Agenda Item No. 6
CITY COUNCIL STAFF REPORT
TO: Honorable Mayor and City Council DATE: May 28, 2024 FROM: Matthew Bronson, City Manager
PREPARED BY: Greg Ray, Public Works Director/City Engineer Gabriel Munoz-Morris, Senior Engineer
Erin Wiggin, CIP Manager
SUBJECT: Extension of Public Works Department On-Call Professional Services Lists
RECOMMENDATION
Approve the extension of the current Public Works Department on-call lists for one year per the requirements of the City’s Purchasing Policy.
BACKGROUND
In response to Council direction in 2015 to find ways to expedite project delivery and streamline processes, the Public Works Department created an on-call list for construction management services. That on-call list was for a term of three years and was successful in streamlining the process by which the City contracted out construction management and inspection services for critical City projects. Due to the success of the construction management on-call list, Public Works staff also issued a Request for Qualifications (RFQ) for professional design services to also streamline design processes and save the City money for consulted design efforts. The RFQ for professional design services sought to create three on-call lists for professional design services:
one for water, wastewater, and stormwater design, one for streets and roadway design, and one for park and landscaping design. Each firm was vetted prior to selection for inclusion in the City’s on-call list to ensure a high level of qualifications, appropriate staffing levels to meet the City’s needs, and a track record of successful project delivery for similar agencies.
On May 24, 2021, Council approved the updated list of qualified consultants for construction management and geotechnical services, and on June 14, 2021, Council approved the list of qualified consultants for water, wastewater, and stormwater design, streets and roadway design, and parks and landscaping design services. The firms included in each of those approved on-call lists are the same as Attachment 1 with the addition of GHD on the Construction Management on-call list.
Over the last three years, Public Works has utilized the established on-call lists to expedite project delivery and reduce project costs by eliminating the need to issue a formal Requests for Proposals (RFP) for each project’s design and construction management phases. Staff estimates that the current practice of contracting professional services for typical City projects reduces the time to deliver projects by up to eight weeks per project. On-call consultants have designed and managed construction for waterline upgrade projects, sewer extension projects, Measure K-14 paving projects, and major roadway rehabilitation projects, including the City’s West Grand Avenue Streetscapes project, which is currently in construction. To date, all consultants selected from the lists have provided services that met staff’s expectations.
Staff Report: Extension of Public Works On-Call Lists Page 2 May 28, 2024
Per the requirements of Section 1.3 of the City’s adopted Purchasing Policy, on-call lists must be approved by Council at least every three years. The current on-call lists were set up for one threeyear term (ending in May/June 2024) with two optional one-year extensions (through May 2025 and May 2026). Staff is recommending the first optional one-year extension to May 2025 with one modification as GHD has indicated that due to recent staff attrition, they do not expect to be able to offer construction management services during the next year. GHD are thus excluded from the recommended construction management on-call list for the next year but remain as a recommended firm for street and roadway design. Staff will return to Council in spring 2025 with a recommendation to either pursue a new RFQ or extend the on-call lists for an additional year.
Staff would note that on-call lists are used for typical City projects, but the City retains the right to advertise individual RFP for unique or exceedingly complex projects.
If the on-call lists are not extended, they would terminate on June 14, 2024 and the City would have to advertise new RFQs for all on-call categories and evaluate them to develop new on-call lists for Council adoption. Staff estimates that process could take up to 12 weeks to complete during which time the City would either not be able to contract for design, construction management, and geotechnical services without advertising individual RFPs for each effort.
FISCAL IMPACT
This recommended action has no fiscal impact. The extension of the on-call lists themselves does not obligate the City to enter into any agreement with any firm on the lists.
ALTERNATIVES
The Council has the following alternatives to consider:
1. Approve the extension of the current Public Works Department on-call lists for one year per the requirements of the City’s Purchasing Policy; or
2. Do not approve the extension and direct staff to immediately issue a Request for Qualifications to establish new on-call lists; or,
3. Provide alternative direction to staff.
PUBLIC NOTIFICATION
The agenda was posted in accordance with the Brown Act.
Attachments
1. On-Call Lists
Attachment 1
CITY OF GROVER BEACH
LIST OF QUALIFIED CONSULTANTS FOR
PROFESSIONAL DESIGN, CONSTRUCTION MANAGEMENT, AND
GEOTECHNICAL SERVICES
WATER, WASTEWATER, AND STORMWATER DESIGN:
MKN
530 PAULDING CIR
ARROYO GRANDE, CA 93420
WSC
805 AEROVISTA PLACE, SUITE 201
SAN LUIS OBISPO, CA 93401
CANNON
1050 SOUTHWOOD DRIVE
SAN LUIS OBISPO, CA 93401
WALLACE
612 CLARION COURT
SAN LUIS OBISPO, CA 93401
STREET AND ROADWAY DESIGN:
CANNON
1050 SOUTHWOOD DRIVE
SAN LUIS OBISPO, CA 93401
GHD
669 PACIFIC STREET, SUITE C
SAN LUIS OBISPO, CA 93401
RICK
1160 MARSH STREET, SUITE 150
SAN LUIS OBISPO, CA 93401
NCE
725 CRESTON ROAD, SUITE C
PASO ROBLES, CA 93446
BKF
285 SOUTH STREET, SUITE A
SAN LUIS OBISPO, CA 93401
WALLACE
612 CLARION COURT
SAN LUIS OBISPO, CA 93401
AKA
PO BOX 3470
SHELL BEACH, CA 93448
PARK AND LANDSCAPING DESIGN:
RRM
3765 SOUTH HIGERA ST, SUITE 102
SAN LUIS OBISPO, CA 93401
OASIS
3427 MIGUELITO COURT
SAN LUIS OBISPO, CA 93401
FIRMA
187 TANK FARM ROAD, SUITE 230
SAN LUIS OBISPO, CA 93401
WALLACE
612 CLARION COURT
SAN LUIS OBISPO, CA 93401
Attachment 1
CONSTRUCTION MANAGEMENT:
CANNON
1050 SOUTHWOOD DRIVE
SAN LUIS OBISPO, CA 93401
MNS ENGINEERS, INC
811 EL CAPITAN WAY, SUITE 130
SAN LUIS OBISPO, CA 93401
WILLDAN
374 POLI STREET, SUITE 101
VENTURA, CA 93001
WALLACE
CLARION COURT
SAN LUIS OBISPO, CA 93401
GEOTECHNICAL ENGINEERING:
EARTH SYSTEMS PACIFIC
4378 OLD SANTA FE ROAD
SAN LUIS OBISPO, CA 93401
CTE
1645 PACIFIC AVENUE, SUITE 107
OXNARD, CA 93033
ENGEO
2646 SANTA MARIA WAY, SUITE 107
SANTA MARIA, CA 93455