CITY COUNCIL AGENDA REPORT
200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5176
Fax: (714) 765-5225
www.anaheim.net
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: OCTOBER 17, 2023
FROM: DEPARTMENT OF PUBLIC WORKS
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL
LAND SURVEYING SERVICES FOR THE PUBLIC WORKS
DEPARTMENT
ATTACHMENT (Y/N): YES ITEM # 10 GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Professional Services Agreement (Agreement) for On-Call land surveying services between the City of Anaheim (City) and each of the following eight consultants in the not-to-exceed amount of $400,000 per Work Order Package and with a total not-to-exceed contract amount of $1,000,000 per contract year for on-call land surveying services to support the Construction Services Division of the Public Works Department: KDM Meridian, Johnson- Frank & Associates, Inc., D. Woolley & Associates, Michael Baker International, Inc., Huitt-Zollars, Inc., Fuscoe Engineering, Inc., Towill, Inc. and Guida Surveying, Inc., for a 2-year term to expire on September 26, 2025, with the City’s option to extend the agreement for two (2) additional terms, through 2029. 2) Authorize the Director of Public Works, on behalf of the City, to execute the Agreement and take such actions as are necessary, required, or advisable to implement and administer the Agreement; and
3) Authorize de minimis changes that do not substantially change the terms and conditions of the Agreement, as long as such changes are determined to be de minimis by the City Attorney’s Office.
DISCUSSION:
On-Call agreements with multiple surveying firms are needed in order to obtain competent and experienced personnel in a timely and cost-efficient manner to support the Division’s fluctuating workload of diverse projects on an as-needed basis, often on short notice, to work under the general supervision of the City Surveyor or designee. These consultants will compete for work assignments through a Request for Work Order Proposal (RFWOP) solicitation process carried out by City staff. However, when certain tasks require an immediate response, the qualified consultant with the most favorable rates will be contacted to provide services on an on-call, short-notice basis. The work order amount for each assignment under this professional services agreement can vary depending on the specific project’s scope, schedule, duration, and complexity.
Professional Services Agreements for On-Call Land Surveying Services for the Public Works Department October 17, 2023
A Request for Proposals (RFP) was advertised on the City’s online bidding platform and posted on the City’s website in July 2023. A total of 46 firms downloaded the RFP and 19 submitted proposal responses. In accordance with Council Policy 4.1 – Selection of Professional Consultants, the Public Works Department established a review board, reviewed the proposals received, and ranked the proposals in accordance with the selection criteria prescribed in the RFP. Out of the 19 responses, eight firms were deemed the most qualified and selected in accordance with the criteria and City staff determined the total number of firms were sufficient to ensure responsiveness and competition to the Department’s requests for work order proposals.
The professional services to be provided under this Agreement will not be subject to the competitive bidding process. Therefore, the most qualified firms were selected using prescribed criteria based on past performance, relevant experience, staff qualifications, project approach, and reasonableness of fees to perform the services specified in the RFP (Attachment 10). The proposed Agreement will enable timely professional services and as-needed, integral support to the Public Works Department Construction Services Division.
The following eight (8) firms were deemed most qualified and selected in accordance with the review criteria set forth in Council Policy 4.1:
1. KDM Meridian
2. D. Woolley & Associates
3. Michael Baker International, Inc.
4. Huitt-Zollars, Inc.
5. Johnson-Frank & Associates, Inc.
6. Fuscoe Engineering, Inc.
7. Towill, Inc.
8. Guida Surveying, Inc.
The recommended consultants have extensive technical experience in their respective areas of expertise and proper licensing and insurance to perform the required services in the State of California.
The consultants will be asked to compete for planned and budgeted projects via lump sum fee for a specific work order assignment not to exceed $400,000 and with a total not to exceed amount of $1 million per contract year per consultant. The attached Agreement is structured with the same terms and conditions as the past approved on-call survey agreement which had terminated on September 8, 2023.
IMPACT ON BUDGET:
These professional service assignments are funded through project-specific budgets approved by City Council in the Public Works Capital Improvement Program Budget.
Respectfully submitted,
Rudy Emami
Director of Public Works
Attachments:
1. Professional Services Agreement (template)
2. Proposal– KDM Meridian
3. Proposal– Johnson-Frank & Associates, Inc.
4. Proposal– D. Woolley & Associates
5. Proposal– Michael Baker International, Inc.
6. Proposal– Huitt-Zollars, Inc.
7. Proposal– Fuscoe Engineering, Inc.
8. Proposal– Towill, Inc.
9. Proposal– Guida Surveying, Inc.
10. Request for Proposals