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Consent

Brentwood City Commission Agenda

Meeting Date:	08/23/2021
Resolution 2021-98 - Agreement with ECS Southeast LLP for Materials Testing and Inspection Services for Fire Station 5
Submitted by:	Kirk Bednar, Administration
Department:	Administration

Information

Subject

Resolution 2021-98 - Agreement with ECS Southeast LLP for Materials Testing and Inspection Services for Fire Station 5

Background

As part of the construction process for the new Fire Station 5 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:

soils testing during the grading and foundation installation process;
materials testing for the foundation, walls, concrete slab and pavement;
structural steel and masonry testing; and
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. After consultation with the project design team and construction management firm, staff is recommending an agreement with ECS Southeast LLP. The staff at ECS'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 ECS staff. Also, ECS 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 $26,307.75 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 insure some contract flexibility should additional testing be required, project scheduling be adjusted, etc. staff is recommending City Commission funding authority for these services up to $32,000. Should the needed services exceed this amount, approval of a change order by the City Commission would be required.

Please contact the City Manager if any questions.

Staff Recommendation

Staff recommends approval of Resolution 2021-98.

Fiscal Impact

Amount :	$32,000 Max.
Source of Funds:	Capital Projects Fund
Account Number:	311-45200-5018

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 $26,307.75 based on certain assumptions related to construction schedule and sequence. Staff is recommending Commission funding authorization up to $32,000 to flexibility for additional testing services as may be necessary during the construction phase of the project.

Sufficient funds are available in the FY 2022 Capital Projects Fund budget for these services.

Attachments
Resolution 2021-98
ECS Proposal and Contract
Signed Resolution
Signed Contract