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Brentwood City Commission Agenda
Meeting Date: 08/12/2019  
Resolution 2019-81 - Agreement with Terracon Consultants, Inc. for Materials Testing and Inspection Services for Police Headquarters Facility
Submitted by: Kirk Bednar, Administration
Department: Administration  
Information
Subject
Resolution 2019-81 - Agreement with Terracon Consultants, Inc. for Materials Testing and Inspection Services for Police Headquarters Facility
Background
As part of the construction process for the new Police Headquarters project, the City needs to procure the services of a qualified geotechnical and materials testing firm to be its representative onsite during certain phases of construction.  The services to be provided under this agreement include:
  1. soils testing during the grading and foundation installation process;
  2. materials testing for the foundation, walls, and pavement;
  3. structural steel and masonry testing;
  4. fireproofing testing; and
  5. general project management activities.
These services are traditionally procured directly by the owner so the engineers are independent of the construction manager and subcontractors to best represent the owner's interests.

Since this is considered a professional services agreement, the services are not procured via competitive bidding.  Instead, a qualifications based process is utilized.  The City issued a Request for Qualifications, and seven firms submitted statements of qualification.  The firms were:
  1. ECS Southeast, LLP
  2. Goodwyn, Mills and Cawood
  3. K.S. Ware and Associates LLC
  4. Professional Service Industries, Inc.
  5. S&ME, Inc.
  6. Terracon Consultants
  7. TTL
After review by City staff and consultation with the project design and construction team, staff is recommending an agreement with Terracon Consultants for these services.  Terracon is a national firm with a full service Nashville office. The staff at Terracon's Nashville office has provided similar services on other projects involving our project architect and construction manager, and both have indicated a positive, professional working relationship with Terracon staff.  Also, Terracon has existing knowledge of the project having provided initial exploratory geotechnical services earlier in the design phase.

Pricing for these services is based on a time and materials/test basis.  The attached proposed project budget of $86,078 is based on an estimated number of hours, site visits, and testing costs.  These estimates are based on the scope of construction and estimated schedule of construction, which could change based on various factors.  Therefore, the final fees will be based on actual hours utilized and the hourly fee schedule included, plus testing costs.  To provide a maximum fee for budgeting purposes, the contract includes a not to exceed fee of $107,600.

Attached for your review is the Terracon statement of qualifications and the proposed project budget.

Please contact the City Manager if any questions.
Staff Recommendation
Staff recommends approval of Resolution 2019-81.
Fiscal Impact
Amount : $107,600 Max.
Source of Funds: Capital Projects Fund
Account Number: 311-45200-5028
Fiscal Impact:
The fees for these services will be based upon actual hours utilized, the hourly rate schedule, and testing fees.  The initial budget estimate is $86,076 based on certain assumptions related to construction schedule and sequence. The maximum not to exceed contract amount is $107,600. 

Sufficient funds are available in the FY 2020 Capital Projects Fund budget for these services.
Attachments
Resolution 2019-81
Contract No. 2019-087
Proposed Budget Estimate
Terracon Statement of Qualifications
Signed Resolution & Contract

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