DATE: January 25, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute Professional Services Agreements with Willdan Engineering, SNG & Associates, and 4Leaf, Inc., in an Amount Not-to-Exceed $150,000 Annually Per Firm for Three Years for On-Call Construction Inspection Services
RECOMMENDATION
That Council adopts the attached resolution (Attachment II) authorizing the City Manager to negotiate and execute Professional Services Agreements (PSAs) with Willdan Engineering (Willdan), SNG & Associates, and 4Leaf, Inc. (4Leaf), in an amount not-to-exceed $150,000 per year, per firm for three years for on-call construction inspection services.
SUMMARY
The Department of Public Works & Utilities routinely uses on-call construction inspectors when in-house staffing levels are inadequate, either due to absences, vacancies, or increased workload. The on-call construction inspection services provide oversight on City-sponsored projects, private developments, and encroachment permits.
BACKGROUND
In February 2016 and March 2019, the Council approved on-call inspection services agreements with three firms for $150,000 annually, per firm, for a period of three years through Resolutions 16-023 and 19-057, respectively. The current agreements will expire in April and May 2022. In October 2021, Request for Qualifications (RFQ) #2204-091421 was released to obtain proposals for on-call inspection services for three years.
DISCUSSION
The in-house Construction Inspection Division’s workload supports projects from the Engineering, Transportation, Utilities, Executive Airport, and Environmental Services Divisions, and public improvement portions of other City-sponsored projects. In addition, the Inspection Division is responsible for inspection of the public improvements of private development projects, and encroachment purposes. With the currently anticipated workload, it is necessary to continue the supplemental contracted work with on-call construction inspection firms to ensure compliance, meet project deadlines, and provide project oversight.
The three firms currently providing construction inspection services are Park Engineering, CSG Consultants, and Willdan Engineering. These agreements expire early 2022. In response to the RFQ released in October 2021, ten firms submitted proposals. Staff determined three firms, Willdan, SNG & Associates, and 4Leaf to be the most qualified for the services needed based on their experience in providing similar services to other public agencies along with competitive rates.
ECONOMIC IMPACT
Timely inspection services for City and private development projects would ensure public safety and foster economic activity. Similarly, timely inspection on private development projects, like new housing or commercial properties, allow the contractors to maintain their schedule; once complete, the projects contribute to the City’s economic vitality.
FISCAL IMPACT
This item should have a neutral impact on the General Fund. These services will only be used on City projects with appropriated budget for construction inspection or where inspection-related expenses will be reimbursed by developers and permit holders. Staff recommends a PSA with each firm for a not-to-exceed amount of $150,000 annually, per firm, for a three-year period. Staff does not expect to use all allocated funding for each firm each year; rather, the budgeted amount will give staff flexibility when services are required. If the workload falls short of the forecast, the budget expenditures would be limited to the actual inspection costs incurred.
STRATEGIC ROADMAP
This action will help ensure that the infrastructure projects and City development projects in the Strategic Roadmap are not adversely impacted by construction inspection delays.
SUSTAINABILITY FEATURES
There are no sustainability features associated with this item.
PUBLIC CONTACT
The RFQ was available to the public through the City’s website from October to November 2021. There is no other public contact associated with this item.
NEXT STEPS
If Council approves this item, the City Manager will execute three individual three-year PSAs with each firm in a form approved by the City Attorney.
Prepared by: Jason Whipple, Supervising Construction Inspector Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works Approved by:
_________________________________
Kelly McAdoo, City Manager
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