July 26, 2022
Agenda Item No. 7
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
David A. Webb, Public Works Director - 949-644-3311, [email protected] PREPARED BY:
Michael J. Sinacori, Assistant City Engineer, [email protected] PHONE:
949-644-3342
TITLE:
Approval of On-Call Professional Services Agreements for Civil Engineering Services ABSTRACT:
The majority of the City of Newport Beach’s (City’s) Capital Improvement Program (CIP) require the services of professional Civil Engineers for planning, design and construction support services. Accordingly, staff issued a Request for Proposals (RFP) for these professional services and requests the City Council’s approval to enter into five On-Call Professional Services Agreements with the following companies: Dudek, MKN & Associates, Hunsaker & Associates, Psomas, and Tait & Associates. Each Professional Services Agreement would be for a term of three years and a total not-to-exceed contracting authority amount of $300,000.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve On-Call Professional Services Agreements with Dudek, MKN & Associates, Hunsaker & Associates, Psomas and Tait & Associates for professional Civil Engineering planning, design and construction support services, with each agreement being for a term of three-years and a total not-to-exceed amount of $300,000, and authorize the Mayor and City Clerk to execute the agreements on a form approved by the City Attorney.
DISCUSSION:
The City’s proposed CIP budget anticipates more than $62 million in Parks, Harbors, & Beaches, Streets and Drainage, and Water and Wastewater improvement projects through individual CIP projects starting in FY 2022-23. Almost all of these projects require some level of Engineering, Architecture, Landscape Architecture and/or Construction Management Services. In addition to in-house engineering and construction staff, the City relies on a host of professional consultants.
The City traditionally contracts out a large portion of necessary engineering services, and for larger projects separate requests for proposals (RFPs) are requested from the engineering community. However, for the smaller projects, the formal RFP is not cost effective or time efficient for the City or the consulting community. To address these types of projects, the City has turned to on-call professional services contracts as a more efficient way to accomplish the smaller projects, which usually combines City staff and on-call firms’ staff. Over the past five years, engineering firms with existing on-call agreements have provided design services for approximately $1.5 million.
In September 2021, staff requested statement of qualifications (SOQs) to provide on-call Civil Engineering Planning, Design and Construction Support services in order to replace the existing consultant group of on-call consultants, set to expire shortly. 32 firms submitted SOQs to the City. Based on the submittals, staff requested on-call proposals from 12 of those firms, of which, 11 submitted responses and were reviewed in detail. The following is a ranking of the firms submitted:
Firm Name
Total Score
Rank
PSOMAS
286
1 Michael K. Nunley & Associates, Inc. (MKN)
281
2 Tait & Associates, Inc.
273
3 Dudek
265
4 Hunsaker & Associates Irvine, Inc.
261
5 Civiltec Engineering, Inc.
259
6 Rick Engineering Company
252
7 Pacific Advanced Civil Engineering, Inc.
250
8 Civil Works Engineers, Inc.
248
9 Proactive Engineering Consultants, Inc. (Q3)
233
10 BKF Engineers
219
11 The City’s proposal review team consisted of three staff members from the Public Works Department. Using a qualification-based selection process, the proposals were evaluated by the review team independently. Proposal evaluations were based on the consultant’s understanding of the scope of work, experience, qualifications, and availability of staff. While many firms met the minimum qualifications outlined in the request for proposal, the top five consultants were selected by the review team as the most qualified and responsive firms. All five of these firms have successfully completed similar services for other local agencies and their billing rates are consistent with industry standards and their peers.
Staff is requesting approval of five separate on-call Professional Services Agreements with Dudek, MKN & Associates, Hunsaker & Associates, Psomas, and Tait & Associates for professional Civil Engineering planning, design and construction support services. The term for each of these agreements is three years and they are set to expire on June 30, 2025. Projects will be assigned on a rotating basis to the on-call Civil Engineering firms based on their expertise or depending on the City’s requirements and the project type.
FISCAL IMPACT:
There is no direct fiscal impact related to this item as the award of the on-call contract does not create an obligation to expend funds. Funding for the work done under these on-call contracts will be expensed to individual projects within the City’s approved Operating and Capital Improvement Program budgets.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – PSA with Dudek
Attachment B – PSA with Hunsaker & Associates Irvine, Inc.
Attachment C – PSA with Michael K. Nunley & Associates, Inc.
Attachment D – PSA with Psomas
Attachment E – PSA with Tait & Associates, Inc.
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Approval of On-Call Professional Services Agreements for Civil Engineering Services July 26, 2022
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