CC 2013-08-27_08.j. Qualified Vendor List - CIP Inspection ServicesTO:
FROM:
BY:
MEMORANDUM
CITY COUNCIL
GEOFF ENGLISH, DIRECTOR OF PUBLIC WORK~
MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF APPROVAL OF A QUALIFIED VENDOR LIST
FOR CAPITAL IMPROVEMENT PROJECT INSPECTION
CONSUL TANT SERVICES
DATE: AUGUST 13, 2013
RECOMMENDATION:
It is recommended that the City Council approve the Qualified Vendor List for Capital
Improvement Inspection Consultant Services.
IMPACT TO FINACIAL AND PERSONNEL RESOURCES:
Expenses for inspection services will be charged separately to each Capital
Improvement project within the limits of the previous City Council approved budget.
Anticipated consultant expenses for inspection services were incorporated into the
various capital projects where necessary.
BACKGROUND:
The City of Arroyo Grande periodically employs the services of private consultants and
consultant firms to perform inspection services for various capital improvement projects.
Inspection services for capital improvement projects have been handled by City
employees, long-term contracted employees and through the use of consultant firms. In
the absence of a dedicated City employee Public Works Inspector, staff has recently
secured inspection services through a competitive selection process in accordance with
the City's Purchasing Policies and Procedures Manual guidelines.
Request for Proposals (RFP) are typically distributed to qualified local firms to solicit
responses for inspection services for specific City capital improvement projects.
Currently, an RFP for inspection services is prepared for each project with criteria
established specifically for the budgeted capital improvement project. This RFP
process is repeated for each separate project. As an alternative to distributing multiple
RFP's, staff is recommending the establishment of a Council approved Qualified Vendor
List for Capital Improvement Inspection Consultant Services. Inspection services firms
will be selected from the Qualified Vendor list for specific projects, avoiding the need to
solicit for services for each project separately.
Item 8.j. - Page 1
CITY COUNCIL
QUALIFED VENDOR LIST FOR CAPITAL IMPROVEMENT PROJECT INSPECTION
CONSUL TANT SERVICES
AUGUST 13, 2013
PAGE2
ANALYSIS OF ISSUES:
The Engineering Division used to have a full-time Inspector position. This position was
eliminated during the reorganization and it was determined that it would be more cost
efficient to contract for these services on an as-needed basis. However, this can be
labor intensive if necessary to conduct a selection process prior to each project.
Therefore, creating an ongoing qualified vendor list is recommended.
Requests for Qualifications (RFQ) for Capital Improvement Inspection Consultant
Services were distributed on June 27, 2013. The desired services from proposing
consultant firms includes, but is not limited to, attending pre-construction meetings,
inspecting public infrastructure construction work, paying estimates, changing order
review and preparation, completing quantity measurements and daily construction logs,
and effectively performing other construction inspection duties for a variety of public
infrastructure capital improvement projects.
Eleven (11) Statements of Qualifications (SOQ's) were received and opened on the due
date of July 16, 2013. City staff evaluated the SOQ's based on the following criteria:
• Responsiveness to the request of qualifications and the firm's understanding of
the required work
• Evidence of good organizational and management practices
• Qualification of the personnel. Having team members with APWA Public
Infrastructure Inspector Certification is desirable.
• References
• Previous consulting experience, including the completion of certification
requirements for consultant work on Federal Aid Projects.
Based on the outcome of the graded evaluation process, staff is recommending the
approval of the Qualified Vendor List for Capital Improvement Inspection Consultant
Services (Attachment 1 ). Some of the inspection services firms on the proposed list
focus on road rehabilitation projects, while others specialize in water and wastewater
infrastructure projects. In addition, some of the firms are larger and have significant "in-
house" resources, while others as smaller firms with lower overhead costs, suitable for
smaller projects.
Depending on inspection services needs, including the size and scope of the capital
improvement project, a corresponding qualified consultant firm will be selected to
provide inspection services based on their specific strength and focus. Ten (10) of the
proposing firms are recommended for inclusion on the Qualified Vendor List for Capital
Improvement Inspection Consultant Services based on the graded evaluation by City
staff. This list is recommended to be re-established in three years. Staff may issue
Requests for Qualifications in the future for projects that require specialized inspection
services not possessed by firms on the proposed list.
Item 8.j. - Page 2
CITY COUNCIL
QUALIFED VENDOR LIST FOR CAPITAL IMPROVEMENT PROJECT INSPECTION
CONSUL TANT SERVICES
AUGUST 13, 2013
PAGE3
ADVANTAGES:
The following advantages have been identified for the proposal:
• Staff will spend less time preparing RFP's for each project.
• Due to staffing limitations, the Engineering Division is challenged to perform both
the capital project administrative duties and the necessary degree of on-site
inspection that many projects require. Hiring consultants for the inspection duties
frees Engineering staff to concentrate on other tasks.
• Beneficial working relationships can be established with specific inspection firms.
• The Qualified Vendor List contains inspection firms with a variety of expertise
and capabilities.
DISADVANTAGES:
The following disadvantages have been identified for the proposal:
• Inspection firms that did not submit a Statement of Qualifications would be
precluded from selection until a new Request for Qualifications is distributed.
• Costs for consultants may increase the project budget, necessitating reducing
the scope of work that can be performed.
ENVIRONMENTAL REVIEW:
No environmental review is required for this action.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve the Qualified Vendor List
2. Do not approve the Qualified Vendor List; or
3. Direct staff to prepare a Request for Proposals for Inspection Services prior to all
projects that will require between $5,000 and $25,000 as currently stipulated in
the City's Purchasing Policy Manual.
4. Provide direction to staff.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, August 8, 2013. The Agenda
and staff report were posted on the City's website on Friday, August 9, 2013.
Attachment:
1. Qualified Vendor List
Item 8.j. - Page 3
CITY OF ARROYO GRANDE
QUALIFIED VENDOR LIST
Construction Inspection Services
for Capital Improvement Projects
QUALIFIED FIRMS:
North Coast Engineering, Inc.
Paso Robles, CA
Pavement Engineering, Inc.
San Luis Obispo, CA
Filippin Engineering, Inc.
Goleta, CA
Flowers & Associates, Inc.
Santa Barbara, CA
Wallace Group
San Luis Obispo, CA
Cannon Associates
San Luis Obispo, CA
WSC (Water Systems Consulting, Inc)
San Luis Obispo, CA
Ground Up Design & Construction Management, Inc.
Paso Robles, CA
MNS Engineers, Inc.
San Luis Obispo, CA
Lenhardt Engineering, Inc.
San Luis Obispo, CA
ATTACHMENT 1
Item 8.j. - Page 4