HomeMy WebLinkAbout8-Consideration of the Award of a Contract to Perform Geotechnical Testing ServicesAgenda •
TRU KEE DONNER
F Public Utility District
CONSENT
To: Board of Directors
From: Neil Kaufman
Date: April 03, 2013
Subject: Consideration of the Award of a Contract to Perform Geotechnical
Testing Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000.
2. HISTORY
Geotechnical Testing involves testing of materials such as soil, asphalt and concrete
associated with the District's construction projects. The District has a need for such
testing associated with its construction projects and District personnel are not trained
nor equipped to perform the necessary testing work.
In February 2013, the District issued a Request for Proposals (RFP) for Geotechnical
Testing Services associated with the planned 2013 construction projects. The scope of
work covers testing of backfill materials and asphalt associated with the District Pipeline
Replacement - 2013 and Donner Lake Substation Earthwork projects.
3. NEW INFORMATION
Seven proposals were received in response to the RFP from:
• Black Eagle Consulting - Reno, NV
• CME - Reno, NV
• Geocon - Rancho Cordova, CA
• Holdredge & Kull - Truckee, CA
• Lumos - Carson City, NV
• Marvin Davis & Associates - Reno, NV
• Wood Rogers - Reno, NV
A staff committee of three members was selected, and the proposals were evaluated
based on the following criteria:
• Project Approach (20%)
• Experience and Qualifications of the Firm (20%)
• Experience and Qualifications of the Project Team (20%)
• Local Experience of the Project Team (25%)
• Cost (15%)
• Past District Experience with the Firm (-5 to +5 bonus points)
On a technical basis, all of firms are qualified to perform the testing work and all of the
firms have experience with similar construction projects. Holdredge & Kull and Wood
Rodgers were determined to be the top two candidates, followed by a grouping of the
remaining candidates.
The proposed costs were then reviewed. It was found that the firms made a number of
differing assumptions regarding the amount of time to be spent on -site and they have
different policies regarding payment for travel time. Using hourly rates listed in the
proposals, a comparable cost was developed for each firm. Using this approach, it is
projected that Black Eagle Consulting, Holdredge & Kull and Marvin Davis &
Associates would all have a comparable cost to the District, with the other firms being
more expensive.
Finally, an aggregated ranking (capability & cost) of the proposers was developed and
is listed below:
Firm
Rank
Holdredge & Kull
1
Wood Rogers
2
Marvin Davis & Associates
3
CME
4
Lumos
5
Geocon
6
Black Eagle Consulting
7
4. FISCAL IMPACT
Geotechnical testing will be paid on an hourly basis and the hourly cost will allocated
to the project on which the work is performed. The pipeline related work will be paid by
the Water Department and the substation work will be paid by the Electric Department.
It is currently estimated that the total cost to the District will be about $30,000 with
about $23,000 related to the pipeline project and about $7,000 related to the
substation project.
The current recommendation for funding sources is:
Funding Source
Amount
Water Department General Fund
$23,000
Electric Department Facility Fees
$7,000
Total
$30,000
Sufficient funds exist from these sources to cover the costs. It is also recommended
that a 10 percent change order allowance be established.
5. RECOMMENDATION
A) Award a contract for Geotechnical Testing Services to Holdredge & Kull in an amounl
not to exceed $33,000.
B) Authorize the transfer of up to $7,700 from Electric Department Facility Fees to the
Electric Department General Fund to cover the Electric Department's share of the
contract.
Michael D. Holley
General Manager / Water Utility Manager