FROM:
Engineering
SUBJECT:
Title
Approve the Task Order for Phase II of the Geotechnical Engineering and Materials Testing Services for the City Hall Renovation Project (City Hall; SQ-87-DE-19-92).
End
RECOMMENDATION:
Recommendation
1. Approve and authorize the City Manager to enter into the Task Order with Ninyo & Moore Geotechnical and Environmental Sciences Consultants, Inc. for Phase II of the Geotechnical Engineering, Materials Testing Services and Building Envelope Testing Services for the City Hall Renovation Project (Request for Proposals SQ-87-DE-19-92) in the amount of $554,325.00.
2. Approve and authorize the City Manager to enter into future Amendments to the Task Order for the Phase II of the Geotechnical Engineering Testing Services and Building Envelope Testing Services for City Hall Renovation not to exceed $55,400.
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COUNCIL GOALS:
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the city's existing infrastructure.
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by providing for the development of new infrastructure.
DISCUSSION:
The City Hall Renovation Project (City Hall) is a proposed project to be constructed in place of the existing City Hall building located at 8353 Sierra Avenue, Fontana, CA 92335 (Reference Exhibit - Vicinity Map). In general, the Project will consist of the demolition of the existing City Hall building and construction of the new City Hall building, remodel of a portion of the existing Development Services Organization (DSO) building, and construction of a pedestrian bridge from each building.
The new building will encompass approximately 44,451 square feet with a multi-level exterior plaza of roughly 14,000 square feet, and 111 new ground-level parking spaces for staff and visitors. Furthermore, the scope for the DSO building involves the demolition of approximately 1,200 square feet of the first level, the addition of approximately 1,700 square feet of a 2-story space, and the addition of an approximately 420 square feet of pedestrian bridge to connect Level 2 of the DSO building to the proposed elevated City Hall Grand Plaza. The intent of the building is to serve as office space for City staff, provide public and employee parking on the Civic Campus, and serve as the primary public interface for residents and businesses within the City.
In May 2024, the City issued a Request for Proposals (RFP) for Geotechnical Engineering and Materials Testing Services for the City Hall Renovation Project through the City’s online bidding system. The RFP specified that services would be awarded in two phases due to funding limitations at the time. Phase I included services necessary to conduct a geotechnical and soils investigation to support project design. Phase II included materials sampling and testing services and geotechnical engineering services during construction to be performed by the Geotechnical Engineer of Record.
The City received six proposals in response to the RFP. Proposed fees for Phase I ranged from $25,395 to $59,264, and proposed fees for Phase II ranged from $81,896 to $300,746. Following evaluation, the review committee determined that Ninyo & Moore Geotechnical and Environmental Sciences Consultants, Inc., of Fontana, California, provided the best overall value to the City based on the established evaluation criteria.
On September 3, 2024, the City issued a Phase I task order to Ninyo & Moore Geotechnical and Environmental Sciences Consultants, Inc. to perform the geotechnical investigation and prepare the project geotechnical report supporting the design of the City Hall Renovation Project.
The project has now advanced to the construction phase, and funding is available to proceed with Phase II services, which include construction-phase materials sampling, testing, and geotechnical engineering services. Because the original RFP was issued prior to completion of the final construction documents, the City requested an updated Phase II proposal from Ninyo & Moore based on the completed plans and specifications.
The updated proposal reflects the final scope of construction and includes additional services required to support the completed design, including building enclosure testing, expanded public street improvements, tenant improvements within the Development Services Office building, and testing associated with the pedestrian bridge connecting Level 2 of the DSO building to the elevated City Hall Grand Plaza.
Following negotiations, City staff and Ninyo & Moore agreed to a Phase II task order amount of $554,325 to provide geotechnical engineering, materials testing, and building enclosure testing services during construction.
Although the negotiated amount is higher than the preliminary Phase II proposal submitted during the original RFP process, staff recommends retaining Ninyo & Moore for Phase II services because the firm prepared the original geotechnical investigation and serves as the Geotechnical Engineer of Record for the project. Continuation of services with the same firm during construction is appropriate and in the City’s best interest.
The geotechnical engineer responsible for the subsurface investigation and engineering analyses is uniquely qualified to interpret field conditions encountered during construction and verify that site conditions are consistent with the design assumptions documented in the geotechnical report. Retaining the Engineer of Record ensures continuity between the geotechnical design recommendations and construction-phase verification, reduces the potential for conflicting interpretations of subsurface conditions, and avoids duplication of work that would occur if a new consultant were required to independently review and assume responsibility for another engineer’s analyses. Engaging a different firm at this stage could result in additional costs, schedule delays, and potential liability associated with reliance on or reinterpretation of the original geotechnical work. Therefore, continuation of services with the Geotechnical Engineer of Record provides the most efficient, technically sound, and cost-effective approach for supporting the project during construction.
For these reasons, staff recommends continuing services with Ninyo & Moore to maintain project continuity, technical accountability, and efficient delivery of the construction phase.
FISCAL IMPACT:
The fiscal impact associated with the approval of this item is $554,325.00 for the full term of the Task Order. Funds are included in the Fiscal Year 2025-2026 Budget in the City hall Renovation Phase II Project #37600012-601-A-8112, Fund 601 - Capital Reinvestment.
MOTION:
Approve staff recommendation.