consultant By Fred Wilson, City Manager Signature Name and Title Approved as to form: James F. Penman, City Attorney ?-' Page 2 of 2 A'ITACIIMENT "A" 7865. GIFFORD AVENUE' 5AN BERNARDINO' CAUFORNIA 92408 hilltopgOh_h.com . FAX 909-890-9055 . 909-890-9079 HILLTOP GJ:.U II:.CHNlCAL INCORPORATED City of San Bernardino Development Services Department 300 North 'D' Street, Third Floor San Bernardino, CA 92418-0001 Proposal P08082 Attention: Mr. Michael Grubbs, P.E., Project Manager Subject: 90-Day Contract Extension for Public Works Geotechnical Investigation and Constructiou Material Testing Services, City of San Bernardino, California. Hilltop 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 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 90 days. Additionally, the insurance certificates you have on file are still va . Mark Hulett President If this meets with your approval, please authorize our work by performed under this proposal. Hilltop Geotechnical, Inc. looks forward to continue to Respectfully submitted, HILLTOP GEOTECHNICAL, INC.