Joint Special Council/BFPD
09/16/25 05:15 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6124
AGENDA ITEM
AGENDA MATTER:
APPROVAL OF FIVE INDIVIDUAL, NONEXCLUSIVE ON-CALL CIVIL ENGINEERING PROFESSIONAL SERVICES AGREEMENTS BETWEEN THE CITY OF BARSTOW AND: (1) DAVID EVANS & ASSOCIATES INC.; (2) EXP US SERVICES INC; (3) KPFF CONSULTING ENGINEERS; (4) MERRELL JOHNSON COMPANIES; AND (5) SOUTHSTAR | DCCM
EXECUTIVE SUMMARY:
Over the next five years, the City expects a growth in economic opportunities and population in and around the City. In response to such growth and corresponding development, the City anticipates applying for and receiving state and federal grants to be used for a variety of public works projects that will require civil engineering services. The City does not have the necessary staff to provide these services so the City requested and received proposal from five qualified civil engineering firms to provide civil engineering services to the City on an on-call, as needed basis. Staff requests that the City authorize the City Manager to execute five-year non-exclusive professional services agreements on behalf of the City with the five civil engineering firms who submitted proposals to provide on-call civil engineering, project management, and support services for the City’s state and federal grant-funded public works projects. With City Council approval, these engineering firms may also be used for other City projects during the contract terms.
DISCUSSION:
Background
The City of Barstow Community Development Department/Engineering Division issued a Request for Proposals (RFP) for On-Call Civil Engineering Services on June 26, 2025, with proposals due July 24, 2025. This procurement was initiated to establish a pool of qualified consultants to assist the City with various civil engineering services on an as-needed basis. The RFP is attached hereto as Attachment 1.
As the City continues to grow, particularly with the anticipated BNSF Railway integrated rail facility expected to begin construction in late 2026, the City expects increased opportunities for state and federal grant funding for public works projects. These projects will require professional civil engineering services that may exceed the capacity of current City staff or require specialized expertise.
Scope of Services
Project planning, design, engineering, land surveying, and drafting services Professional services during bid processes, including cost estimates and specifications Field surveys and mapping services
Review of subdivision maps, development plans, and utility plans Environmental document review under the California Environmental Quality Act (“CEQA”) Project management services for capital improvement projects Joint Special Council/BFPD
09/16/25 05:15 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6124
AGENDA ITEM
Third-party review consultation
Assistance with presentations to City staff and City Council Procurement Process
The RFP was conducted in accordance with public procurement requirements and included:
RFP issued and public notice posted on June 26, 2025
Mandatory registration deadline of July 10, 2025
Question deadline of July 17, 2025
Proposal submission deadline of July 24, 2025
Proposals were evaluated based on the following criteria:
Qualifications and Experience (30 points)
Organization and Approach (20 points)
Past Experience on Public Works Projects (20 points)
References (15 points)
Completeness (15 points)
Evaluation Results
Staff received five proposals from qualified engineering firms. After thorough evaluation by the selection committee, the following firms are recommended for award:
1. David Evans & Associates Inc.
2. EXP US Services Inc
3. KPFF Consulting Engineers
4. Merrell Johnson Companies
5. Southstar | DCCM
All recommended firms demonstrated:
Appropriate professional licenses and qualifications
Relevant experience with public works projects
Adequate staffing and resources
Joint Special Council/BFPD
09/16/25 05:15 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6124
AGENDA ITEM
Competitive pricing structures
Strong references from similar municipalities
Contract Terms
Key terms of the proposed agreements include:
Term: Five years from execution
Structure: Non-exclusive agreements allowing the City to work with multiple firms Compensation: Work performed at rates specified in each consultant's approved fee schedule
Work Authorization: Individual task orders with not-to-exceed amounts for each project Minimum Guarantee: None - work will be assigned based on City needs and consultant availability
Insurance Requirements: Comprehensive coverage including professional liability Annual Not to Exceed Amount: $75,000 per contract, unless the City determines that a particular project scope will exceed this amount, in which case the City Council may authorize work exceeding this threshold by minute order, provided such additional work falls within the general scope and nature of services established in the RFP.
A draft Professional Services Agreement for Design Professionals is attached hereto as Attachment 2.
Attachments:
Attachment 1 - Request for Proposals - On-Call Civil Engineering Services (without attachments and exhibits)
Attachment 2 - Professional Services Agreement for Design Professionals (draft) FISCAL IMPACT:
The agreements establish a framework for procuring engineering services but do not commit the City to any specific expenditure amount. Individual projects will be funding through (a) existing departmental budgets; (b) specific grant funding; and (c) capital improvement project allocations. All work will be authorized through individual task orders with established project and annual not-to-exceed amounts, providing budget controls for each project and each contract.
RECOMMENDED ACTION:
Staff recommends the City Council:
Joint Special Council/BFPD
09/16/25 05:15 PM
Engineering
Fidel Martinez
Contract
Doc ID: 6124
AGENDA ITEM
1. Authorize the City Manager to execute a five-year non-exclusive professional service agreements with each of the five selected engineering firms in substantially the form provided in Attachment 2, modified as necessary to accord with the RFP.
2. Authorize the City Manager to execute individual task orders under these agreements within the per contract not to exceed amount of $75,000 and within approved budget allocations and grant funding.