Agenda #: 5.21
Meeting Date: June 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENTS FOR ON-CALL CIVIL
ENGINEERING AND ARCHITECTURAL SERVICES THROUGH JUNE
30, 2026.
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
A. Approve, and authorize the City Manager to sign, the Consulting Services Agreement with Cannon Corporation for a three-year term, with an option to extend for an additional two years, in an annual not-to-exceed amount of $62,500; B. Approve, and authorize the City Manager to sign, the Consulting Services Agreement with HR Green Pacific, Inc. for a three-year term, with an option to extend for an additional two years, in an annual not-to-exceed amount of $62,500; C. Approve, and authorize the City Manager to sign, the Consulting Services Agreement with TAIT & Associates, Inc. for a three-year term, with an option to extend for an additional two years, in an annual not-to-exceed amount of $50,000; and
D. Approve, and authorize the City Manager to sign, the Consulting Services Agreement with LAE & Associates, Inc. for a three-year term, with an option to extend for an additional two years, in an annual not-to-exceed amount of $100,000.
FINANCIAL IMPACT:
The Fiscal Year 2023/24 Public Works Operating Budget has $65,000 for as-needed professional engineering and architectural services, $110,000 for land development plan check and inspection services, and $200,000 for project oversight and management services ($375,000 total). The following table summarizes the funding sources and amounts available in the budget for each task category.
SERVICES FUNDING SOURCES AMOUNTS
Land Development General Fund $ 110,000
General Engineering & Architectural General Fund $ 65,000 Project Oversight & Management
General Fund $ 50,000
Proposition C $ 150,000
TOTAL AMOUNT OF RESOURCES $ 375,000
An annual not-to-exceed amount of $62,500 is recommended for Cannon Corporation, $62,500 for HR Green Pacific, Inc., $50,000 for TAIT & Associates, Inc., and $100,000 for LAE Associates, Inc. for as-needed professional engineering and architectural services, land development review and inspection services, and project oversight services ($275,000 total).
BACKGROUND:
The City consults with civil engineering and architectural firms to provide as-needed professional services, which include specialized tasks in the following capacities:
• Land Development Services (Plan Check & Inspection)
• General Engineering Services (Civil Design and Project Oversight) • Architectural Services (Building & Landscape Design)
Over the past three years, a team of consulting firms have reviewed numerous major development projects for conformance with applicable codes and engineering standards/practices; helped to redesign the Diamond Canyon Park landscape palette; prepared design plans for groundwater drainage, street pavement improvements, and Neighborhood Traffic Management Program (NTMP) traffic calming projects; provided project oversight and management support for the SR57/60 Confluence Project and City pavement rehabilitation projects; and also provided other as-needed support to the operations of the Public Works Department.
The current consultant service agreements for professional engineering and architectural services are set to expire on June 30, 2023.
ANALYSIS:
On May 1, 2023, the City released a Request for Proposals (RFP) for professional civil engineering and architectural services through the City’s online bidding platform (PlanetBids). Upon closure of the RFP, twelve (12) proposals were received from the following firms:
• Black O’Dowd & Associates, Inc. • Cannon Corporation
• HR Green Pacific, Inc. • IMEG Corporation
• LAE Associates, Inc. • MTGL, Inc.
• NCE, Inc. • RKA Consulting Group
• TAIT & Associates, Inc. • TR Design Group, Inc.
• Transtech Engineers, Inc. • Valued Engineering, Inc.
Staff utilized qualitative metrics to evaluate each firm’s proposal and subsequently compared the hourly rates and proposed hours for each consulting task. Furthermore, all firm proposals were evaluated based on their capability to perform several of the requested tasks and relevant experience in providing similar services to other agencies in the region.
The proposals submitted by Cannon Corporation (“Cannon”), HR Green Pacific, Inc. (“HR Green”), TAIT & Associates, Inc. (“TAIT”), and LAE Associates, Inc. (“LAE”) demonstrate their extensive knowledge with civil engineering, architecture, land development, and project oversight and management. Cannon, HR Green, and TAIT currently serve as the City’s on-call consultant firms and provide high-quality services in a cost-effective manner. LAE has provided project oversight services to the City in the past, and under the proposed contract, they will be tasked with supporting the City in the oversight of the SR57/60 Confluence Project and the upcoming arterial and residential street pavement rehabilitation projects, among other tasks.
Staff recommends a three-year contract agreement, with a two-year extension option, with these firms to provide the following services:
FIRMS /
SERVICES
GENERAL
ENGINEERING
LAND
DEVELOPMENT ARCHITECTURAL PROJECT OVERSIGHT
CANNON ✓ ✓
HR GREEN ✓ ✓
LAE ✓
TAIT ✓
A short form of each firm’s proposal is attached as Exhibit “A” to their respective proposed agreements.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreements as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.21.a Agreement with Cannon Corporation
2. 5.21.b Agreement with HR Green Pacific, Inc.
3. 5.21.c Agreement with TAIT & Associates, Inc.
4. 5.21.d Agreement with LAE & Associates, Inc.