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Department of Utilities
Reference: A Resolution of the City Council of the City of Brighton, Colorado, Acting by and through its Water Enterprise, Accepting the Proposal from RJH Consultants, Inc., Awarding the Contract for the Proposal from RJH Consultants, Inc., Awarding the Contract for the South Platte Reservoirs’ Embankment Protection Designs Project #15-045 to RJH Consultants, Inc. in an Amount not to exceed Ninety Nine Thousand, Five Hundred Dollars ($99,500), and Authorizing the Mayor to sign the contract on Behalf of the City.
To: Mayor Richard N. McLean and Members of City Council
Through: Manuel Esquibel, City Manager
Prepared By: Finance Department/ Division Procurement Contracts and Risk Management
Utilities Engineering Division
Through: Curtis Bauers, Utilities Director
Chontel Trujillo, Assistant City Manager of Operations
Cc: Dan Frelund, Finance Director
Date Prepared: October 6, 2015
PURPOSE
Requesting City Council approval of a formal Request for Proposal for the South Platte Reservoirs’ Embankment Protection Designs Project to the most responsive and responsible firm and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.090, “. . . . All bids and proposals in excess of $50,000 shall be awarded through formal written procedures by the city council.”
BACKGROUND
The City of Brighton owns three reservoirs known as Ken Mitchell Cell #1, Erger’s Pond, and 124th Reservoir. The fourth reservoir, Cell #3, is already under contract for embankment protection design services. These reservoirs are used for storing augmentation water. This water, in a normal year, is used during the winter and replenished during spring runoff and through summer irrigation season.
Cell #1 is currently empty and is the largest of all of the city’s reservoirs. There is roughly 12,000 linear feet of bank on Cell 1 and there is approximately 150 acres of water surface when full. Cell 1 is a slurry wall lined reservoir and distances vary from 5 ft. to 200 ft. from slurry wall to top of bank.
Erger’s Pond is currently full with approximately 1,800 acre feet of water. It has roughly 8,000 linear feet of bank and there is roughly 27 acres of water surface when full. On the north side there is an existing 40 ft. x 600 ft belt of rip rap that has already been placed. Erger’s is a slurry wall lined reservoir and distances vary from 5 ft. to 50 ft. from slurry wall to top of bank.
124th Reservoir is currently full of around 1000 acre feet of water. It has roughly 4000 linear feet of bank and there is roughly 14 acres of water surface when full. It is a clay lined reservoir and has been in operation since 2004. Since this reservoir has been in operation without embankment protection there is a possibility of some highly eroded areas of clay liner that will need to be regraded/improved.
The City of Brighton requested proposals from qualified engineering firms for embankment protection designs and specifications for Cell #1, Erger’s Pond and 124th Reservoir.
Proposals were received from firms on September 9, 2015 at 10:00 AM. Firms submitting proposals:
• Bowman Consulting
• RJH Consultants, Inc.
• Engineering Analytics, Inc.
Based on members from the Utilities Department review of submitted Proposals, the project team ranked and evaluated the firms in a matrix that highlighted the evaluation criteria. RJH Consultants, Inc received the highest score from the project team as the firm best meeting the evaluation criteria. The criteria used for the evaluation and final recommendation of the interview firms included:
Ø General information
Ø Relevant firm experience
Ø Team experience and qualification
Ø Approach to project management
Ø Detailed fee schedule (Cost Estimate)
Although the cost estimate is the highest ranking criterion, the lowest bidder did not end up as the highest scoring firm when all the criteria was considered.
CRITERIA BY WHICH COUNCIL MUST CONSIDER THE ITEM
FINANCIAL IMPACT
Funding was approved in the 2015 budget for the South Platte Reservoirs’ Embankment Protection Designs. No additional funds are required.
STAFF RECOMMENDATION
Staff recommends the contract be awarded to the most responsive and responsible firm - RJH Consultants, Inc., for an amount not to exceed Ninety Nine Thousand Five Hundred Dollars ($99,500) for the South Platte Reservoirs’ Embankment Protection Designs.
OPTIONS FOR COUNCIL CONSIDERATION
• Approve as presented
• Reject
• Require new proposals be prepared
ATTACHMENTS
• Resolution
• RFQ Evaluation Matrix