Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Shortlisted Firms and Begin Negotiations of RFQu #20190074 for Continuing Geotechnical Services.
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Submitted By: June Raymond, Procurement Agent I, Procurement Management Department (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Executive Summary (General Business): It is the intent of the City to procure the services of a minimum of three professional geotechnical firms to provide services for the City.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve the shortlist for RFQu 20190074 Continuing Geotechnical Services for city projects to the four highest ranked firms selected by the evaluation committee and approve negotiating a fixed-fee scheduled contract with Andersen Andre Consulting Engineers, Inc.; Ardaman & Associates, Inc.; RADISE International, LC; and GFA International, Inc.
Alternate Recommendations:
1. Move that the Council reject RFQu 20190074 and provide staff with direction.
Background: The firms shall perform services pursuant to RFQu # 20190074 Continuing Geotechnical (GEO) Services for the City. The projects for this work will be from the current Five-Year Capital Improvement Program (CIP), any amendments during the term of this contract, and projects funded through the One-Half Cent Sales Tax for infrastructure improvements and other City projects that require GEO services. Separate contracts will be created for the projects requiring GEO Services, as determined by the City. Depending upon the individual project, compliance with various federal guidelines may be required. A broader more defined scope of work will be developed for each individual project.
The method of award for the “Continuing Services Projects” will be based on a strict rotation per the maximum amount of $250,000 per year for the term of the contract. Each contract anniversary, the maximum amount of award per firm will be established based on the City’s adopted Capital Budget. Once that maximum amount per year is met, the firm will not be eligible for other projects for that contract period until the other firms in the rotation have reached equitable amounts for the remaining term of the contract. The term of the contract will be for three years with no renewal options. The City reserves the right to issue other solicitations regardless of this contract. The Procurement Management Department will establish a database and monitor the rotation of the awards to the firms.
The City shall negotiate a fee schedule with all the selected firms to be referred to when proposing services for each project assigned by the City. The fee schedule will be valid for the term of the contract. The fee schedule shall include, but not be limited to, the hourly rate of personnel required to support the engineering services for the anticipated projects. The fee schedule will be a ‘not to exceed amount’ based on actual hours worked. Lump Sum contracts may also be issued at the discretion of the City, and these will also be based on the established fee schedule.
Professional geotechnical firms shall be registered in Florida and have staff with the appropriate qualifications and experience for the individual projects.
Issues/Analysis: An RFQu was advertised for professional geotechnical services via Demandstar on August 8, 2019 with a proposal due date of September 10, 2019. The Procurement Management Department held two public evaluation meetings on September 24, 2019 and October 8, 2019 to evaluate, score and rank the submitted qualifications. The committee scores were based on how well each firm’s submittal aligned with the scoring criteria and intent of the RFQu.
Financial Information: N/A.
Special Consideration: N/A.
Location of Project: Various locations throughout the City.
Attachments:
1. Scoresheets.
2. Recommended Proposals (4).
3. Bid Documents.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
LEGAL SUFFICIENCY REVIEW:
Reviewed by Ella M. Gilbert, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.