Title
Third Extension to the Contract for Professional Civil Engineering Services and Approval of CHW's Services for the One Stop Project for a Value up to $180,000 (B)
This item involves an extension to the Contract for Professional Civil Engineering Services with Causseaux, Hewett, and Walpole, Inc., and the approval of services in relation to the One Stop Project for a value up to $180,000.
Explanation
Casseaux, Hewett and Walpole later referred to as "CHW" responded to RFQ PWDA060144-DH requesting qualifications for Annual Professional Engineering Services. Casseaux, Hewett, and Walpole, Inc. executed a contract with the City of Gainesville on November 9, 2006 for the services as outlined in the RFP. These services are outlined in the contract dated November 9, 2006 as provided in the backup for this agenda item. A few of the services provided are civil engineering, land surveying, planning, construction inspection services, permitting, geotechnical, environmental, and landscape architecture. The vendor has responded to the City's requests for services promptly and their services have been reliable and accurate, and as such the City wishes to execute a third extension to extend the contract for another period of one year. CHW's services are currently being used in major and minor projects, and can be completed up to the $50,000 signing authority of the City Manager before coming back to the City Commission. One example of the need to continue the contract is for the services being provided by CHW to the City in relation to the One Stop Homeless Shelter. The General Services Department is currently using the services of CHW for permitting, surveying, civil engineering, planning, and various other services in order to complete the needs in relation to the One Stop Homeless Shelter. CHW is the agent for the City in the Design Plat, subdivision, and PD rezoning application for the One Stop Homeless shelter. These items are expected to be completed towards the latter part of the year, and rely on the extension of this contract to continue these services, and keep the project on schedule.
The contract allows for five one-year extensions. This is the third request for an extension to the contract.
Due to the signing authority limit for the City Manager, and the services that City needs CHW to perform for the One Stop, staff requests City Commission approval to continue services with CHW for up to $180,000. If services are not completed by CHW and the City had to search for another engineer to complete the services, the project completion schedule would have to be extended. In addition, the City would have to pay another firm to re-do work that CHW has already performed, as one engineer won't sign and seal work of another engineer. Also, CHW has already performed a due diligence study for the project and is very familiar with the project area, and needs; as well as, where the project is in the process.
Fiscal Note
Funding sources will be identified as needed through the City's Capital Improvement Plan capital project accounts, Public Works Department fiscal year operating budget, and CDBG funding accounts.
Recommendation
The City Commission: 1) authorize the City Manager to execute the Third Extension to the contract with Causseaux, Hewett, and Walpole, Inc. extending the term of the contract for a period of one year, subject to approval by the City Attorney as to form and legality; and 2) continue the services of Causseaux, Hewett, and Walpole, Inc. for the One Stop project with a value up to $180,000.
Alternative Recommendation: The City Commission deny the recommendation for the Third Extension, and continuation of services for the One Stop Project and direct the City Manager to secure the services of individual firms on a project-by-project basis. This would result in project delays and additional administrative costs for both projects and routine tasks that require these services.