Public Works & Transportation Committee
May 28, 2024
AGENDA REPORT
TO:
Jestin D. Johnson
City Administrator
FROM: Josh Rowan
Director, Oakland
Department of
Transportation
SUBJECT: Multi-Disciplinary On-Call Services
2024
DATE: April 29, 2024
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends That The City Council Adopt The Following Pieces Of Legislation:
1. A Resolution Awarding Professional Services Agreements For On-Call Civil Engineering Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To-Exceed Ten Million Dollars ($10,000,000) Each To: 1) Aliquot Associates, Inc., 2) Alta Planning + Design, Inc., 3) Anchor Engineering, Inc. Dba Anchor, 4) Arup US, Inc., 5) BKF Engineers, 6) Diablo Engineering Group, 7) GHD Inc., 8) Ida Structural Engineers, Inc., 9) JMA Civil Inc., 10) Kimley-Horn Associates Inc., 11) Parsons Transportation Group Incorporated, 12) Sandis Civil Engineers Surveyors Planners, 13) Terraphase Engineering Inc., 14) VST Engineering Inc., And 15) Wood Rodgers Inc.; And
2. A Resolution Awarding Professional Services Agreements For On-Call Transportation Engineering – Traffic Capital Project (TCP) And Intelligent Transportation Systems (ITS) Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To- Exceed Five Million Dollars ($5,000,000) Each To: 1) Alta Planning + Design, Inc., 2) CHS Consulting Group, 3) DKS Associates, 4) Fehr & Peers, 5) GHD Inc., 6) Kimley-Horn Associates Inc., 7) Kittleson & Associates, Inc., 8) Nelson/Nygaard Consulting, 9) Parsons Transportation Group Incorporated, 10) Sandis Civil Engineers Surveyors Planners, 11) Toole Design Group, LLC, And 12) Wood Rodgers Inc.; And
3. A Resolution Awarding Professional Services Agreements For On-Call Public Space Management Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To- Exceed Five Million Dollars ($5,000,000) Each To: 1) 4 Leaf, Inc. 2) Anchor Engineering, Inc. DBA Anchor, 3) Diablo Engineering Group, And 4) West Coast Code Consultants Inc. (WC-3); And
4. A Resolution Awarding Professional Services Agreements For On-Call Engineering Services For Paving That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To- Jestin Johnson (May 15, 2024 09:55 PDT)
May 15, 2024
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 2
Public Works & Transportation Committee
May 28, 2024
Exceed Three Million Five Hundred Thousand Dollars ($3,500,000) Each To: 1) Alta Planning + Design, Inc., 2) BKF Engineers, 3) Diablo Engineering Group, 4) Kimley-Horn Associates Inc., And 5) Nichols Consulting Engineers, CHTD; And
5. A Resolution Awarding Professional Services Agreements For On-Call Geotechnical Engineering Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To- Exceed Two Million Five Hundred Thousand Dollars ($2,500,000) Each To: 1) AGS Inc Consulting Services, 2) Arup US, Inc., 3) Construction Testing Services, 4) Engeo, 5) Furgo, 6) Haley & Aldrich, Inc., 7) Langan Engineering And Environmental Services, 8) Ninyo & Moore, And 9) Terraphase Engineering Inc.; And
6. A Resolution Awarding Professional Services Agreements For On-Call Land Surveying Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed Two Million Dollars ($2,000,000) Each To: 1) Aliquot Associates, Inc., 2) Bay Area Land Surveying, Inc., 3) BKF Engineers, 4) Langan Engineering And Environmental Services, 5) Sandis Civil Engineers Surveyors Planners, And 6) Wood Rodgers Inc., And
7. A Resolution Awarding Professional Services Agreements For On-Call Construction Management Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To- Exceed Two Million Dollars ($2,000,000) Each To: 1) Acumen Building Enterprise, 2) AGS Inc Consulting Services, 3) Aliquot Associates, Inc., 4) Anchor Engineering, Inc. Dba Anchor, 5) Azad Engineering PC, 6) Biggs Cardosa Associates Inc., 7) Consolidated CM Inc., 8) Dabri Inc., 9) Diablo Engineering Group, 10) Macks Craic, Inc. DBA Mack5, 11) Parsons Transportation Group Incorporated, And 12) Vcse, Inc.; And
8. A Resolution Awarding Professional Services Agreements For On-Call Transportation Planning Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To- Exceed One Million Five Hundred Thousand Dollars ($1,500,000) Each To: 1) Alta Planning + Design, Inc., 2) Arup US, Inc., 3) BKF Engineers, 4) CHS Consulting Group, 5) Diablo Engineering Group, 6) DKS Associates, 7) Fehr & Peers, 8) GHD Inc., 9) Kimley-Horn Associates Inc., 10) Kittleson & Associates, Inc., 11) Nelson/Nygaard Consulting, 12) Parsons Transportation Group Incorporated, 13) Sandis Civil Engineers Surveyors Planners, 14) T.Y. Lin International, CCS, 15) Toole Design Group, LLC, And 16) Wood Rodgers Inc.; And
9. A Resolution Awarding Professional Services Agreements For On-Call Special Inspection And Material Testing Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed One Million Dollars ($1,000,000) Each To: 1) Applied Materials & Engineering, Inc., 2) Construction Testing Services, Inc., 3) Engeo, 4) ISI Inspection Services, Inc., 5) Ninyo & Moore, And 6) Twining, Inc.; And
10. A Resolution Awarding Professional Services Agreements For On-Call Community Based Organization (CBO) And Non-Profit Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed Seven Hundred And Fifty Thousand Dollars ($750,000) Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 3
Public Works & Transportation Committee
May 28, 2024
Each To: 1) East Bay Asian Local Development Corporation, 2) Eastside Arts Alliance, Inc., 3) East Bay Bicycle Coalition DBA Bike East Bay, 4) TransFormCA DBA TransForm, And 5) Walk Oakland Bike Oakland
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 4
Public Works & Transportation Committee
May 28, 2024
EXECUTIVE SUMMARY
The Oakland Department of Transportation (OakDOT) and Oakland Public Works (OPW) manage a range of major capital projects in support of the City of Oakland (City) Capital Improvement Program (CIP) and have historically relied on professional services contracts to assist the City in delivering projects. With the exponential increase in grant-funded transportation projects in recent years and the passage of Measure KK and Measure U infrastructure bond measures, professional services contracts are essential to timely capital project and program delivery for Oaklanders.
The multi-disciplinary on-call contracts will provide a range of professional support services for all phases of the design process, with ten (10) distinct disciplines to support planning, engagement, engineering, and inspection tasks over a five (5) year contract period. Approval of the proposed resolutions will enable the City to replace its outdated on-call contracts and deliver projects promptly and efficiently by authorizing the City Administrator to enter into professional services agreements with qualified public works and transportation project management firms for five (5) years to provide on-call professional services.
The new on-call contracts replace contracts that have expired or will expire imminently and apply new procedures that improve opportunities for certified Small Local Business Enterprises (SLBE) and Very Small Local Business Enterprises (VSLBE) and enhance the City’s monitoring of the Local/Small Local Business Enterprise (L/SLBE) program compliance.
BACKGROUND / LEGISLATIVE HISTORY
With the passage of the Measure KK Affordable Housing & Infrastructure Bond in 2016 (Resolution No. 86445, C.M.S.), the establishment of OakDOT in 2017, the passage of the Measure U Affordable Housing and Infrastructure Bond in 2022 (Resolution No. 89314, C.M.S.), and an increase in grant funding, the volume of funded capital improvement projects and programs in the CIP continues to increase from previous budget cycles, from approximately $286.6 million in Fiscal Year (FY) 2021-2023 to $329 million for FY 2023-2025. Transportation grant funds increased exponentially over the last 15 years, as shown in Figure 1:
Transportation Grants Received. Professional support services through on-call contracts have historically been a key strategy for delivering capital projects and programs identified in the CIP.
New contracts are urgently needed to continue to meet stringent grant and bond expenditure deadlines, as many existing on-call contracts have expired.
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 5
Public Works & Transportation Committee
May 28, 2024
Figure 1.
The City utilizes on-call professional services contracts solicited through a competitive process in accordance with Oakland Municipal Code (OMC) Section 2.04.051. The services are used as projects arise and result in significant reductions in time and processes associated with the procurement of professional services on an individual project-by-project basis. On-call professional services support numerous major capital improvement projects funded by various capital improvement funds, bonds, and grants.
On March 1, 2024, the City issued a Multi-Disciplinary Request for Qualifications (RFQ) to provide on-call professional services across various disciplines for both OakDOT and OPW.
Table 1: Multi-Disciplinary RFQ Summary lists the disciplines, maximum contract value for each firm over the five (5) year period, and the number of Statements of Qualifications (SOQs) received by the April 4, 2024, deadline.
$1 $1 $4 $12
$0
$23
$3
$17 $16
$73
$7 $4 $10
$53 $54
$131
$174
$-
$20
$40
$60
$80
$100
$120
$140
$160
$180
$200
Transportation Grants Received (Millions $)
Total
Value of Grants Received
Fiscal Year
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 6
Public Works & Transportation Committee
May 28, 2024
Table 1: Multi-Disciplinary RFQ Summary
Discipline Not-to-Exceed
Contract Value per
Firm over 5 years
Number of SOQs
Received
Civil Engineering $10,000,000 19
Transportation Engineering – Traffic Capital
Project (TCP) and Intelligent Transportation
Systems (ITS)
$5,000,000 16
Public Space Management $5,000,000 4
Engineering Services for Paving $3,500,000 6
Geotechnical Engineering Services $2,500,000 9
Land Surveying $2,000,000 6
Construction Management $2,000,000 12
Transportation Planning $1,500,000 17
Special Inspection and Material Testing
Services
$1,000,000 6
Community Based Organization (CBO) and
Non-Profit Services
$750,000
5 ANALYSIS AND POLICY ALTERNATIVES
The proposed resolution supports Citywide priorities of (1) vibrant, sustainable infrastructure; (2) holistic community safety; and (3) responsive, trustworthy government. The on-call services will assist City staff in conducting planning, design, construction management, and engagement to implement the City’s CIP. Projects and programs within the CIP are prioritized based on the City’s priorities of safety, equity, sustainability, and community engagement, among other factors. In addition, City staff are trained to advance these priorities throughout the life of projects and programs by applying tools such as OakDOT’s Community Engagement Standard Operating Procedures, racial equity impact analysis, green stormwater elements to meet state and regional standards, alignment with the City’s Equitable Climate Action Plan, and effective safety countermeasures to reduce severe and fatal traffic collisions as detailed in OakDOT’s Safe Oakland Streets initiative.
These on-call contracts provide the City with subject matter experts to assist in delivering projects and programs in a timely, efficient, and cost-effective manner. Approval of these contracts will reduce the timeline and administrative expense in procuring consultant services on an individual formal basis from an average of 42 weeks to 12 weeks. The formal process to hire consultants can take up to 42 weeks, which consists of advertisement and solicitation of a Request for Proposal (RFP), evaluation of proposals, interviews, City Council approval of a contract, and contract execution. The contract capacity was developed for each discipline based on an assessment of previous on-call contracts and the increase in CIP and grant funds that will require additional capacity. No minimum amount of work is implied or guaranteed, and no appropriation is made as a result of these contracts.
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 7
Public Works & Transportation Committee
May 28, 2024
The on-call services within the multi-disciplinary RFQ include:
• Civil Engineering - planning, design, and construction of streetscape, roadways, drainage, and structures.
• Transportation Engineering & Intelligent Transportation Systems - planning, design and construction of traffic signals, signal systems, and timing, transit, bicycle, and pedestrian facilities, traffic calming, roadways, and parking.
• Geotechnical Engineering - design and review of roadways and slope stability restoration projects.
• Public Space Management - evaluation and documentation of private land development projects for compliance with applicable codes and requirements.
• Engineering for Paving – civil engineering, pavement engineering, geotechnical engineering, drainage and stormwater expertise, transportation planning, traffic signal design, and traffic engineering.
• Transportation Planning - conceptual planning, engagement, and design of streetscape projects, 0-35% project design, development of transportation plans and programs, and CEQA/NEPA analysis.
• Land Surveying - global positioning services, topographic mapping services, boundary/legal support, plat mapping services, and construction surveys.
• Construction Management - management of construction projects, including inspection, review, documentation, reporting, communication, invoicing, claims resolution, utility coordination, office engineering, quality assurance, quality control, and community outreach.
• Special Inspection and Material Testing Services – materials field sampling, laboratory testing, and plant inspection.
• Community Based Organization (CBO) and Non-Profit Engagement Services – culturally competent transportation programs, education and encouragement campaigns, and community engagement activities.
Statement of Qualifications Evaluation
Each discipline established an evaluation panel consisting of three (3) professionals with experience in the scope of services and project types identified in the RFQ. SOQs were scored by panels in accordance with the evaluation criteria outlined in the RFQ. Firms could receive up to 100 points based on the evaluation criteria, and up to 7.5 preference points as detailed in the L/SLBE Program. The City qualified all firms scoring at least 70 points and above using a consistent scoring matrix based on the evaluation categories listed below and in the RFQ:
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 8
Public Works & Transportation Committee
May 28, 2024
1. Experience (50 points max.): Past, recently completed, or on-going projects that will substantiate experience. Demonstrated ability to provide technical assistance for a broad range of services. Prior experience and ability to work on projects as outlined in the discipline’s scope of work with City staff, community groups, and other stakeholders, as well as address the various interests in developing successful transportation and public works projects.
2. Qualifications (20 points max.): Level of experience, professional background, and qualifications of team members and firm/organization comprising the team. Level of technological advancement and/or innovation. Knowledge and experience with regulatory agencies and ability to identify and secure all necessary permits, as applicable to discipline.
3. Organization and Responsiveness (15 points max.): Availability of staff to respond to task order opportunities and specialized resources, if any. The cohesiveness of the project team. Cost and quality control procedures. Ability to perform on short notice and under time constraints. Capacity and flexibility to meet schedules, including any unexpected work.
4. Approach (15 points max.): Understanding the nature and extent of the services required. Design and management processes. Ability to develop consensus among stakeholders. Awareness of potential (typical) problems and possible solutions.
In addition to the criteria above, firms can be granted additional preference points for L/SLBE tenure in the City of Oakland (up to 2.5 points) and an Oakland Resident Workforce (up to 5 points) in accordance with the City of Oakland’s L/SLBE program guidelines. Nine (9) consulting firms and non-profit organizations across all disciplines were awarded preference points.
The City received one hundred (100) distinct SOQs across all disciplines from fifty-one (51) distinct consulting firms and non-profit organizations. Of those fifty-one consulting firms and non-profit organizations, fourteen (14) are certified by our L/SLBE program, including four (4) LBEs, eight (8) SLBEs, and two (2) VSLBEs. Twelve (12) of the fourteen (14) certified firms and organizations were awarded at least one contract.
The City received nineteen (19) SOQs for the on-call Civil Engineering category. Based on the evaluation results and contract requirements, the following fifteen (15) firms are recommended for on-call Civil Engineering contracts, each for up to $10,000,000 total over a period of five (5) years:
1. Aliquot Associates, Inc.
2. Alta Planning + Design, Inc.
3. Anchor Engineering, Inc. dba Anchor
4. Arup US Inc.
5. BKF Engineers
6. Diablo Engineering Group
7. GHD Inc.
8. Ida Structural Engineers, Inc
9. JMA Civil Inc.
10. Kimley-Horn Associates Inc.
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 9
Public Works & Transportation Committee
May 28, 2024
11. Parsons Transportation Group Incorporated
12. Sandis Civil Engineers Surveyors Planners
13. Terraphase Engineering Inc.
14. VST Engineering, Inc.
15. Wood Rodgers, Inc.
The City received sixteen (16) SOQs for the on-call Transportation Engineering: Traffic Capital Project (TCP) and Intelligent Transportation Systems (ITS) category. Based on the evaluation results and contract requirements, the following twelve (12) firms are recommended for on-call Transportation Engineering: Traffic Capital Project (TCP) and Intelligent Transportation Systems (ITS) contracts each for up to $5,000,000 total over a period of five (5) years:
1. Alta Planning + Design, Inc.
2. CHS Consulting Group
3. DKS Associates
4. Fehr & Peers
5. GHD Inc.
6. Kimley-Horn Associates Inc.
7. Kittleson & Associates, Inc.
8. Nelson/Nygaard Consulting
9. Parsons Transportation Group Incorporated
10. Sandis Civil Engineers Surveyors Planners
11. Toole Design Group, LLC
12. Wood Rodgers Inc.
The City received four (4) SOQs for the on-call Public Space Management category.
Based on the evaluation results and contract requirements, the following four (4) firms are recommended for on-call Public Space Management contracts, each for up to $5,000,000 total over a period of five (5) years:
1. 4 Leaf, Inc.
2. Anchor Engineering, Inc. dba Anchor
3. Diablo Engineering Group
4. West Coast Code Consultants Inc. (WC-3)
The City received six (6) SOQs for the on-call Engineering Services for the Paving category. Based on the evaluation results and contract requirements, the following five (5) firms are recommended for on-call Engineering Services for Paving contracts, each for up to $3,500,000 total over a period of five (5) years:
1. Alta Planning + Design, Inc.
2. BKF Engineers
3. Diablo Engineering Group
4. Kimley-Horn Associates Inc.
5. Nichols Consulting Engineers, CHTD
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 10
Public Works & Transportation Committee
May 28, 2024
The City received nine (9) SOQs for the on-call Geotechnical Engineering Services category. Based on the evaluation results and contract requirements, the following nine (9) firms are recommended for on-call Geotechnical Engineering Services contracts each for up to $2,500,000 total over a period of five (5) years:
1. AGS Inc Consulting Services
2. Arup US, Inc.
3. Construction Testing Services
4. Engeo
5. Furgo
6. Haley & Aldrich, Inc.
7. Langan Engineering and Environmental Services
8. Ninyo & Moore
9. Terraphase Engineering Inc
The City received six (6) SOQs for the on-call Land Surveying category. Based on the evaluation results and contract requirements, the following six (6) firms are recommended for on-call Land Surveying contracts, each for up to $2,000,000 total over a period of five (5) years:
1. Aliquot Associates, Inc.
2. Bay Area Land Surveying, Inc.
3. BKF Engineers
4. Langan Engineering And Environmental Services
5. Sandis Civil Engineers Surveyors Planners
6. Wood Rodgers Inc.
The City received twelve (12) SOQs for the on-call Construction Management category.
Based on the evaluation results and contract requirements, the following twelve (12) firms are recommended for on-call Construction Management contracts, each for up to $2,000,000 total over a period of five (5) years:
1. Acumen Building Enterprise
2. AGS Inc Consulting Services
3. Aliquot Associates, Inc.
4. Anchor Engineering, Inc. dba Anchor
5. Azad Engineering PC
6. Biggs Cardosa Associates Inc.
7. Consolidated CM Inc.
8. Dabri Inc.
9. Diablo Engineering Group
10. Macks Craic, Inc. dba Mack5
11. Parsons Transportation Group Incorporated
12. VSCE, Inc.
The City received seventeen (17) SOQs for the on-call Transportation Planning category.
Based on the evaluation results and contract requirements, the following sixteen (16) Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 11
Public Works & Transportation Committee
May 28, 2024
firms are recommended for on-call Transportation Planning contracts, each for up to $1,500,000 total over a period of five (5) years:
1. Alta Planning + Design, Inc.
2. Arup US, Inc.
3. BKF Engineers
4. CHS Consulting Group
5. Diablo Engineering Group
6. DKS Associates
7. Fehr & Peers
8. GHD Inc.
9. Kimley-Horn Associates Inc.
10. Kittleson & Associates, Inc.
11. Nelson/Nygaard Consulting
12. Parsons Transportation Group Incorporated
13. Sandis Civil Engineers Surveyors Planners
14. T.Y. Lin International, CCS
15. Toole Design Group, LLC
16. Wood Rodgers Inc.
The City received six (6) SOQs for the on-call Special Inspection and Material Testing Services category. Based on the evaluation results and contract requirements, the following six (6) firms are recommended for on-call Special Inspection and Material Testing Services contracts each for up to $1,000,000 total over a period of five (5) years:
1. Applied Materials & Engineering, Inc.
2. Construction Testing Services, Inc.
3. Engeo
4. ISI Inspection Services, Inc.
5. Ninyo & Moore
6. Twining, Inc.
The City received five (5) SOQs for the on-call Community Based Organization (CBO) and Non-Profit Services category. Based on the evaluation results and contract requirements, the following five (5) firms are recommended for on-call Community Based Organization (CBO) and Non-Profit Services contracts each for up to $750,000 total over a period of five (5) years:
1. East Bay Asian Local Development Corporation
2. Eastside Arts Alliance, Inc.
3. East Bay Bicycle Coalition dba Bike East Bay
4. TransFormCA DBA TransForm
5. Walk Oakland Bike Oakland
Task Order Process
As projects arise, most disciplines will competitively procure task orders from the On-Call Vendor List (through an On-Call RFP process whereby task orders are awarded based on Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 12
Public Works & Transportation Committee
May 28, 2024
criteria such as the proposal quality, task order specific qualifications, and availability of consultant staff. A rotation process (vs. a competitive process) will be used for the Public Space Management, Construction Management, and Special Inspection and Materials Testing disciplines whereby task orders will be offered on a rotation among firms, in the order of the score earned on their SOQ. Then, it will proceed in order of the highest remaining contract capacity and availability, provided that the final selection and award of the task order be contingent on demonstrated competence and qualifications for the types of services to be performed.
All task orders will be evaluated for compliance with the L/SLBE program and the City’s purchasing programs, at fair and reasonable prices to the City.
For all Task Orders under $250,000, the City will utilize the Mandatory Preferred Small Local Business Program when there are at least three pre-qualified SLBE on the On-Call Vendor List.
There is no limit to the number of Task Orders/contracts that an SLBE can be awarded through this program.
Compliance with L/SLBE Requirements and Supporting SLBE/VSLBEs With the award of these new on-call professional services contracts, the City is also implementing procedures to bolster and increase the participation of certified small and very small local business enterprises (SLBE/VSLBE):
• As noted above, the City will utilize the Mandatory Preferred Small Local Business Program so that competition for Task Orders under $250,000 is limited to certified SLBEs and VSLBEs.
• To address concerns that the On-Call Vendor List create a closed bench for multiple years, the resulting ten (10) On-Call Vendor Lists from the multi-disciplinary RFQ will have an annual enrollment opportunity to allow SLBE and VSLBE vendors not currently on the On-Call Vendor List an opportunity to demonstrate their qualifications to be included on the list as prime contractors. This annual pre-qualification process is only for SLBEs and VSLBE’s certified by the City. The contract amount for new contracts will match the highest remaining contract capacity for the current vendors, and the contract length will be the remaining number of years in the original solicitation.
• To maximize subcontracting opportunities for SLBE and VSLBE firms throughout the term of these on-call contracts, the City will analyze L/SLBE availability and participation at the Task Order phase instead of at the Pre-Qualification phase to ensure that L/SLBE availability and participation requirements accurately represent L/SLBE firms that are ready, willing, and able to perform work at the time a Task Order is executed.
No minimum amount of work is implied or guaranteed, and no appropriation is made as a result of these contracts. Individual task order amounts will vary but will not exceed the approved contract amounts. The proposed contracts are professional, technical, and temporary in nature.
The City lacks the equipment and qualified personnel to perform the work and entering into this contract will not result in the loss of employment or salary by any person having permanent Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 13
Public Works & Transportation Committee
May 28, 2024
status in competitive service. As noted below, the labor unions have been informed of the project, and no comments were received.
FISCAL IMPACT
The approval of these contracts will not result in additional appropriation of funds. The services will be funded through appropriations within the various individual projects. Funding will be identified prior to the performance of the design services. Each consultant agreement will be for a not-to-exceed contract value over a five (5) year period, as noted by discipline in Table 1:
Multi-Disciplinary RFQ Summary. The addition of any new small or very small local business contracts through the term will be within the overall contract authority in the proposed resolution.
There is no impact on the General Purpose Fund, and no additional funding is requested.
PUBLIC OUTREACH / INTEREST
Given the number of on-call contracts and the importance of supporting Oakland’s local, small, women, and minority-owned businesses, the City worked to thoroughly engage and connect these businesses in new and innovative ways, focusing on promoting equity.
To expand and diversify the professional services consultants working with the City, staff participated in engagement events with diverse stakeholders, including an event hosted by the Oakland African American Chamber of Commerce and CoBiz Richmond: Inclusivity Project’s Access to Opportunities – Contacts for Contracts on February 29, 2024. The Small Contractor Assistance Program, which helps small contractors access and then be successful with City projects and is led by EWDD, and includes DWES, Merriwether and Williams Insurance Services, and the Contractor Resource Center, discussed the RFQ and associated outreach as an agenda item at their January, February, and March meetings, and members of the group did individual outreach to their technical assistance clients and small business networks to ensure they knew about the RFQ and troubleshooted access issues.
To increase awareness of the opportunity, staff developed and disseminated e-newsletter language in partnership with City Council offices. The RFQ was promoted via the City’s social media channels, including LinkedIn, Instagram, and Twitter/X posts. All City Council offices received promotional language to help spread the word to their networks via newsletters or social media.
City staff promoted the RFQ with Oakland-based industry groups, such as ethnic chambers of commerce, to ensure they were aware of the opportunity and encouraged them to disseminate the opportunity to their networks, posted the opportunity to minority-driven trade publications recommended by Oakland-based contract equity advocates, and shared the opportunity with the Mayor’s Commission on Persons with Disabilities listserv with 229 subscribers, 44 community based organizations/non-profits, and 57 different firms and contracting community leaders.
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 14
Public Works & Transportation Committee
May 28, 2024
Also, prior to the formal issuance of the RFQ, staff provided notice to labor representatives, per the terms and conditions of the current Memorandums of Understanding with the International Federation of Professional & Technical Engineers (IFPTE) Local 21, Service Employees International Union (SEIU) 1021 and International Brotherhood of Electrical Workers (IBEW) 1245. Staff did not receive any questions.
Formal notifications of solicitation were distributed by several means on March 1, 2024. The first means was the City’s iSupplier system, which notified Oakland-certified local and non-local professional service providers (e.g., landscape architects, architects, engineers, contractors, and planning firms); regional trade and business groups, including the Oakland Metropolitan Chamber of Commerce, Oakland Black Board of Trade & Commerce, Bay Area Business Roundtable, and Construction Bidboard.
In addition to iSupplier, OPW also utilizes CIPList.com, a free, web-enabled site to announce and distribute solicitations. It is used to push out notifications to builders’ exchanges such as ARC North America, Builders Exchange of Alameda County, Contra Costa Builders Exchange, Dodge Data & Analytics, East Bay Blueprint, iSqFT, Northern California Electrical Construction Industry, Peninsula Builders Exchange, San Francisco Builders Exchange, and Solano-Napa Builders Exchange. Through CIPList.com, any company or entity may register to be automatically notified of all City solicitations without restrictions.
The legal notice for the RFQ was advertised on March 1, 2024. OPW included printed legal notices in six (6) newspapers, including the Oakland Post, Oakland Tribune, El Mundo, World Journal, Daily Pacific Building, and the Korea Times publications, to ensure the information reaches Local Business Enterprise and Small Local Business Enterprise (LBE/SLBE) in Black, Indigenous, People of Color (BIPOC) communities with potential consultants.
OakDOT, OPW, and DWES collaborated to hold ten (10) hybrid (in-person or virtual) discipline- specific pre-submittal meetings on March 12 - 13, 2024. Attendance lists are available for all pre-submittal meetings in Attachment 1: Addendum No. 01 and Questions and Answers.
The purpose of meeting with potential firms was to discuss how contracts are established with the City, to explain the scope of work and how the task order process will work, to allow for opportunities for consultants to ask questions and network, and to discuss the current RFQ solicitation specifically. The City collected and responded to over 70 questions from firms (see Attachment 1).
COORDINATION
This report and the proposed resolutions have been reviewed by the OPW Capital Contracts Division, the Department of Workplace and Employment Standards, the Budget Bureau of the Finance Department, and for form and legality by the Office of the City Attorney.
Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 15
Public Works & Transportation Committee
May 28, 2024
SUSTAINABLE OPPORTUNITIES
Economic: The contracts will generate business tax, sales tax, and other revenues for the City from those firms that work on the projects. Local and small local, Oakland-based businesses will be utilized in the design and construction of many of the projects and programs developed through the use of these contracts.
Environmental: Projects completed under these contracts will comply with the City’s Equitable Climate Action Plan, energy conservation mandates in the building code, and the Leadership in Energy and Environmental Design ordinance, as applicable, to improve the City’s infrastructure and promote a cleaner environment.
Race & Equity: The proposed on-call contracts will support projects that improve and extend the useful life of City infrastructure and transportation programs, particularly in neighborhoods with historic under-investment in its infrastructure. Project funding allocations follow the prioritization process adopted in 2018 for Oakland’s Capital Improvement Program, which centers on equity as a key factor in seven (7) of the nine (9) prioritization factors. As applicable, the on-call firms will be responsible for ensuring that projects comply with applicable accessibility codes and the Americans with Disabilities Act.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) FINDINGS
There are no California Environmental Quality Act (CEQA) impacts associated with the recommendation to award on-call professional services contracts.
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Adopt The Following Pieces Of Legislation:
1. A Resolution Awarding Professional Services Agreements For On-Call Civil Engineering Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To-Exceed Ten Million Dollars ($10,000,000) Each To: 1) Aliquot Associates, Inc., 2) Alta Planning + Design, Inc., 3) Anchor Engineering, Inc. Dba Anchor, 4) Arup US, Inc., 5) BKF Engineers, 6) Diablo Engineering Group, 7) GHD Inc., 8) Ida Structural Engineers, Inc., 9) JMA Civil Inc., 10) Kimley-Horn Associates Inc., 11) Parsons Transportation Group Incorporated, 12) Sandis Civil Engineers Surveyors Planners, 13) Terraphase Engineering Inc., 14) VST Engineering Inc., And 15) Wood Rodgers Inc.; And
2. A Resolution Awarding Professional Services Agreements For On-Call Transportation Engineering – Traffic Capital Project (TCP) And Intelligent Transportation Systems (ITS) Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To-Exceed Five Million Dollars ($5,000,000) Each To: 1) Alta Planning + Design, Inc., 2) CHS Consulting Group, 3) DKS Associates, 4) Fehr & Peers, 5) GHD Inc., 6) Kimley-Horn Associates Inc., 7) Kittleson & Associates, Inc., 8) Nelson/Nygaard Consulting, 9) Parsons Transportation Group Incorporated, 10) Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 16
Public Works & Transportation Committee
May 28, 2024
Sandis Civil Engineers Surveyors Planners, 11) Toole Design Group, LLC, And 12) Wood Rodgers Inc.; And
3. A Resolution Awarding Professional Services Agreements For On-Call Public Space Management Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To-Exceed Five Million Dollars ($5,000,000) Each To: 1) 4 Leaf, Inc. 2) Anchor Engineering, Inc. DBA Anchor, 3) Diablo Engineering Group, And 4) West Coast Code Consultants Inc. (WC-3); And
4. A Resolution Awarding Professional Services Agreements For On-Call Engineering Services For Paving That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To-Exceed Three Million Five Hundred Thousand Dollars ($3,500,000) Each To: 1) Alta Planning + Design, Inc., 2) BKF Engineers, 3) Diablo Engineering Group, 4) Kimley-Horn Associates Inc., And 5) Nichols Consulting Engineers, CHTD; And
5. A Resolution Awarding Professional Services Agreements For On-Call Geotechnical Engineering Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not- To-Exceed Two Million Five Hundred Thousand Dollars ($2,500,000) Each To: 1) AGS Inc Consulting Services, 2) Arup US, Inc., 3) Construction Testing Services, 4) Engeo, 5) Furgo, 6) Haley & Aldrich, Inc., 7) Langan Engineering And Environmental Services, 8) Ninyo & Moore, And 9) Terraphase Engineering Inc.; And
6. A Resolution Awarding Professional Services Agreements For On-Call Land Surveying Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed Two Million Dollars ($2,000,000) Each To: 1) Aliquot Associates, Inc., 2) Bay Area Land Surveying, Inc., 3) BKF Engineers, 4) Langan Engineering And Environmental Services, 5) Sandis Civil Engineers Surveyors Planners, And 6) Wood Rodgers Inc., And
7. A Resolution Awarding Professional Services Agreements For On-Call Construction Management Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed Two Million Dollars ($2,000,000) Each To: 1) Acumen Building Enterprise, 2) AGS Inc Consulting Services, 3) Aliquot Associates, Inc., 4) Anchor Engineering, Inc. Dba Anchor, 5) Azad Engineering PC, 6) Biggs Cardosa Associates Inc., 7) Consolidated CM Inc., 8) Dabri Inc., 9) Diablo Engineering Group, 10) Macks Craic, Inc. DBA Mack5, 11) Parsons Transportation Group Incorporated, And 12) Vcse, Inc.; And
8. A Resolution Awarding Professional Services Agreements For On-Call Transportation Planning Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed One Million Five Hundred Thousand Dollars ($1,500,000) Each To: 1) Alta Planning + Design, Inc., 2) Arup US, Inc., 3) BKF Engineers, 4) CHS Consulting Group, 5) Diablo Engineering Group, 6) DKS Associates, 7) Fehr & Peers, 8) GHD Inc., 9) Kimley-Horn Associates Inc., 10) Kittleson & Associates, Inc., 11) Nelson/Nygaard Consulting, 12) Parsons Transportation Group Incorporated, 13) Sandis Civil Engineers Surveyors Planners, 14) T.Y. Lin International, CCS, 15) Toole Design Group, LLC, And 16) Wood Rodgers Inc.; And
9. A Resolution Awarding Professional Services Agreements For On-Call Special Inspection And Material Testing Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To-Exceed Jestin D. Johnson, City Administrator
Subject: Multi-Disciplinary On-Call Services 2024
Date: April 29, 2024 Page 17
Public Works & Transportation Committee
May 28, 2024
One Million Dollars ($1,000,000) Each To: 1) Applied Materials & Engineering, Inc., 2) Construction Testing Services, Inc., 3) Engeo, 4) ISI Inspection Services, Inc., 5) Ninyo & Moore, And 6) Twining, Inc.; And
10. A Resolution Awarding Professional Services Agreements For On-Call Community Based Organization (CBO) And Non-Profit Services That Follow All City Purchasing Ordinance Requirements For A Contract Term Of Five (5) Years In The Amount Not-To- Exceed Seven Hundred And Fifty Thousand Dollars ($750,000) Each To: 1) East Bay Asian Local Development Corporation, 2) Eastside Arts Alliance, Inc., 3) East Bay Bicycle Coalition DBA Bike East Bay, 4) TransFormCA DBA TransForm, And 5) Walk Oakland Bike Oakland
For questions regarding this report, please contact Nicole Ferrara, OakDOT Major Projects Division Manager, at 510-238-4720.
Respectfully submitted,
_____________________________
Josh Rowan
Director, Oakland Department of Transportation
Reviewed by:
Jamie Parks
Assistant Director
Prepared by:
Nicole Ferrara
Division Manager
Major Projects Division
Attachments (1)
Attachment 1: Addendum No. 01 and Questions and Answers Josh Rowan (May 14, 2024 15:03 PDT)