BACKGROUND:
The City has found it both efficient and cost effective to biennially contract out for “on- call” and/or “as-needed services” that provide a specialized service, rather than having full-time City Staff specialized in that particular skill set. Civil Engineering Professionals are regularly called upon to assist the City's Engineering and Public Works Maintenance Divisions.
Over these next two years, the City Engineering and Public Works Maintenance Staff will be working on the following State and Federally funded Projects:
•Ramon Road Bridge Project
•Vista Chino Bridge Project
•Highway Safety Improvement Program (HSIP) Projects
oHSIP 9A: 12 Intersection Upgrades
oHSIP 9B: Date Palm Drive/ Varner Road Safety Improvements oHSIP 10: Pedestrian Crossing on Ramon Road and Candlewood Drive oHSIP 11: Four (4) Projects involving signalized intersections and pedestrian crosswalk improvements.
•Downtown Connectors Active Transportation Program (ATP) Cycle 5 Projects along Date Palm Drive, Cathedral Canyon Drive and East Palm Canyon Drive. •Future Federally funded grants for unspecified roadway Projects.
By grouping the above cited Projects under the state/federally funded category, most and/or all the costs expended for engineering services may be eligible for state and/or federal reimbursement. The Consultants doing this work are qualified under Cal Trans/Federal requirements and must follow DBE (Disadvantaged Business Enterprise) guidelines and meet eligibility requirements for the City to receive reimbursements.
DISCUSSION:
Staff solicited Request for Proposals (RFP) for On-Call Engineering Support Services for State and Federally Funded Projects. The RFP for these services was advertised in the Desert Sun and the City’s website on March 22, 2023. City Staff also circulated the RFP to all firms indicating an interest in providing these services for the City. Firms were given until April 17, 2023, nearly four weeks, to submit proposals. Firms were asked to provide cost proposals that included hourly rates and/or unit costs for various services in a separate, sealed envelope, all per Cal Trans and Federal Highway Administration (FHWA) proposal submittal/review requirements.
Proposals for On-Call Engineering Support Services for State and Federally Funded Projects were received from the following three (3) firms:
•NAI Consulting, Inc. - Cathedral City, CA
•Interwest Consulting Group – San Diego, CA
•TKE Engineering Inc. – Palm Desert, CA
The Proposals were reviewed by a panel consisting of four members of City Engineering Staff. The panel cited all firms provided proposals that were responsive, qualified and knowledgeable about the requirements for the various tasks and understanding of Cathedral City and its Projects. The rating summary of the panel’s review is attached.
From the onset, the Engineering division was looking for at least two consulting firms to provide these specialized engineering support services. Having two or more firms providing these on call services will assure the Staff that if one firm does not have the capacity to take on additional work, there is the option to use the other.
The scores from the reviews ranked NAI Consulting, Inc. (NAI) and Interwest Consulting Group (Interwest) with the highest ratings. These two (2) firms submitted work proposals providing assurance that, if selected, the performance of any of the typical and/or extraordinary tasks that may be ordered by City Staff would be completed in a timely manner.
Following the scoring of the firms, the cost proposals of NAI and Interwest were opened and reviewed, per State/Federal requirements for evaluating proposals as the guideline.
The cost proposals received from the two (2) firms are consistent with current costs and in line with the City’s expectations for these types of services.
Staff is proposing both NAI and Interwest be recommended to provide On-Call State and Federal Engineering Services. Both the selected firms will work closely with the Engineering Division to perform the services required for ordered tasks in these upcoming two (2) years.
Thus, Staff is recommending City Council approve a two (2) year On-Call Service Agreement to each, NAI and Interwest, respectively, for On-Call Engineering Support Services for State and Federally Grant Funded Transportation Projects.
FISCAL IMPACT:
As cited above, both firms’ rates for services were acceptable to the City Staff, as they are consistent with current costs and in line with the City’s expectations for these costs of services.
Using the hourly rates and unit prices from the agreements, City Staff will continue to negotiate Task Orders for each type of service required for a project. Many Task Orders will be grant eligible, others will be funded by State, Federal or local share (match) and others within the specific project cost. Total costs and funding sources for Task Orders prepared under the On Call and/or as needed contracts will be identified as each Task Order is issued. City Council approval, if needed, will be obtained prior to a Task Order issuance if the item exceeds the respective Division’s purchasing guideline requirements.
Funding for this item is reflected within the Professional and Technical Services budgets for Engineering and Public Works for FYs 2023/2024 and 2024/2025 and under individual State/Federal Grant projects and/or programs.