That the City Council:
A. Approve and authorize the City Manager to execute Agreements with (1) Twining, Inc., (2) MTGL, Inc., and (3) Ninyo & Moore for "On-Call" Geotechnical Engineering and Testing Services for Public Works Projects, Fiscal Year 2021-2022 through Fiscal Year 2025-2026; and

B. Approve and authorize staff to issue purchase orders to (1) Twining Inc., (2) MTGL, Inc., and (3) Ninyo & Moore Geotechnical and Environmental Sciences Consultants for Fiscal Year 2021-2022 through Fiscal Year 2025-2026 in the amount of $75,000 per consultant, per fiscal year, not to exceed $225,000 in total per fiscal year.

On April 29, 2021, staff solicited a Request for Proposals (RFP) to provide “On-Call” Geotechnical Engineering and Material Testing Services for Public Works Projects, Fiscal Year 2021-2022 through Fiscal Year 2025-2026 to five qualified consulting firms specializing in these areas. The RFP specified that the City intends to construct various public works projects over the next five fiscal years (July 1, 2021 through June 30, 2026).  These projects include various: park improvements, street & alley improvements, storm drain replacements, water main replacements, sewer main rehabilitation, traffic signal improvements, and building facilities improvements.  Services that may be required on these projects include, but are not are limited to, geotechnical investigation of existing soil conditions, compaction testing of backfill materials, and testing of asphalt concrete, Portland Cement Concrete, slurry seal material and pipe materials. Each selected consultant firm will be required to provide services in accordance with commonly accepted public works testing practices, per the City’s Quality Assurance Program (QAP) and Caltrans material testing guidelines and requirements specific to each project. 
 
It is the intent of the RFP to establish the ability to obtain timely and efficient consulting support to supplement the City’s engineering staff.  If approved, contracts will be issued to each selected consultant in an annual maximum amount not to exceed $75,000 per consultant.  Project assignment values under this on-call contract will vary dependent upon project type, scope, size, and/or complexity.  The City will require the selected consultants to submit individual proposals as needed and to negotiate for each project assignment. 

The RFP was sent to the following list of qualified consultants:

A review committee consisting of the Public Works Director, City Engineer, and Assistant Civil Engineer evaluated the proposals.  Based on a total score of 100 points, the review committee established their scores on responsiveness to the RFP. The scoring criteria was based on:  Thoroughness of Proposal, Qualifications of the Firm, Proposed Project Team and Organization, Consultant’s Ability to Meet City’s Need, Consultant’s Quality Assurance Program and Experience with Caltrans & Federal-Aid Projects and Cost. The consultants were ranked as follows:

Firm Name                                       Ranking                    Average Score
Twining, Inc.                                           1                                95 points
MTGL, Inc                                              2                                94 points
Ninyo & Moore                                       3                                92 points
Petra Geosciences, Inc.                         4                                72 points

Based on the responsiveness to the RFP, staff recommends contracts be awarded to the top three firms which include (1) Twining, Inc., (2) MTGL, Inc., and (3) Ninyo & Moore for “On-Call” Geotechnical Engineering and Material Testing Services for Public Works Projects, Fiscal Year 2021-2022 through Fiscal Year 2025-2026.

The cost of professional services and outside consultants are programmed into Capital Improvement Projects on an as needed basis.  Funding for these services are then built into the project budgets from the various funding sources budgeted for those projects. The total cost of providing “On-Call” Geotechnical Engineering and Material Testing Services for Public Works Projects, Fiscal Year 2021-2022 through Fiscal Year 2025-2026 will not exceed a maximum of $225,000 per Fiscal Year, or $75,000 per selected consultant per Fiscal Year.

AT  3.8  Street Modifications/ Improvements
OS 2.15 Accessible Facilities
OS 2.16 Park Maintenance
RN 1.7   Street System Improvements
RN 1.11 Complete Streets
SD 1.3   Adequate Storm Drain Infrastructure
SS 1.4   Adequate Wastewater Facilities
WS 1.3  Adequate Water Infrastructure