DEPARTMENT Infrastructure AGENDA NO. 6c
MEETING DATE May 9, 2023
Last updated: 02.01.2023
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Contract/Project Manager: Dina Brasil
Award Contract No. PRO.0196, Right-of-Way Services
Summary of Proposed
Commission Action:
Award Contract No. PRO.0196, Right-of-Way Services to Associated Right-of-Way Services, Inc. , in an amount not -to-exceed $3,000,000, and with a duration of five years to provide specialized right-of-way services in the implementation of capital projects.
Background: The San Francisco Public Utilities Commission (SFPUC) requires a full range of Right-of- Way (ROW) services to augment its Real Estate Services Department to support the implementation of its capital projects on an as -needed basis. ROW consultants work in highly specialized areas of property appraisals and acquisition, including real estate appraising, offer negotiations, relocation assistance, and eminent domain support for infrastructure projects. The SFPUC’s Infrastructure Division, through its Project M anagement Bureau, implements capital projects that often require real estate acquisition prior to construction for permanent project elements, such as a permanent improvement on or under private property, or temporary project elements, such as construction staging, parking, or storage. SFPUC will use t he services provided under this contract to meet project needs when they exceed existing staff resources or skillsets.
Scope of Contract: The Contract work consists of potential work on a per -project, a s- needed basis:
• Planning, risk analysis, budgeting, and cost estimates; • Scheduling and reporting;
• Real estate appraisal services;
• Rights of entry and acquisition services;
• Relocation planning and assistance;
• Condemnation support;
• Encroachment removal services;
• Easement negotiation and acquisition;
• Lease negotiations;
• Land surveying;
• Title research and reports;
• Title and escrow coordination; and
• Records management.
Agenda Title: PRO.0196, Right-of-Way Services
Commission Meeting Date: May 9, 2023
Funding and Costs: Funding Source: Funds will be available for the issuance of task orders from SFPUC project funds to be determined on an as-needed basis.
Total Not-To-Exceed Contract Amount: $3,000,000
Schedule: Advertised: September 2, 2022
Estimated Notice-to-Proceed Date: June 2023
Estimated End Date: June 2028
Duration: five years
Evaluation and
Selection Criteria:
Evaluation and Selection
The evaluation and selection process consisted of three components: (1) Written Proposal, (2) Diversity, Equity, and Inclusion (DEI) Submittal, and (3) Oral Interview. The consultant teams could be awarded up to a maximum of 1000 points: 645 points for the written proposal ,, five points for the DEI submittal, and 350 points for the oral interview.
Because the SFPUC received only one proposal, staff determined not to hold oral interviews.
The technical evaluation panel consisted of individuals knowledgeable on the subject matter and included SFPUC staff and staff fro m BART and City Real Estate Division. The technical panel reviewed and scored the single proposal (see summary below).
This single proposal is being recommended for contract award.
Final Score Summary: Written Proposal, DEI submittal, and Contract Monitoring Division (CMD) Bonus:
Firms
Written
Proposal
Score
(645)
DEI
Score
(5) Oral
Score
(N/A)
CMD
Bonus
%
Total
Score
(650)
Associated
Right of Way
Services, Inc.
615.875
5 N/A N/A
620.875
Note: Scores have been rounded to the third decimal place.
Agenda Title: PRO.0196, Right-of-Way Services
Commission Meeting Date: May 9, 2023
Environmental Review: This action does not constitute a “project” under the California Environmental Quality Act Guidelines section 15378(a) because it does not involve a commitment to any specific project that may result in a physical change in the environment and work under the contract will consist of support services only.
Local Business
Enterprise Participation
and Non-Discrimination
In Contracting:
The Contract Monitoring Division established a 9% Local Business Enterprise (LBE) subcontracting requirement for this contract. The contractor committed to 12.25% LBE participation with its bid submittal.
Attachment: 1. CMD Memorandum
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHEREAS, The San Francisco Public Utilities Commission (SFPUC) require s right-of- way services to implement its capital projects . Procurement of specialized right -of way services from a qualified, professional firm is necessary to provide as-needed services to supplement the efforts of SFPUC staff; and
WHEREAS, The estimated cost of services is $3,000,000; and WHEREAS, On September 2, 2022, the SFPUC advertised a Request for Proposals for PRO.0196, Right-of-Way Services; and
WHEREAS, The SFPUC received one proposal from a qualified, professional right -of- way service provider, Associated Right-of-Way Services, Inc.; and WHEREAS, Services are anticipated to begin in June 2023 and end in June 2028 and the duration of this contract is five years; and
WHEREAS, SFPUC and Contract Monitoring Division (CMD) staff, upon review of the proposal scores, determined that Associated Right-of-Way Services, Inc. is the qualified firm based on the established scoring criteria; and
WHEREAS, The CMD established a 9% Local Business Enterprise (LBE) subconsultant participation requirement for this contract and Associated Right of Way Services, Inc. committed to an LBE subconsultant participation of 12.25%; and
WHEREAS, Funds for Contract No. PRO.0196, Right-of-Way Services, will be available from SFPUC project funds to be determined on an as-needed basis; and WHEREAS, Award of this contract does not constitute a “project” under the California Environmental Quality Act (CEQA) Guidelines section 15378(a) because it does not involve a commitment to any specific project that may result in a physical change in the e nvironment and work under the contract will consist of support services only; now, therefore, be it RESOLVED, That this Commission hereby awards Contract No. PRO.0196, Right -of- Way Services, to provide as-needed real estate right-of-way services; and authorizes the General Manager to execute a professional services contract for an amount not-to-exceed $3,000,000, and with a duration of five years.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of May 9, 2023.
Secretary, Public Utilities Commission
London N. Breed, Mayor
Carmen Chu, City Administrator
Stephanie Tang, Director
CONTRACT MONITORING DIVISION
OFFICE OF THE CITY ADMINISTRATOR
MEMORANDUM
Date: December 22, 2022
To: Dina Brasil, SFPUC
Helen Duhe, SFPUC
From: Kate Svyatets, CMD
Subject: CMD Award Review: PRO.0196 - Right of Way Services
The Contract Monitoring Division (“CMD”) has reviewed the consultant proposal and supporting documentation, and applied the appropriate rating bonuses submitted for the above referenced project.
Based on this review, CMD has determined that the proposal was materially compliant with the pre- award Chapter 14B requirements.
Rating Bonus
The following is a summary of the rating bonus information:
FIRM
(PeopleSoft: Supplier/Supplier ID)
Status, Type and Size
(PS: LBE and LBE Size) Rating Bonus
Associated Right of Way Services, Inc. Non-LBE Not Eligible
Score Sheets and Score Tabulations
CMD has reviewed the score sheets submitted by the panelists, the overhead profit schedule and the final score tabulations from the SFPUC. Based on this information and after the application of the LBE rating bonus, the sole proposer is ranked as follows:
RANK FIRM
1 Associated Right of Way Services, Inc.
LBE Subconsultant Participation Requirement
Associated Right of Way Services, Inc. met the 9%1 Micro/Small-LBE subconsultant participation requirement by listing the following Micro/Small-LBE firms on CMD Form 2A:
1 The LBE subconsulting requirement is below 20% based on the LBE availability data and a large amount of specialized scopes of services, including appraisal reports, surveying work, title work, property acquisition services, etc.
Firm
(PeopleSoft: Supplier/Supplier
ID)
Service Status, Type
and Size
Listed
Participation
LBE-Credited
Participation
Runde & Partners,
Inc. Appraisal Services (partial) SF LBE-OBE
(Micro) 7.50% 7.50%
R. Blum and
Associates Appraisal Services (partial) SF LBE-OBE
(Micro) 2.25% 2.25%
Davis & Associates
(D&A)
Communications
Project Tracking / Support SF LBE-MBE
(Micro) 2.50% 2.50%
TOTAL: 12.25% 12.25%
Associated Right of Way Services, Inc. also listed the following non-LBE firms:
Firm Service Status Participation
Towill, Inc. Survey Services (partial) Non-LBE 2.00%
Mark Thomas Survey Services (partial) Non-LBE 2.00%
Chicago Title Company Title Services Non-LBE 1.00%
TOTAL: 5.00%
Good Faith Efforts Requirements
Associated Right of Way Services, Inc. utilized Approach A (35% Approach) on CMD Form 2B to meet the Good Faith Efforts (“GFE”) Requirements.
Associated Right of Way Services, Inc. demonstrated that it met the GFE requirements under Approach A by exceeding the LBE sub participation requirement established for this project by at least 35%.
The RFP indicates that the contract will be awarded to the highest ranked proposer. Based on the foregoing, CMD has determined that Associated Right of Way Services, Inc. has complied with the pre- award Chapter 14B requirements. Should you have any questions, please feel free to contact me at 415- 551-4335.