CITY COUNCIL STAFF REPORT
February 18, 2025 {{section.number}}{{item.number}}
APPROVAL OF AS-NEEDED PROJECT MANAGEMENT SERVICES WITH 3D BUILT, ARDURRA GROUP, INC., HARRIS & ASSOCIATES, INC., OCMI, INC., RICK ENGINEERING COMPANY AND SHORELINE CPM, INC. FOR AN INITIAL THREE-YEAR TERM RECOMMENDATION:
1. Award professional services agreements for as-needed project management services to 3D Built, Ardurra Group, Inc., Harris & Associates, Inc., OCMI, Inc., Rick Engineering Company and Shoreline CPM, Inc. for an initial three-year term in accordance with Coronado Municipal Code 8.05.020 (D),;
2. Authorize the City Manager to execute future renewal options for years four and five of the agreement, if necessary; and
3. Authorize the City Manager to execute and amend task orders within the Capital Improvement Program and department operating budgets as needed.
BACKGROUND:
The Public Services and Engineering Department (PS&E) utilizes consultants for specialty work beyond the City’s staffing scope and to meet variable workload demands. As-needed professional services agreements (agreements) are executed with qualified firms which allow staff to negotiate individual task orders in an expeditious manner based on the scope of work required for specific projects or tasks. Historically agreements have been utilized primarily for civil engineering design, storm water quality program implementation, geotechnical engineering and testing, and construction management and inspection services. More recently staff solicited qualifications for traffic engineering services. Due to the significant backlog of capital improvement projects and maintenance-related needed improvements, staff identified project management services as an area of need.
On September 5, 2024, a Request for Qualifications (RFQ) for Project Management Services pursuant to Coronado Municipal Code 8.04.080 Professional Services, was issued by PS&E. The scope of services requested included but was not limited to demonstrated experience similar to all or some of the types of projects described in the Fiscal Year 2024-25 CIP and included but was not limited to preliminary design, design, construction, operation, maintenance, evaluation, inspection, repair and replacement.
The categories and project/infrastructure types included but were not limited to:
• City/Public Facilities: Buildings, emergency generators, roofs, HVAC systems, playgrounds, and ADA upgrades.
• Transportation & Right of Way: utility undergrounding, pavement and concrete, traffic signals, and control devices.
• Wastewater: wastewater gravity sewer mains, manholes, pump stations, and force mains. • Storm Drain: Drain mains, inlets, cleanouts, pump stations, force mains, and storm drain diverters.
ANALYSIS:
The RFQ period closed on October 8, 2024, with eighteen firms submitting qualification packages.
The City’s selection committee reviewed each submittal in accordance with the requirements and scoring criteria described in the RFQ, then conducted interviews with the highest ranked firms.
Staff concluded the process by reviewing and negotiating rates and terms to come to a final recommendation. The firms that submitted qualifications, along with the final selections, are listed in the table below:
Table 1: Summary of Responses to RFQ for As-Needed Project Management Services Submitted Responses Recommended
3D Built X
Aim Advisory, LLC.
Ardurra Group, Inc. X
Cumming Group
Dabri, Inc.
EKN Engineering, LP
Harris & Associates, Inc. X
New City Consulting, Inc.
OCMI, Inc. X
Project Professionals Corporation
REC Consultants, Inc.
Rick Engineering Company X
Safework, Inc.
Shoreline CPM, Inc. X
Simpson & Simpson
The Barrie Company
TKE Engineering, Inc.
Tynan Group, Inc.
Per the RFQ the agreements would be in effect for an initial period of three years with the ability to extend the contract via two one-year extensions for a total amount of five years. Staff reviewed or negotiated hourly rates for the recommend firms and all are found to be fair and reasonable. In order to expedite task orders and reduce the time to complete projects, staff recommends the City Council authorize the City Manager to be able to execute/amend task orders within the Capital Improvement Program and department operating budgets.
It is important to note that the City may seek qualifications from other firms to provide professional services at any time; some of the reasons that additional solicitations may be sought include unique or specialized scope of work; inability to negotiate a fair and reasonable fee; project is of sufficient size or interest that additional solicitation is warranted; etc.
FISCAL IMPACT:
There is no immediate fiscal impact, as fees will be negotiated per task order based on project scope and requirements.
Task orders will be funded through applicable Capital Improvement Program project budgets or existing department operating budgets. Project management services typically range between 5% and 10% of total construction costs, but final costs will depend on the complexity and duration of each task.
ALTERNATIVE:
The City Council may reject all responses and direct staff to solicit services on a project-by-project basis.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Professional Services Agreement – 3D Built
2. Professional Services Agreement – Ardurra Group, Inc.
3. Professional Services Agreement – Harris & Associates, Inc.
4. Professional Services Agreement – OCMI, Inc.
5. Professional Services Agreement – Rick Engineering Company
6. Professional Services Agreement – Shoreline CPM, Inc.
Submitted By: Public Services and Engineering Department / Leon Firsht