CITY COUNCIL STAFF REPORT
March 19, 2024 {{section.number}}c
AUTHORIZE THE CITY MANAGER TO EXECUTE AS-NEEDED PROFESSIONAL SERVICES
AGREEMENTS FOR HISTORIC RESEARCH CONSULTING SERVICES TO CHRONICLE
HERITAGE, DUDEK, AND SOUTH ENVIRONMENTAL
RECOMMENDATION:
Authorize the City Manager to award as-needed professional service agreements for historic research consulting services to three qualified vendors: Chronicle Heritage, Dudek, and South Environmental.
BACKGROUND:
The City of Coronado Municipal Code requires a Determination of Historic Significance review in association with a project involving demolition or partial demolition of a structure that is 75 or more years old. To promote objective, consistent, thorough, and accurate research and analysis of properties per the City’s adopted designation criteria, since 2019 the City has retained the services of historic research consultants to prepare independent Determination of Historic Significance Reports in association with these applications.
Based on state law and City administrative procedures, professional services are selected utilizing a qualifications-based process. A full and open Request for Qualifications (RFQ) process was used to solicit statements of qualifications from qualified, interested professional consulting firms.
ANALYSIS:
The City received nine (9) submittals in response to the RFQ. A review panel comprised of three City staff evaluated proposals based upon the scoring rubric outlined in the RFQ and scored each submittal against the criteria. The panel selected the top three high scoring submittals as the agencies best meeting the City’s need for on-call historic research services: Chronicle Heritage, Dudek, and South Environmental. The procurement process used for the selection of the professional historic research consulting firms conforms with the requirement of Coronado’s Municipal Code and State law. The as-needed consultant contracts will be in effect for an initial term of three (3) years with two (2) one-year renewal options. The Community Development Director will be the City’s Contract Officer for these contracts.
Since 2019, an average of 25 task orders per year have been assigned, and staff anticipates this trend to continue, with two to three task orders being issued per month. Depending on the action the City Council takes related to the Draft Historic Context Statement and Survey, the number of task orders per year will likely change.
Staff recommends that the City Council authorize the City Manager to award as-needed contracts to three firms, which will provide the City with sufficient capacity to outsource the Determination of Historic Significance Reports.
FISCAL IMPACT:
The cost for a historic research report task order varies between the three consultants, with not to exceed amounts ranging from $5,907 to $9,959 per task order. Historically, an average of 25 task orders have been issued per year since 2019. An annual price increase, no greater than the Consumer Price Index for the San Diego Region and not to exceed 5%, may be implemented upon mutual agreement.
ALTERNATIVE:
The Council could choose not to award the contracts or authorize an award to only one or two firms.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Professional Services Agreement for South Environmental
2. Professional Services Agreement for Chronicle Heritage
3. Professional Services Agreement for Dudek
Submitted By: Community Development Department / Tricia Olsen