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Staff Report
City Council
Item No. 7.A
Meeting Date: May 24, 2023
From: John Corella, Director of Engineering/Public Works Title: On-Call Engineering Services - City Projects Agreement Approvals
City Council
RECOMMENDATION:
To approve two (2) year Agreements with NAI Consulting, Inc., Interwest Consulting Group, Fomotor Engineering and HR Green Pacific, Inc., for On-Call Engineering Support Services for various City Engineering and Public Works Maintenance Divisions projects; and, authorize the City Manager to execute the Agreement documents.
BACKGROUND:
The City has found it both efficient and cost effective to biennially bid out for “on-call” and/or “as-needed services” providing a specialized service, rather than having full-time City Staff personnel 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 City Projects: Community Development Block Grant (CDBG) funded Public Infrastructure Projects, SB-1 funded Projects, General Fund MOE (Maintenance of Effort) Projects, Assessment District funded Projects, upcoming Park Improvement Projects, and various other Capital Improvement Projects with which staff will need assistance. The assistance may be in design, specifications and/or other items consultants can provide versus our in-house capabilities.
DISCUSSION:
City Engineering staff solicited Request for Proposals (RFP) for On-Call Engineering Support Services for Various City Engineering Department 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
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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 Various City Engineering Department Projects were received from eight firms:
•NAI Consulting, Inc. – Cathedral City, CA
•Interwest Consulting Group – San Diego, CA
•Fomotor Engineering – Palm Springs, CA
•HR Green Pacific, Inc. – Palm Desert, CA
•TKE Engineering, Inc. – Palm Desert, CA
•Albert A. Webb and Associates – Riverside, CA
•Transtech – Chino, CA
•Ladayu Consulting Group – Palos Verdes Estates, 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 to provide 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 review ranked NAI Consulting, Inc. (NAI), Interwest Consulting Group (Interwest), Fomotor Engineering (Fomotor), HR Green Pacific, Inc. (HR Green) with the highest ratings. These four firms submitted work proposals which provided 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 the four firms were opened and reviewed using State/Federal requirements for evaluating proposals as the guideline. The cost proposals received from the four firms are consistent with current costs and in line with the City’s expectations for these costs of services.
City Engineering staff is proposing NAI, Interwest, Fomotor, and HR Green all be approved to provide On-Call Engineering Support Services. These selected firms will work closely with the Engineering and Public Works Maintenance Divisions to perform the services required for ordered tasks in these upcoming two (2) years.
Thus, staff is recommending that the City Council approve a two (2) year On-Call Service Agreement to each, NAI Consulting, Inc., Interwest Consulting Group, Fomotor Engineering and HR Green Pacific, Inc., respectively, for On-Call Engineering Support Services for various City Engineering and Public Works Maintenance Divisions Projects.
FISCAL IMPACT:
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As cited above, the four selected 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 negotiate Task Orders for each type of service required for a project. Total costs and funding sources for Task Orders prepared under the On-Call and/or as-needed Agreement will be identified as each Task Order is issued. Council approval, if needed, will be obtained prior to Task Order issuance if the item exceeds the Engineering and/or Public Works Maintenance Division’ purchasing guideline requirements.
Funding for this item is listed within the Professional and Technical Services budgets for Engineering and Public Works for FY 2023/2024 and 2024/2025.
ATTACHMENTS:
Evaluation Scores and Rankings
Design Professional Services Agreement - NAI Consulting Design Professional Services Agreement - Interwest Consulting Group Design Professional Services Agreement - Fomotor Engineeirng Design Professional Services Agreement - HR Green Pacific
NAI Consulting Inc. Work Proposal
Interwest Consulting Group Work Proposal
Fomotor Engineering Work Proposal
HR Green Pacific, Inc. Work Proposal