Meeting Date: 06/22/15 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of On-Call Professional Services
Agreements with (1) APD Consultants Inc., Cannon, Civil Source, Inc. KOA
Corporation, MNS Engineers, Inc., Pacifica Services Inc., PacRim Engineering, RTI
Consulting Inc., VA Consulting Inc., Willdan; Paller-Roberts Engineering, Inc., and
SA Associates (Design Only), Interwest Consulting Group and The Nickerson
Company (Construction Management and Inspection Only), for General Civil
Engineering Services; and with (2) Associated Soils Engineering, Inc., Geo-
Environmental, Inc., Kling Consulting Group, Inc., LaBelle-Marvin, Inc., Ninyo and
Moore Consultants, and Terracon Consultants, Inc. for Geotechnical Engineering
and Material Testing Services; to Support the Capital Improvement Program, from
July 1, 2015 to June 30, 2018, in an Aggregate Amount Not-to-Exceed $4,000,000.
Contact Person/Dept.: Mate Gaspar/
Hong Wang/DPW
Phone Number: 310-253-5602
310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [ ] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (06/18/15). All consultants who
submitted a State of Qualifications by e-mail on (6/17/15).
Department Approval:
Charles D. Herbertson (06/11/15)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/16/15)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/16/15)
City Manager Approval:
John M. Nachbar (06/16/15)
RECOMMENDATION:
Staff recommends the City Council approve on-call professional services agreements
with (1) APD Consultants Inc., Cannon, Civil Source, Inc. KOA Corporation, MNS
Engineers, Inc., Pacifica Services Inc., PacRim Engineering, RTI Consulting Inc., VA
Consulting Inc., Willdan; Paller-Roberts Engineering, Inc., and SA Associates (design
only), Interwest Consulting Group and The Nickerson Company (construction
management and inspection only), for general civil engineering services, and (2)
Associated Soils Engineering, Inc., Geo-Environmental, Inc., Kling Consulting Group,
Inc., LaBelle-Marvin, Inc., Ninyo and Moore Consultants, and Terracon Consultants,
Inc. for geotechnical engineering and material testing services; to support the Capital
Improvement Program, from July 1, 2015 to June 30, 2018, in an aggregate amount
not-to-exceed $4,000,000.
BACKGROUND:
The Public Works Department/Engineering Division is responsible for the
management of the citywide capital improvement program. The Engineering Division
has several positions that oversee and implement the capital improvement program
such as the Public Works Director/City Engineer, Engineering Services Manager, two
Senior Civil Engineers, one Associate Engineer, and one Senior Management
Analyst/Project Manager. In addition, the Engineering Division staff has other
responsibilities such as: conducting condition setting and plan check of private
development projects, responding to questions at the public counter, working with
other City departments on citywide issues, answering resident inquiries on the
telephone, and other City engineering work. With these work responsibilities along
with a capital improvement project workload in the millions of dollars and occasional
position vacancies within the Division, it is necessary to augment Engineering Division
staff with consultants, principally for project design, construction management, and
inspection services. These firms provide the specific technical knowledge and the
time to ensure that projects are effectively designed in accordance with sound
engineering practices and standards, under the direction of the Engineering Division.
This method of using multiple pre-approved consultants, for three year contracts, has
proven successful since first implemented in 2004. Prior to that time, the City had one
consultant engineering firm for 10 years that provided this same service.
On July 2, 2012, the City Council approved professional services agreements with
twenty (20) civil engineering firms to support the Engineering Division in implementing
the capital improvement program. On August 6, 2012, the City Council approved
professional services agreements with seven geotechnical and material testing firms
to support the Engineering Division in implementing the capital improvement program.
The consulting firms successfully designed and managed many of the capital
improvement projects in fiscal years 2012 through 2015. Their contracts expire on
June 30, 2015.
DISCUSSION:
General civil engineering design, construction management and inspection
In April 2015, a request for a Statement of Qualification (SOQ) for general civil
engineering design, construction management and inspection services was sent to
twenty (20) civil engineering firms. Nineteen (19) firms responded, and staff reviewed
and evaluated each of the firms’ SOQ using the following criteria:
• Qualifications, experience, education, and technical training of personnel
proposed to provide the required services
• The experience and record of success on comparable capital projects (sewer,
traffic signal, street, building and streetlight improvements)
• Fee schedule for the firm’s personnel for 2015 through 2018
• References from other government agencies
• The number of capital projects completed.
After the evaluation of each SOQ, staff is recommending awarding on-call professional
services contracts to fourteen (14) civil engineering and/or construction management
and inspection firms as follows:
APD Consultants Inc.
Cannon,
Civil Source, Inc.
Interwest Consulting Group (construction management and inspection only),
KOA Corporation
MNS Engineers Inc.
Pacifica Services Inc.
PacRim Engineering
RTI Consulting Inc.
VA Consulting, Inc.
Willdan
Paller-Roberts Engineering, Inc. (design only)
SA Associates (design only)
The Nickerson Company (construction management and inspection only).
Due to the proposed larger number of firms, staff will issue requests for proposals
(RFP) for each new capital project to no more than four of the 14 firms. Each
subsequent RFP will be sent to another group of firms and so on. The purpose is to
give every firm a fair chance to compete for work. It is not efficient or realistic to send
a RFP to all fourteen firms at the same time. The RFP will require the consultant to
submit a brief proposal that contains resumes of their staff, total proposed fee, and
references for similar projects. This process is an efficient, less formal proposal
process that streamlines project delivery and has proven successful. Each proposal
received will then be evaluated based on the demonstrated level of expertise of the
proposed staff and fee proposal. Interviews may be conducted. Based on all of these
criteria, one firm will be selected and approved administratively by the Public Works
Director/City Engineer.
Having fourteen (14) on-call exclusive contracts will save time on the procurement
process so that staff will be better able to focus on completing capital improvement
projects. For large CIP projects or special projects, the RFP process will also be
opened to firms outside the on-call list.
Geotechnical Engineering and Material Testing Services
In May 2015, a request for a Statement of Qualification (SOQ) for geotechnical
engineering and material testing services was sent to seven (7) geotechnical
engineering firms. Six (6) firms responded and after the evaluation of each SOQ,
staff is recommending awarding on-call professional services contracts to all six (6)
firms so they can continue to provide proposals and support to staff for the City’s
capital improvement program.
These consulting firms will be required to provide errors and omission and liability
insurances at $1 million each. The City retains the right to terminate these agreements
upon thirty days’ notice at any time during the term of agreements. Also, the City will
have the right to contract with other consultants when it is in the City’s best interest.
For Fiscal Years 2015/2016 through 2017/2018 it is estimated that there will be about
$35 million of capital projects that could require consultant support. Typically, the total
consultant fees range from 10% to 20% of a capital project budget. For the proposed
agreements, staff proposes that 12% be set aside for consultant services. Therefore,
of the $35 million of capital projects, it is proposed that $4 million be the aggregate
not-to-exceed contract amount for these services.
It is recommended that the contracts are for a term of three years and expire on June
30, 2018.
The statements of qualifications from all firms who submitted proposals are available
at the Engineering Division’s offices upon request.
FISCAL ANALYSIS:
The consultants would be paid for their services using funds already set aside for
engineering costs within the approved capital project budgets of each capital project.
The contract agreement process allows staff to keep track of the expenditure for each
consultant service. Funds will only be expended to these consultant as projects move
forward.
MOTIONS:
That the City Council:
1) Approve professional services agreements with (1) APD Consultants Inc.,
Cannon, Civil Source, Inc. KOA Corporation, MNS Engineers, Inc., Pacifica
Services Inc., PacRim Engineering, RTI Consulting Inc., VA Consulting Inc.,
Willdan; Paller-Roberts Engineering, Inc., and SA Associates (design only),
Interwest Consulting Group and The Nickerson Company (construction
management and inspection only), for general civil engineering services; and
(2) Associated Soils Engineering, Inc., Geo-Environmental, Inc., Kling
Consulting Group, Inc., LaBelle-Marvin, Inc., Ninyo and Moore Consultants,
and Terracon Consultants, Inc. for geotechnical engineering and materials
testing services, to support the Capital Improvement Program, from July 1,
2015 to June 30, 2018, in an aggregate not to exceed amount of $4,000,000;
and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.