HomeMy WebLinkAbout9 Construction Inspection Servicesenda Item #
CONSENT
To: Board of Directors
From: Neil Kaufman
Date: April 04, 2018
Subject: Consideration to Approve a Contract with Construction Materials
Engineers for Construction Inspection Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000,
2. HISTORY
The Water Department inspection staff currently consists of two personnel on a part-
time basis.
Water System Engineer -Neil Kaufman
Senior Water Quality Technician/Inspector - Julie Nelson
The following developer projects are currently expected to proceed with construction
during the Summer of 2018.
Boulders Condominiums -Phase IV
Coburn Crossing
Coldstream ( PC-1)
Gray_ s Crossing Commercial Village
Hotel Avery
Miner_ s Trail, Sutter_
New CHP Facility
Railyard
s Trail &Villa Court
Schnurrenberger subdivision
Soaring Ranch
Truckee Elementary School fire protection loop pipeline
In addition to the above projects, there are a number of other developer projects that
could move into the construction phase. District inspection staff will also be heavily
involved with internal construction projects and backflow prevention compliance for
new single-family homes.
In 2015, the District issued a Request for Proposals (RFP) for on -call construction
inspection services to assist with inspection of developer projects. As a result, the
District awarded a contract to TriSage Consulting of Reno. TriSage performed
inspection work for the District in 2016 and 2017.
The current inspection staff likely cannot devote sufficient time to the expected
developer projects. This inspection work load is seasonal in nature and the Water
Department does not recommend adding full-time staff to address this need.
Therefore, the continued use of an outside consulting firm is recommended.
3. NEW INFORMATION
In March 2018, the District issued a new RFP for on -call construction inspection
services. The intent is to provide on -call inspection to assist District staff in the
inspection of private developer projects. Internal capital projects will be inspected by
District staff. Five proposals were received in response to the RFP.
4Leaf
Coastland Civil Engineering
Construction Materials Engineers
NV5
TriSage Consulting
A staff committee of three employees from multiple departments and functions
reviewed the proposals and determined the following scoring on a technical basis with
a maximum score of 80 points.
Firm
Technical
Score
4Leaf
59
Coastland Civil Engineering
48
Construction Materials Engineers
75
NV5
38
TriSage Consulting
1 72
The cost proposals were then reviewed. The cost for four hours of on -site inspection
time in Truckee was then calculated. This cost was based upon the hourly rates given
in the proposals and included additional costs for travel time and mileage.
4Leaf = $1,004.70
Coastland Civil Engineering = $858.06
Construction Materials Engineers = $639.50
NV5 = $1086.75
TriSage Consulting = $612675
Therefore, the final evaluation is:
Firm
Technical Score
Cost Score
Total
4Leaf
59
4
63
Coastland Civil Engineering
48
10
58
Construction Materials Engineers
75
19
94
NV5
38
0
38
TriSa e Consulting
72
20
92
None of the firms have offices in Truckee and none qualify for the District's local
procurement preference policy.
4. FISCAL IMPACT
A separate work order is created for each developer project. Inspection of developer
constructed facilities is billed against the appropriate work order and the costs are paid
by the developer. The Water Department generates an estimate of the level of
inspection effort required for a given project and collects a deposit for those costs at
the time the development agreement is signed. If the total inspection costs exceed
the initial deposit, the developer is billed for these additional costs. It the initial deposit
is not exceeded, the remaining funds are returned to the developer.
When an outside firm is used to perform the construction inspection, those costs are
billed against the deposit collected from the developer. There is a minimal financial
impact to the District associated with accounting and contract management.
The proposed contract amount of $80,000 is an estimate based upon the anticipated
level of all developer projects for the Summer of 2018.
5. RECOMMENDATION
Authorize
Engineers
$80,000.
the General Manager to enter into a contract with Construction Materials
for on -call construction inspection services in an amount not to exceed
Michael D. Holley
General Manager /Water Utility Manager