Agenda Item No: K.3
AGENDA REPORT
DATE: February 17, 2026
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2026-22 PW Engineering Services Qualified Consultant Shortlist
Approving A Shortlist of Qualified Consultants for Capital Improvement Projects Engineering Services
Funding Source: N/A
Contact: David Vong (707) 428-7784
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The City engages professional consulting firms to provide licensed technical expertise across various disciplines, supporting the execution of the City’s Capital Improvement Program (CIP) as well as other non -CIP projects and initiatives. These services are essent ial to supplement City staff and facilitate the timely, cost-effective completion of projects, especially for tasks requiring specialized knowledge or additional capacity. The utilization of pre -qualified consultant services is a standard practice among ag encies that prioritize efficient staffing and optimal productivity.
Adopting the engineering services consultant shortlist will allow the City to advance the highest priority CIP projects on an as-needed basis.
DISCUSSION
The Public Works Engineering Division is responsible for the development, design , and preparation of contract documents and bidding of the City’s infrastructure projects. Projects within the CIP are planned to meet community needs, with special emphasis on those projects that contribute to the City’s economic vitality and quality of life, including projects such as Heart of Fairfield Utilities Relocation, Vanden Road Widening, Markeley Lane Extension, and Downtown Streetscapes.
Based on the anticipated number and technical complexity of upcoming CIP projects over the next five fiscal years, staff released a Request for Qualifications (RFQ) on July 7, 2025, for Engineering Services related to Capital Improvement Projects. The RFQ invited qualified firms to submit a Statement of Qualifications (SOQs) to prepare plans, specifications, cost estimates, technical studies, and contract documents.
The intent of the RFQ solicitation was to provide the City with a “ shortlist” of pre-qualified engineering firms to be available to provide responsive professional engineering services for small to medium CIP projects that range in construction value from $100,000 to $3,000,000. The RFQ was designed to ensure that engineering services are procured pursuant to a fair, competitive selection process based on demonstrated competence and the professional qualifications necessary for the satisfactory performance of the services required. State contracting laws require public agencies to select engineering firms base d on qualifications.
Utilizing pre-qualified consultants is standard for agencies that prioritize both efficient staffing levels and productivity.
Staff received SOQs from a total of 26 engineering firms for four project categories consisting of Parks, Streets, Transportation and Water . Firms were allowed to submit for multiple project categories and number of SOQs submittals broken down by category is shown in the table below.
Project Category SOQs Submittals
Parks 15
Streets 18
Transportation 17
Water 14
An evaluation committee consisting of city staff reviewed and ranked the SOQs within each category and selected the top five ranking firms in each project category. The proposed shortlist will serve as the basis for assigning work for CIP and other projects requiring technical expertise in the areas listed above. As shown in Exhibit A, the attached list of recommended firms are the ones that align with City requirements and project needs.
The City will execute agreements on an as -needed basis for each project. Once the need for engineering services are identified, informal Request for Proposals (RFPs) will be requested to approved firms within the relevant project categories. If a Consultant chooses to submit a proposal, it will include a desc ription of the scope of work, and a proposed schedule for completion. City staff will review each proposal and determine the most qualified firm based on demonstrated experience, understanding of the project, and proposed timeline, with the goal of selecting the consultant who is both qualified and offers the best overall value to the City.
While the qualified consultant list provides flexibility and efficiency for a wide range of projects, it is not intended for large or complex efforts such as water treatment plants or vertical construction projects. For projects of that scale and complexity, the City will issue a separate Request for Proposals to select a dedicated team tailored specifically to the project’s needs.
FINANCIAL IMPACT
There are no immediate fiscal impacts associated with the approval of the shortlist of qualified consultants for engineering services. Approval of the shortlist does not commit the City to enter into contracts with any of the listed consultants. All costs related to f uture professional services agreements will be covered by the respective project budgets.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If the City Council has any questions, this request may be delayed allowing staff to provide the necessary information. The council may choose not to approve the proposed engineering services consultant shortlist ; however, that is not recommended as it could result in delays to priority work within the CIP.
COORDINATED WITH
N/A
STAFF CONTACT
David Vong, Senior Civil Engineer
(707) 428-7784
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Exhibit A: Engineering Services Consultant Shortlist