CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 21-243, Consulting Engineering Services for Soils and Materials Testing, to NASHnal Soil Testing LLC, for an amount not to exceed $38,707.05 and a total award of $158,707.05
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, P.E., Director of Transportation, Engineering and Development/City Engineer
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
A soils and materials testing consultant is required by the Transportation, Engineering and Development (TED) Business Group, Water Utilities, and Department of Public Works every year. The services include performing quality assurance testing for hot-mix asphalt, concrete and other materials that are used through the City’s construction contracts. Soils and materials testing in connection with public improvement construction, MFT-funded projects, new development and infrastructure construction type projects are also included.
On January 4, 2022, the City Council approved RFP 21-243 for NASHnal Soil Testing, LLC to perform soils and materials testing. The contract was for a period of two years ending December 31, 2023, with consideration for three one-year options to renew.
On February 4, 2024, the City Council approved Option Year #1 to the contract as NASHnal had provided good service during the initial term of the contract.
DISCUSSION:
The soils and materials testing contract is shared among three departments with the budget allocated as follows:
• TED = $85,000
• Water Utilities = $30,000
• Public Works = $5,000
The additional work required for the 2024 calendar year was accounted for by both the TED and Water Utility departments.
TED accounts for an overage of $15,821.55 for a total expenditure of $100,821.55. TED had performed roadway resurfacing, as part of the 2023 City Resurfacing program, where West Street from Emerald Drive to Rickert Road was reconstructed. After the roadway paving was complete, certain portions of the roadway section began to make noises, which TED had never previously encountered. Through this contract, TED requested NASHnal to hire a sub-consultant to analyze the new roadway section using high-tech imagery data collection to determine the cause of the roadway noises. This data collection and reporting came at a cost of $17,500, with no subcontractor markup collected by NASHnal Soil Testing. This expense is an anomaly and will not be a recurring expense in future years.
Water accounts for an overage of $27,885.50 for a total expenditure of $57,885.50. Water Utilities’ budget includes an amount to perform soils investigations on up to two water main capital projects per year, which has typically been sufficient. However, beginning in 2024, due to an increased capital budget, Water Utilities required soils investigations on four projects. Increasing the number of projects from two to four roughly doubled the necessary expenditures. These increased expenses are not an anomaly and will need to be accounted for in future capital budgets.
The proposed cost of Change Order #1 is $38,707.05 which will result in a total award of $158,707.05. Historically, the expenditures for this contract have been less than the budgeted amount.
FISCAL IMPACT:
CIP #: MP009, WU004
Soil and material testing services are expensed to the Infrastructure and Other Professional Services accounts listed below. This work is related to MP009 and WU004; in 2024 MP009 had a budget of $13,000,000 and WU004 had a budget of $75,000. Additionally, Public Works also budgeted $20,0000 for this service in 2024. The requested change order can be accommodated within the 2024 budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282200-551502 |
Capital Projects Fund |
$29,448,000 |
|
41252000-551502 |
Water Capital Fund |
$40,264,902 |
|
31251100-531309 |
General Fund |
$32,000 |