200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5176
Fax: (714) 765-5161
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: JUNE 18, 2024
FROM: DEPARTMENT OF PUBLIC WORKS
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS FOR AS-NEEDED
PAVEMENT REPORTS & DESIGN AND POTHOLING
INVESTIGATION SERVICES TO SUPPORT THE PUBLIC
WORKS DEPARTMENT
ATTACHMENT (Y/N): YES ITEM # 18
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Professional Services Agreement (Agreement) between the City of Anaheim (City) and each of the following eight consultant companies, in the not-to-exceed amount of $250,000 per Work Order Package with a total not-to-exceed contract amount of $1,000,000 per contract year per consultant company plus a 15% contingency for as needed extra services, for a three-year term, with two, one-year optional renewals for as-needed pavement reports and design and potholing services to support the Design Services Section of the Department of Public Works: LaBelle Marvin, Inc.; GMU Geotechnical, Inc.; Geo-Advantec, Inc.; Nichols Consulting Engineers, Chtd.; Group Delta Consultants, Inc.; Leighton Consulting, Inc.; AZTEC Engineering Group, Inc.; and Kana Subsurface Engineering (collectively, "Consultants");
2) Authorize and direct the Director of Public Works to execute each Agreement, and to take any and all actions as are necessary, required or advisable to implement and administer the Agreements; and, 3) Authorize de minimis changes that do not substantially change the terms and conditions of the Agreements, so long as such changes are determined to be de minimis by the City Attorney’s Office.
DISCUSSION:
As a standard practice, the Department of Public Works (Department) maintains as- needed service agreements with multiple pavement reports & design and potholing Investigation Services firms to obtain competent and experienced personnel in a timely Professional Services Agreements for As-Needed Pavement Reports & Design and Potholing Investigation Services to Support the Public Works Department
June 18, 2024
and cost-efficient manner to support the Department’s fluctuating workload of diverse projects.
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. These services are used to supplement the Department’s staff to support various projects such as pavement rehabilitations, street widening/improvements, intersection widening/improvements, sanitary sewer rehabilitations, storm drain improvements, and rail improvements.
The use of consultants benefits the Department by providing flexibility to meet workload demands. The ability to utilize consultants frees staff to manage multiple projects at once. The use of consultants allows the Department to maintain a minimal staffing level but still meet the needs for peak workloads.
On February 6, 2024, the Department advertised a Request for Qualifications (RFQs) for professional services for as-needed Pavement Reports & Design and Potholing Investigation Services through the City’s online bidding platform, PlanetBids, and received responses from nine consultant companies.
In accordance with the qualification-based selection procurement pursuant to City Council Policy
4.1, the Department established a review board, conducted the proposal rating review, and identified the highest ranked proposals. The evaluation criteria included the ability of the consultant to perform the specific tasks outlined in the RFQ, of the specific individuals who will work on the project, amount of time and involvement of key personnel who will be involved in respective portions of the project, demonstrated record of success by the consultant on work previously performed, and specific method and techniques to be employed by the consultant on the project or problem and reasonableness of the fee requested to do the work.
Upon evaluation of the proposals, the following eight consultant companies best meet the service requirements of the Request for Qualifications and are recommended for selection in accordance with Council Policy 4.1:
Pavement Reports & Design Services
1. LaBelle Marvin, Inc.
2. GMU Geotechnical, Inc.
3. Geo-Advantec, Inc.
4. Nichols Consulting Engineers, Chtd.
5. Group Delta Consultants, Inc.
6. Leighton Consulting, Inc.
Potholing Investigation Services
1. AZTEC Engineering Group, Inc.
2. Kana Subsurface Engineering
Professional Services Agreements for As-Needed Pavement Reports & Design and Potholing Investigation Services to Support the Public Works Department
June 18, 2024
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 proposed Agreements will enable the Department to continue the timely pavement reports & design and potholing investigation services for various projects into the coming years at a fair and reasonable cost.
Although this does not guarantee work for anyone, multiple consultants are needed to obtain competent and experienced personnel to support a variety of activities on an as-needed basis. The award amount for each assignment will vary based upon the specific project need, schedule, and complexity. The maximum contract amount per work order package will be $250,000, with a total not-to-exceed contract amount of $1,000,000 per contract year per consultant. The attached Agreement is structured with the same terms and conditions as the past approved On-Call Professional Services Agreement for Pavement Reports & Design and Potholing Investigation Services, which will terminate on August 23, 2024. The Agreement term is for three years, with two, one-year optional renewals for a total of five years possible.
Because all Agreements are similar, only one Agreement template is attached to this staff report; all executed Agreements for the Consultants will be available in the office of the City Clerk.
IMPACT ON BUDGET:
These Agreements are funded through project-specific budgets approved by City Council and included in the Public Works Capital Improvement Program Budget.
Respectfully submitted,
Rudy Emami
Director of Public Works
Attachments:
1. Professional Services Agreement Template
2. RFQ for Pavement Reports & Design and Potholing Investigation Services
3. List of Consultant Companies