Special Procurement Approval

o
Glendale
Procurement
Sole Source and Special Procurement Request
(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASf, SEND TO YOUR PROCUREMENT LIASON)
RE
UESTOR INFORMATION:
PROPOSED VENDOR INFORMATION:
Requestor: Martin A. Soma PE
Department: Engineering
Email Address: msoma@glendaleaz.com
Retum To:Martin A. Soma PE
Proposed Vendor: Dibble & Associates Consulting
Engineers
Proposed Vendor Contact: Marc Nelson
Proposed Vendor Address: 7878 N l6th St, Suite 120
City, State and Zip Code: Phoenix Az 85020
Vendor Phone: 602-957 -1155
Procurement method requested:
nx
Sole Source
Special Procurement
Total Cost ofthis Order: $329,921 .00
One time purchase: Yes X No E
Federal Money: Yes E No X
Ifyes, explain funding source:
Org #: CIPWW / Obiect #: 63006 /
Description ofthe product or service requested: Dibble & Associates has been contracted to provide construction
administration se(ices (CA) for the City's "Arrowhead Sewer Lines Phase l" project. During construction,
unforeseen issues were identified, which led to the necessity for reworking ofthe affected areas and hence
additional CA services. It is currently estimated approximately 6 months ofadditional time is needed for
construction administration services. The Consultant is continuing to represent and assist the City in the the
analysis, resolution, coordination efforts, and related CA.
In accordance with F inance Administrative Policy No. I , I have conducted a good faith review of available
sources and determine that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.
Datc 910612022
Division
uestor Martin A. Soma PE
DEPARTMENT DIRECTOR APPROVAL:
Date
vlslon
Director
7-t
MA
S
ANAGER APPROVAL:
request and agree that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.
Date
In accordance with Finance Admini
I have conducted a good faith review of this
tive Policv No. l.
Levi D. Gibson, CPA, M.Acc.
Materials M
er
Rev.5l11l2O21
PURCHASE INFOR]VIATION:
Daie: 9-6-2022
Phone Number: 923-930-3667
Vendor Far:
REOUESTOR CERTIFICATION:

Olendale
Procurement
Sole Source and Special Procurement Request
Procurement requires reevaluation and resubmission ofa Sole Source Request for this procurement:
Single Use Only:
End offirst term of Contract
xn
Annually: 
tr
End of Contract, including any extensions: I
Check the reason(s) below to identifo why you have determined the purchase is a Sole Sou
or Special
Procurement and attach supporting documentation. Use only column. A purchase cannot be BOTH a sole source and
ial
urement
a
! 
Other reasons, ifnot above. Explain in detail
SPf,CIAL PROCURMENT
Presents such limited competition that a competitive bid
or proposal process cannot reasonably be used
Discourages the use of a competitive bid or proposal as
it will result in a substantially higher cost to the city, or
will otherwise impair the city's financial interests
Substantially impede the city's administrative functions
or the delivery of services to the public
Does not qualifr as a sole source or emergency
Has only one provider with the experience and
capability to successfully perform the contract
Presents a significant time constraint as the need was not
known in sufficient time to allow for competitive
procurement and time is ofthe essence
X Other reasons, if not above. Explain in detail
JUSTIFICATION:
Use the Guidelines for Justification of the selected reason(s) above, and provide a full explanation ofyour
reason that the producrservice is a sole source or special procurement:
Dibble & Associates was selected prior from the Engineering On-Call to complete an initial study and
provide design and construction administration services (C20-1094 & C20-1094-l). When the construction
ofthe project was roughly 70% complete, issues arose with the piping installation, resulting in the need lor
an additional 6 months to be added to the schedule for the remediation. As the Engineer of Record on the
project, Dibble is continuing to represent the City in the analysis, resolution, coordination and project piping
remediation through completion. These additional services are considered an emergency procurement
under Title 34-606 and will be a stand alone effort under a separate professional services agreement.
MANDATORY RESEARCH DOCUMENTATION RE UIREMENT:
PREPARER NOTE: If this is a vehicle or technology purchase, concurrence of the Equipment Management
Superintendent or the IT Director will be required.
Rev.5l1'll2O21
Provide a detailed explanation of efforts made to determine the availability ofthe product or service fiom
any other vendor, including other distributors:
G
SOLE SOURCE
r-r Compatibility. Indicate sysrem. make, model and
U function
Unique repair/replacement item. ldentif item to
! 
be used with previous PO number item purchased,
and warranty period
Supplementary or necessary part required from
! 
same manufacturer. Identifu in-house equipment
and use with existing system
! 
Unique Item
3 
Unigue Service
Proprietary Specifications (Copyright, patented,
E etc.)

o
Glendale
Procurement
Sole Source and Special Procurement Request
Approval of a vendor as a sole source or a special procurement only determines the procurement method.
Council approval and a signed contract may also be required.
Reu.511112021

Soma, Martin
From:
Sent:
To:
Cc:
Subject:
Attachments:
Follow Up Flag:
Flag Status:
Marc Nelson < marc.nelson@dibblecorp.com >
Friday, August 12, ?02? 8:56 AM
Soma, Martin
Mitchell, Kathy
RE: Message from KM_C550i
City of Glendale - Arrowhead Sewer Lines Phase 'l Amendment 2.pdf; Exhibit D.pdf
Follow up
Completed
Marty -
Attached are the revised Amendment 2 Scope and Exhibit D. ltweaked a couple ofthe sub allowances and added
the CCTV we had B&F do this week. Dibble's fees did not change.
Please call if you need anything else.
Marc Nelson PE, NASSco MACP/PACP
Infrastructure Rehabilitation Project Manager
p 602.9s7.115s I
dibblecorp.com
From: Soma, Martin <MSoma@GLEN DALEAZ.com>
Sent: Wednesday, August 10, 2OZ2 4:12 PM
To: Marc Nelson <marc.nelson@dibblecorp.com>
Cc: Mitchell, Kathy <KMitchell@GtENDALEAZ.com>
Subiect: FW: Message from KM_C550i
Here's a draft for R & C. The major note is Exhibit D needs to be created to show the grand total
Marty
o
nlso.naeEbndol€dl.com
P 623 930 3667 |C21o4 7623
5858 W Gbrxblo Aw. lturte 315
Glorxlala. AZ 85301
Glendale
rire rlgw lrE hG d lrE poab tE gE ssy dgy
Commrnrty . hltogrty. fxcalle.r@ . lorrovatofi . Learnlng
From: c550i@slendaleaz.com <c550i@glendaleaz.com>
Sent: Wednesday, August 10,2022 3:44 PM
M.)rlflr A Sonr,t
I

EXHIBIT B
Contract Amendment 2
City of Glendale
ARROWHEAD SEWER LINES PHASE 1 . SEGMENT I
Project No. 202I04
SCOPE OF WORK
PROjECT DESCRIPTION
The City of Glendale (City) is rehabilitating an existing sanitary sewer system located in north
Glendale along Union Hills Drive, from 67th Avenue to the Arrowhead Ranch Water Reclamation
Facility (ARWRF). A section of large diameter sewer pipe (30 to 42-inch) was installed in the
1980's, with sections constructed of PVC lined reinforced concrete pipe (T-tock). The overall
length of the sewer pipe to be rehabilitated is approximately 10,000 linear feet with
approximately fourteen (1.4) associated sewer access manholes. Based on lhe 147578 Arrowheod
Sewer ond Monhole Rehob-Technicol Memorondum, prepared by Dibble, dated December 2017,
the existing sewer pipe is oversized for the current and foreseeable future capacity needs of the
City and is experiencing operational issues and creating objectionable odor complaints from
adiacent area residents and businesses.
Dibble prepared construction drawings and technical specifications for the desi8n to rehabilitate
the existing sewer by slip lining as recommended in the aforementioned technical memorandum.
Amendment 1 to the contract added construction administration and inspection services for
Dibble to perform.
During construction, slip liner installation issues resulted in significant portions of the new liner
having "floated" after annular space grouting. lm mediately following the discovery of the issue,
Dibble created a new task to track hours spent addressing the unforeseen circumstances. The
task is described below.
City ofGlendale
Arrowhead Sewer Lines Phase I - Segment I Page I of2
Cootract Amendment 2
Scope of Work
8/12122
CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES
Task 350 - Analysis and Coordination of Construction lssues
Dibble will perform the following tasks to advance the resolution of the installation issue.
. 
Attend 3 coordination meetings per week and preparation of detailed meeting minutes
and action item lists.
. 
Detailed record keeping of observations and site conditions.
. 
Coordination and management of subconsultants for pipe investigations.
. 
Analysis of the pipe condition and potential cause of liner lift.
. 
lssue memorandum of findings.
. 
Submittal reviews and document tracking for the pipe repair.
. 
Survey check and set control points.
. 
Full time inspection of the repair of unacceptable segments.
. 
Full time inspection of the emergency repair of the sewer forcemain break

Task 950.03
Task 950.04
Task 95O.O5
ALLOWANCES . DIRECT EXPENSES:
Task 940.02
CiVs Allowance/Continqencv: An allowance was provided in Amendment 1 for
additional engineering or coordination not included in this scope or other items
as directed by the City. Additionalfees will be added to this existing task as part
of Amendment 2. This item will only be used with written authorization from the
City.
EXCLUSIONS:
Flow Monitorinq
Public lnvolvement Coordination
Permits
Environmental/Archa
losical lnvestisations
1
2
3
4
5
5
7
City of Glendale
Arrowhead Sewer Lines Phase 1 Segment I Page2of2
Contract Amendment 2
Scope of Work
8112122
SUBCONSULTANTS:
CCTV with lnclinometer - IRC West: Perform a CCTV investigation with an
inclinometer to measure pipe slope variations and a laser scan to test for ovality.
Subconsultant shall provide the videos and a report of the results of the
inclinometer and laser scan.
Man Entry lnvestitation and Destructive Testing - lndustrial Applicating (lA):
Perform man entry investigation of pipe segments B-2 and B-3. Subconsultant
will core drill into the new liner pipe at the 6 o'clock position in order to determine
if grout is underneath the liner pipe.
Grout Testint - Ricker Atkinson McBee Morman @ Associates (RAMMI: Extract
core sa mples of the grout from the salvaged pipes that were removed during the
repair of segment A. Subconsultant willtest the core samples to determine the
grout density and compressive strength and provide a report of the findings.
CCTV During Repair (B&Fl: Perform a CCW investigation of the pipe during the
liner removal to gather additional information and images of the conditions.
Task 950.05
Geotech nical lnvestieations
Final Bv-Pass Plans
Traffic control Dlans

EXHIBIT D
AMENDi,IENT 2. CONSTRUCTION ADMINISTRATION AND INSPECTION SERVIGES
DIBBLE
e
Glendale
CONSTRUCNON AD INISTRATION AND INSPECTION SERVICES
SECTION 2OO . PROJECT AOiIINISTRATION SERVICES DURING CONSTRUCTION
Task 210 - Representation on Behalf ofthe City
Task 220 - Admrnister Construction Schedule
Task 230 - Review Contreclor Subm tals and Test Resuhs
Task 240 - lssue lnterpretations and Clarificalrons of Contractor
Task 250 - Certify Contractor Progress Payments
tt
i
$
t
a
3
Task 260 - Substantial and Final Com letion lnspection
Sub"Total=
SECNON 3OO . ENGINEERING SERVICES AFTER COiISTRUCTION
Task 320 - Minor Changes, Change Order Requests, and Change Orders
Task 340 - Record Drawings and Project Documents
Task 350 - Pemit Closeout
Task 360 - Analysis and Coodanation of Conttuclion lssues
$
t
$
t
t
Sub-Total =
Task 410 - Field Administration
Task 420 - On-Site lnspection and Review of Work
Task 430 - Review Pre- and Post-Rehabilitation CCTV Videos
Task 450 - Punch List Revierv/Projecl Complelon
Ii
s
$
t
Sub-Total=
CA&I LABOR TOTAL
$
287,90r.00
OTHER OIREGT COSTS
Task 940.02 - City's Allowance,/Contingency (57o)
Task 950.03 - CCTV with Indinorneter - IRC West
Task 950.M - tlan Enfy lnvestigatbn and Desfuciive Testing - lndusttial Applicating
Task 950.05 - Grout Testing - RAIrM
Task 950.06 - CCTV During Repair - B&F
s10,000.00
$1s,000.00
$15,000.00
$1,200.00
s820.00
Sub.Total Direct CosG =
Total Proposal for Amendment 2 - ConBtuction Administration and lnspoction Services
Previous Compensatlon for Design and CA&l Services
t42,020.00
9329,921.00
$!c9J104
3919,357.20
Tot l Compen3eUon
CITY OF GLENDALE
Proiect No. 202104
Arrowhead Sewer Lines Phase I - Sogment 1
287,901.00
287.901.00
r