SR-10-28-2014-3FCity Council Meeting: October 28, 2014
Agenda Item: 3 -F
To: Mayor and City Council
From: David Martin, Planning and Community Development Department Director
Subject: First Modification to Professional Services Agreement #2590 with Cotton,
Shires & Associates, Inc. and Professional Services Agreement #2591
with Koury Geotechnical Services, Inc.
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Professional Services Agreements #2590 in the amount
of $135,000 with Cotton, Shires & Associates, Inc., a California -based company, to
provide geotechnical review services, and to extend the term of the agreement by two
years. This will result in a five year amended agreement with a new total amount not to
exceed $205,000. Staff also recommends that the City Council authorize the City
Manager to negotiate and execute a first modification to Professional Services
Agreements #2591 in the amount of $135,000 with Koury Geotechnical Services, Inc., a
California -based company, to provide geotechnical review services, and to extend the
term of the agreement by two years. This will result in a five year amended agreement
with a new total amount not to exceed $205,000.
Executive Summary
Cotton, Shires & Associates and Koury Geotechnical Services provide geotechnical
engineering services to the Building and Safety Division. They review Soils Reports
that are submitted as part of the Plan Check process. Due to an unforeseen increase in
the volume of Soils Reports, staff recommends increasing the contract amounts for both
firms in order to meet the new demand levels. Staff recommends increasing both
overall contract amounts by $135,000, for a not to exceed total of $205,000 for
each. Staff also recommends extending the contract terms for both firms by two years
for a final termination date of June 30, 2017.
Discussion
The Building and Safety Division originally went to bid in 2012 and contracted with both
Cotton, Shires & Associates and Koury Geotechnical Services to perform Soils Report
reviews. The contract amount for both firms is $70,000 each, which was below the
threshold for Council approval at the time the contracts were created. Both contracts
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are set to end on June 30, 2015. Since the contracts were executed in 2012, the
volume of Plan Checks received by the Building and Safety Division has been higher
than originally estimated, which has concurrently driven up the volume of soils reports in
need of review. This is mainly a result of changes in building codes, which drove
customers to get their projects submitted for plan check before the new codes took
effect. As a result of this increased volume, the allotted budget has been expended
faster than anticipated. For this reason, staff recommends an increase to both contract
amounts. This will allow Building and Safety to continue utilizing both of these
consultants to perform geotechnical reviews of soils reports, which is a necessary facet
of the Plan Check process. Staff recommends increasing the term of both contracts at
this time to allow Building and Safety to continue using their services through June 30,
2017.
Consultant Selection
In February 2012, the City published Request for Proposals (RFP) to provide
geotechnical review services to the Building and Safety Division in accordance with City
specifications. The RFP was posted on the City's on -line bidding site in accordance with
City Charter and Municipal Code provisions. 23 responses were received on February
16, 2012 and proposals were evaluated based on the criteria in SMMC 2.24.072. The
respondents were ranked based on these evaluations and the top firms were
interviewed. After considering the proposals and subsequent interviews, evaluators
selected the top three firms based on overall qualifications. These firms were (in rank
order, from first to third): Cotton, Shires & Associates, Fugro Consultants, and Koury
Geotechnical Services. All three companies specialize in geotechnical services and
excel in at least three of the four major evaluation criteria: engineering experience, staff
qualifications, record of success with past clients, and fee proposal. The Building and
Safety Division entered into Professional Service Agreements with all three firms, but
staff is only recommending extending the term of these agreements with Cotton, Shires
& Associates and Koury Geotechnical Services. Both companies will review soils
reports submitted to the Building and Safety Division as part of the Plan Check process.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to Cotton, Shires & Associates, Inc. is
$135,000, for an amended agreement total not to exceed $205,000. Funds are available
in the FY 2014 -15 budget in division 01321; the agreement will be charged to account
01321.555060.
The agreement modification to be awarded to Koury Geotechnical Services is $135,000,
for an amended agreement total not to exceed $205,000. Funds are available in the FY
2014 -15 budget in division 01321; the agreement will be charged to account
01321.555060.
Prepared by: Orville Sabado, Plan Check Supervisor
Approved:
A:�7� A"
David Martin
Director, Planning and Community
Development Department
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9987
(CCS)
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Contract No. 9988
(CCS)