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CITY COUNCIL AGENDA REPORT
City of Anaheim
PUBLIC UTILITIES DEPARTMENT
DATE: JULY 19, 2022
FROM: PUBLIC UTILITIES DEPARTMENT
SUBJECT: GENERAL SERVICES AGREEMENTS TO PROVIDE
PREQUALIFIED PROFESSIONAL WATER ENGINEERING
AND CONSULTING SERVICES
ATTACHMENT (Y/N): YES ITEM # 05
RECOMMENDATION:
That City Council, by Motion,
1) Approve the attached General Services Agreement – Water Engineering (Agreement) for professional engineering and consulting services and authorize the Public Utilities General Manager or designee, on behalf of the City of Anaheim (City), to execute the Agreement separately with the following consultants prequalified by Anaheim Public Utilities (APU) for a three-year term, with up to two one-year extensions as needed to complete ongoing projects: AECOM Technical Services, Inc.; AESCO, Inc.; Anser Advisory Management, LLC; Ardurra Group Inc.; Cannon Corporation; DRP Engineering, Inc.; Geo-Advantec, Inc.; Harris & Associates, Inc.; JIG Consultants; KOA Corporation; Lee + Ro, Inc.; Michael K. Nunley & Associates, Inc.; NV5, Inc.; Pacific Advanced Civil Engineering, Inc.; PARIKH Consultants, Incorporated; Psomas; SA Associates; Stantec Consulting Services Inc.; Tesco Controls, LLC; Tetra Tech, Inc.; Ulteig Engineers, Inc.; Wood Rodgers, Inc.; Yao Engineering, Inc.; and such other professional engineering consultants as APU may prequalify during the three-year term of this Agreement;
2) Approve a not-to-exceed award amount of $400,000 with authorization for up to 15% contingency for extra work per work order package, with a limit per consultant of $1 million in total awards during each fiscal year of the Agreement term, inclusive of extra work;
3) Authorize the Public Utilities General Manager, on behalf of the City, to take any and all actions as are necessary or advisable to implement and administer the Agreement; and
4) Authorize de minimis changes that do not substantially change the terms and conditions of the Agreement, as determined by the City Attorney.
Approval of General Services Agreements to Provide Professional Water Engineering and Consulting Services July 19, 2022
DISCUSSION:
At its meeting on June 22, 2022, the Public Utilities Board (PUB) recommended that City Council approve these actions.
APU engages the services of engineering consultants to achieve timely completion of budgeted water projects, support ongoing planning, operation, and maintenance activities, and respond quickly to emergencies and unplanned events. Judicious use of technical consultants provides the flexibility needed to meet fluctuations in workload with an appropriate level of internal staffing, while also leveraging different engineering expertise specific to a project.
The process of entering into a General Services Agreement with prequalified consultants and later awarding specific projects has been used with approval of the City Council since 2000. This approach is an effective way to identify and prequalify a number of engineering consultants, so they are eligible to submit proposals for services commonly needed for budgeted projects. By prequalifying consultants, APU is able to streamline the proposal, evaluation, and award process, improve project efficiencies, and compress schedules.
Proposal Evaluations
A Request for Proposals (RFP) was posted on the City’s bidding website on April 6, 2022, and 27 firms responded to the RFP. In order to be prequalified, consultants are required to have extensive water utility experience and proper licensing to perform the required professional engineering services in the State of California. Firms were evaluated in the areas of (1) planning, resources, and design, (2) construction management, (3) pipeline design, (4) electrical instrumentation and control, and (5) geotechnical engineering.
Upon evaluation of the proposals, 23 qualified firms were selected for prequalification based on the credentials of key personnel designated to perform work under the Agreement (Attachment 1), experience and expertise in the category of work for which they asked to be prequalified, and their demonstrated record of success. The number of consultants selected for prequalification at this time is based in part on APU’s anticipated needs in each category of work; additional consultants may be prequalified and offered the same Agreement at any point during the three-year term as needed to ensure sufficient competition among firms.
Award of Projects
Under the terms of the Agreement, prequalified consultants will be invited to submit project-specific proposals when services are required. Proposals will be evaluated and projects will be awarded pursuant to Council Policy 4.1 - Selection of Professional Consultants. The prequalification process is designed to provide speed and efficiency for smaller projects, which are subject to a not-to-exceed limitation of $400,000 for each project, with up to a 15% contingency for extra work. In addition, to encourage competitiveness and participation among prequalified consultants, the Agreement establishes a not-to-exceed limitation of $1 million on the total amount that may be Approval of General Services Agreements to Provide Professional Water Engineering and Consulting Services July 19, 2022
awarded to a single consultant each fiscal year. Based on previous experience, these limits are sufficient to cover the number and type of small-scale water projects APU anticipates during the term of the Agreement.
The Agreement includes standard terms and conditions as well as insurance and indemnification requirements. By entering into Agreements with prequalified consultants, work may begin faster because qualifications and references have already been checked, the City's general conditions have already been reviewed and agreed to by the consultants, and proof of adequate insurance is already in place.
The Public Utilities Board (PUB) is updated quarterly on the utilization, awarded firms, and costs associated with the prequalified consultants. Over the past three years, APU has averaged nine project awards per year at an average cost of $190,000 per project through the use of pre-qualified consultants. Detailed information is available to the general public on the City’s website and included in PUB meeting agendas.
APU has found the use of prequalified consultants to be an effective tool for gaining efficiencies to support its budgeted projects and to respond to situations that require immediate attention. The proposed Agreement will remain in effect until September 30, 2025 and allow up to two (2) one-year extensions if necessary to complete ongoing projects.
IMPACT ON BUDGET:
There is no budgetary impact as a result of prequalifying the consultants and entering into the Agreement with them. Projects ultimately awarded through the General Services Agreement for the current fiscal year are included in the Public Utilities Department’s FY 2022/23 restricted Water Utility budget, and funds for subsequent years are subject to City Council budget approval.
Respectfully submitted,
Dukku Lee
Public Utilities General Manager
Attachment:
1. General Services Agreement – Water Engineering