CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
2/12/2024
1 SUBJECT:
Resolution Authorizing Master Consulting Service Agreement, Task Order No. 1 and 2 with S.
R. Rose Engineering Inc., Inc. for the On-Call Project Management and Development Review Staff Augmentation Services Project
RECOMMENDED ACTION:
Move to Adopt a Resolution Authorizing Master Consulting Service Agreement, Task Order No. 1 and Task Order No. 2 with S. R. Rose Engineering Inc., in the amount of $458,505 for the OnCall Project Management and Development Review Staff Augmentation Services Project (Project); and Authorize the City Manager to execute all documents related to the project.
STAFF CONTACT:
Daniel Patten, P.E., Engineering Manager - Wastewater
(650) 922-7248
[email protected]
Roland Yip, P.E. Deputy Director of Public Works - City Engineer (650) 738-3771
[email protected]
Louis Sun, P.E. Deputy Director of Public Works - Wastewater - CPO (650) 738-4662
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The Public Works Department requires engineering staff to manage capital improvements projects and provide engineering services to the City. The City requires engineering staff to provide project management services for both Public Works Engineering and Wastewater Engineering. Recruitments for full-time City senior level engineering employees is ongoing, however, recruitments in the last year have not produced a qualified final applicant to fill these positions. Because of this, and the urgent need to fill these positions, at the time the City was recruiting for a Principal Engineer position in the fall, staff also issued a RFP for engineering consultant services in case the recruitment again failed. On November 9, 2023, the City advertised a Request for Proposals (RFP) to solicit engineering consultant staff augmentation and on December 14, 2023, fourteen consultants submitted proposals. The fall recruitment failed to find qualified engineering staff to hire, so PW staff assessed the consultant engineering proposals submitted.
Pacifica City Council 2
February 12, 2024
As required by the California Government Code, the RFP utilized a qualifications-based selection (QBS) approach to ensure the City selected the most qualified Consultant for this critical Project. From December 15, 2023 to January 11, 2024, Staff reviewed the proposals and conducted interviews based on the following criteria:
• Fees / Staff Hourly Rates
• Staff Qualifications relating to project management for Public Works and Wastewater Engineering
S. R. Rose Engineering Inc. provided a qualified team per the scope of work in the RFP.
Candidates presented by S.R. Rose Engineering have extensive experience in private development review, and delivery of capital improvements projects in both public and private sector roles that incorporates all aspects of Public Works and Wastewater Engineering. The consultant staff selected have significant engineering experience working in the Bay Area and working with issues faced by the City of Pacifica, including sea level rise, aging infrastructure and coordination across multiple agencies. S. R. Rose Engineering Inc. has experience in wastewater collection systems, pump stations, road, bridge and park projects, and federal grant projects, which will help the Public Works Department deliver capital improvements projects and provide engineering services to the City.
The work under this agreement is divided into two tasks:
Task 1 - Wastewater Project Management Staff Augmentation Consultant shall assist Wastewater Division staff in managing capital improvements projects (CIP). Consultant staff shall manage Calera Creek Water Recycling Plant, sewer collection system and pump station CIP projects and assist the Engineering Manager and Deputy Public Works Director in managing ongoing projects. Typical tasks will include project management, project planning, development of RFPs, writing staff reports and review of engineering drawings, specifications, and reports.
Task 2 - Principal Civil Engineer Staff Augmentation
Consultant shall assist the Deputy Director of Public Works/City Engineer with the management and supervision of the Engineering Division. Consultant shall conceptualize, develop, design, and implement all phases of difficult design and engineering projects. Typical tasks will include contract administration, project schedule coordination, management of consultants and staff, making presentations to the City Council and other boards or commissions.
The following table summarizes the schedule anticipated for the On-Call Project Management and Development Review Staff Augmentation Services Project:
Description Date
Council Approval of Engineering Agreement February 12, 2024 Notice to Proceed February 19, 2024
Agreement Complete March 1, 2025
This proposed schedule will allow the consultant engineering assistance to begin in Spring 2024.
ALTERNATIVE ACTION:
Council may choose not to approve the Master Consultant Services Agreement and Task Pacifica City Council 3
February 12, 2024
Orders No. 1 and 2; however, this will result in the slower and/or delayed delivery of capital improvement projects and engineering services by the Public Works Department. Staff does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Annual Purchase Orders is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities:
The consultant engineering assistance will improve the City’s ability to deliver City capital improvements projects and land development projects and complete engineering work more efficiently.
FISCAL IMPACT:
The cost of Task Orders No. 1 and 2 are $458,505. The Source and Use of Funds spreadsheet is shown below. The funds will come from both Wastewater Fund 18 (for Wastewater Engineering work) and the General Fund from FY 2023/24 salary savings and on-going saving while the City is unable to fill budgeted staff engineering positions. It is anticipated that consultant services will average approximately 20 to 24 hours per week individually for Public Works and Wastewater Engineering to align costs with current and on-going salary savings.
Use of Funds (FY 23/24 Salary Savings and On-going Salary Savings)
Task Order No. 1 - Wastewater Project
Management Staff Augmentation
$227,000
Task Order No. 2 - Principal Civil Engineer Staff
Augmentation
$231,505
Total Use of Funds $458,505
Project Fund Source
Enterprise Fund (Fund 18) (Task 1) $113,500
Account No 18.940741.51200.0000.000
Enterprise Fund (Fund 18) (Task 1) $113,500
Account No 18.940742.51200.0000.000
General Fund (Fund 1) (Task 2) $231,505
Account No 01.700723.52800.0000.000
Total Project Fund Source $458,505
Estimated Project Fund End Balance $0
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund 18 and General Fund 1 budgets to fund engineering positions.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Agreement_1_30_24_SR_Rose_Engineering_Staff_Augmentation-Signed (PDF) Pacifica City Council 4
February 12, 2024
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
AUTHORIZING A MASTER CONSULTANT SERVICES AGREEMENT AND TASK ORDERS NO. 1 AND 2 WITH S.R. ROSE ENGINEERING INC. FOR ENGINEERING AND PROJECT
MANAGEMENT SERVICES FOR THE ON-CALL PROJECT MANAGEMENT AND
DEVELOPMENT REVIEW STAFF AUGMENTATION SERVICES PROJECT
WHEREAS, the Public Works Department requires staff augmentation to provide engineering and project management services; and
WHEREAS, on November 19, 2023 the City advertised a Request for Proposal (RFP) to solicit proposals for staff augmentation for the Project. Then on December 14, 2023, fourteen consultants provided proposals for the Project; and
WHEREAS, as required by state Government Code, the RFP utilized a qualificationsbased selection (QBS) approach to ensure the City selected the most qualified Consultant for this critical Project; and
WHEREAS, City staff ranked S. R. Rose Engineering Inc. first and determined that they are the most qualified to perform the engineering design of the Project; and WHEREAS, the City Council has considered the City Manager’s recommendation to Authorize the Master Consultant Services Agreement, Task Orders No. 1 and 2 with S. R. Rose Engineering Inc.; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to Authorize the Master Consultant Services Agreement, Task Orders No. 1 and 2 with S. R. Rose Engineering Inc. for engineering and project management services in the amount of $458,505 for the On-Call Project Management and Development Review Staff Augmentation Services Project; and Authorizing the City Manager to execute all documents related to the Project. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 12th day of February 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney