City of Hesperia
STAFF REPORT
DATE: June 7, 2022
TO: Mayor and Council Members
Chair and Board Members, Hesperia Water District
FROM: Nils Bentsen, City Manager
BY: Rachel Molina, Assistant City Manager
David Burkett, Project Construction Manager
SUBJECT: Award Professional Services Agreements for On-Call Engineering Services
RECOMMENDED ACTION
It is recommended that the City Council and Board of Directors of the Hesperia Water District approve the award of a Professional Services Agreement (PSA) to three professional engineering design firms to provide On -Call Engineering Services for an initial term of three (3) years and each contract in an amount not to exceed $350,000 as follows:
Michael Baker International $350,000
David Evans and Associates, Inc. $350,000
IMEG Corporation $350,000
BACKGROUND
The City’s Capital Improvement Program (CIP) requires the construction of p rojects, including without limitation, street improvement pr ojects, traffic signal projects, water and wastewater projects, drainage projects, etc. that require engineering studies, preparation of environmental documents, development of master plans, design surveying, geotechnical investigations, preparation of plans and specifications, and construction engineering services.
Soliciting for professional contract services is a lengthy process of roughly 3 to 4 months. Rather than preparing a Request for Proposal (RFP) for each individual project and going through the RFP review process each time, having consultants on -call when services are nee ded is more efficient and cost effective . Further, this method shortens the du ration needed prior to start of design or construction of a project. There are circumstances when services are needed promptly and cannot wait 3 to 4 months for the RFP solicitation process. The on-call process has been utilized by the City in the past and has been proven to provide timelier project implementation as well as reduce contract administration time and costs. Almost every project identified in the CIP will require professional engineering services throughout the duration of the various phases of the project from preliminary engineering through construction completion.
ISSUES/ANALYSIS
The Public Contract Code requires contracts for professional engineering services to be awarded based on qualifications of a firm. Staff solicited professional on-call engineering services by issuing a Request for Qualifications (RFQ ) through a formal process utilizing Public | Purchase, Attachment 1
Staff Report to the Mayor and Council/Board Members
Award Professional Services Agreements for On-Call Engineering Services June 7, 2022
the City’s online site . A total of eleven Proposals were received and reviewed by a selection committee. The Proposals were evaluated based on certain criteria such as past experience, technical expertise and approach to the scope of work . The firms were ranked by the selection committee as follows:
Firm Name Average Score
Michael Baker International 96
David Evans & Associates 95
IMEG Corporation 94
Psomas 93
Angenious Engineering 92
Onward Engineering 92
Dokken Engineering 91
Huitt-Zollars 91
Engineering Resources 88
Merrell Johnson 87
Valued Engineering 82
Typical engineering design costs on a project range from 5% to 1 0% of the estimated project construction cost. Provision of geotechnical services and environmental services would typically add another 6% to the total costs. Smaller projects trend towards the higher end of the scale.
For example, the City’s annual roadway improvement project typically costs between $1.5 million and $2.0 million. The engineering costs for such a typical project would probably r ange from $240,000 to $320,000. Staff estimates that the professional engineering costs for each individual project over the next three years will be a maximum of $350,000.
Therefore, staff recommends agreement amounts of $350,000 each for Michael Baker International, David Evans & Associates, and IMEG Corporation for the initial three-year period.
Awarding the three contracts will not require the City or District to utilize the entire contract amount, actual expenditures will be based on cost proposals submitted by each consultant for each individual project for a lump sum, not-to-exceed amount.
FISCAL IMPACT
Funding for various projects is budgeted each year in the Adopted CIP Budget. Projects budgeted each fiscal year will include adequate appropriation authority for the engineering services needed on a project.
ALTERNATIVE(S)
1. Do not award the PSAs and direct staff to utilize the RFP process for each individual project.
ATTACHMENT(S)
None