L
Agenda Report
March 21 , 2022
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT : AUTHORIZATION TO ENTER INTO SEPARATE CONTRACTS WITH
AURIGA CORPORATION, KEWO ENGINEERING CORPORATION,
MESA ASSOCIATES INC., AND STANTEC CONSULTING SERVICES
INC., TO PROVIDE GENERAL ENGINEERING SERVICES TO
IMPLEMENT CAPITAL IMPROVEMENT PROJECTS AND OTHER
ROUTINE WORK FOR THE WATER AND POWER DEPARTMENT
FOR A COMBINED TOTAL AMOUNT NOT-TO-EXCEED $7,175,000,
FOR ALL FIVE CONTRACTS TOGETHER, IF ALL TIME EXTENSIONS
ARE EXERCISED OVER FIVE YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act ("CEQA ") pursuant to Section 21065 of CEQA and Sections 15060 (c)(2) , 15060 (c)(3) , and 15378 of the State CEQA Guidelines and , as such, no environmental document pursuant to CEQA is required ;
2. Authorize the City Manager to enter into contracts , as the result of a competitive selection process as specified by Section 4.08.047 of the Pasadena Municipal Code, with the contractors listed hereunder . Competitive price bidding is not required pursuant to City Charter Section 1002(F)(contracts for professional or unique services) :
a. Auriga Corporation ("Auriga ") for general engineering services in an amount not to exceed $425,000 or a period of two years, whichever occurs first, with the option for three additional extensions of one year each or an amount not to exceed $225,000 , whichever occurs first, at the discretion of the City Manager, for a maximum contract length of five years or a total amount not to exceed $1,100,000; and
b. Kewo Engineering Corporation ("Kewo") for general engineering services in an amount not to exceed $675,000 or a period of two years, whichever occurs first, with the option for three additional extensions of one year each or an amount not to exceed $350,000, whichever occurs first, at the discretion of the City Manager, for a maximum contract length of five years or a total amount not to exceed $1,725,000; and
MEE __ T_IN_G_O_F ======O=J=/_Z_l_f_z __ oz_z _ _ _ _ _ _ A_G_EN_D_A_I_TE_M_N_O. _ J _____ _ _] Contract Awards for General Engineering Services
March 21, 2022
c. Mesa Associates Inc. ("Mesa") for general engineering services in an amount not to exceed $725,000 or a period of two years, whichever occurs first, with the option for three additional extensions of one year each or an amount not to exceed $375,000, whichever occurs first, at the discretion of the City Manager, for a maximum contract length of five years or a total amount not to exceed $1,850,000; and
d. Stantec Consulting Services Inc. ("Stantec") in an amount not to exceed $1,000,000 or a period of two years, whichever occurs first, with the option for three additional extensions of one year each or an amount not to exceed $500,000, whichever occurs first, at the discretion of the City Manager, for a maximum contract length of five years or a total amount not to exceed $2,500,000.
BACKGROUND:
Through the normal course of providing electrical service to its customers, Pasadena Water and Power ("PWP") must perform a considerable amount of engineering and design work to ensure that the electrical distribution system is safe and reliable.
PWP Power Delivery engineering personnel are dedicated to engineering design and construction management, which support the ongoing maintenance and upgrade of the electrical infrastructure. In order to complete the work detailed in the Capital Improvement Program and for projects defined in the updated Power Delivery Master Plan, PWP needs supplemental engineering and project management resources. In addition, certain types of projects require unique skillsets and expertise, which are not present in the existing workforce. Examples of such projects include structural and seismic designs.
On April 8, 2021, a Request for Proposals ("RFP") for general engineering services was posted on PlanetBids. The posting generated notices to all vendors previously registered with the City for this particular commodity class. A total of 116 vendors downloaded the RFP of which seven were local. A total of nine proposals were received by the proposal due date, May 24, 2021, two from local firms. Two of the nine proposals were deemed non-responsive due to non-compliance with the City's liability insurance requirements.
Contract Awards for General Engineering Services
March 21, 2022
The RFP was written as a multiple award solicitation allowing vendors to submit proposals on any one or all of the scope of work areas shown in Table I:
able : T IS copes o fW k or
Scope of Work Areas
No. Description
1 Overhead Transmission and Distribution Design
2 Underground Transmission and Distribution Design
3 Receiving Station and Substation Design
4 SCADA and Distribution Automation Desian
5 Svstem Plannina Services
6 Civil and Structural Engineering
7 Architectural Design
8 Generation Station Design
9 Service Planning Design
Proposals were evaluated per the criteria outlined in the RFP as shown in Table II:
Table II: RFP Evaluation Criteria
Scoring Criteria Maximum Points
Technical Proposal 15
Qualifications, Experience & References 35
Price Proposal 40
Local Pasadena Business 5
Small/Micro Business 5
Total Possible Score 100
Table Ill summarizes the evaluated scores for each proposal based on the average score of three evaluators comprised of PWP staff.
I Ill S Tabe fE ummarvo valuate dS cores or ac f E hS
Vendor Scope of Work
Name 1 2 3 4 5
Auriqa 61 - 76 71 68
Kewo 74 70 69 67 74
Stantec 76 70 72 71 80
Mesa 68 63 76 75 68
Melqart, Inc. - - - - -
Ulteig
Engineers, 56 56 65 61 56
Inc.
IMEG - - - 64 -
(A blank score indicates no proposal for scope of work) (A bold number indicates a passing score)
6 65
66 76
77 54
61 59
cope o or fW k
7 8 9
- - -
79 70 75
65 84 60
- 70 70
- - -
- - -
54 - 65
Contract Awards for General Engineering Services
March 21, 2022
Based on the results of the evaluation , PWP selected the firms that best demonstrate the depth and range of capabilities and experience needed and as defined in the RFP.
The selected firms will not be guaranteed any specific quantity or value of work and will not be eligible for any compensation except to the extent that is identified by the awarded task orders and only upon completion to the City's satisfaction. Contract award amounts were established based on scope of work areas awarded and projected expenditures . PWP shall reserve the right to self-perform any work or conduct additional formal competitive selection processes that allow other firms to be considered.
Therefore, staff respectfully recommends that the City Council authorize the City Manager to enter into contracts with Auriga, Kewo, Stantec, and Mesa for specific scopes of work as shown in Table IV:
a e . ropose copeo 0 wars . T bl IV P dS fW rkA d
Vendor Name Office Location Scopes of Work
Auriga Milpitas, California 3 and 4
Kewo Diamond Bar, California 1, 2, 5, 7, 8, and 9
Stantec Pasadena, California 1, 2, 3, 4, 5, 6, and 8
Mesa Knoxville, Tennessee 3, 4, 6, 8, and 9
Upon execution of the proposed contracts , PWP will solicit proposals on a project-by project basis from the vendors and award specific work through a Task Order process .
Task Orders will be approved by PWP's Assistant General Manager of the Power Delivery Division .
Since 2016, the City has awarded Kewo one contract to provide engineering services for PWP's Power Supply Division . The contract is active and valued at approximately $300,000 . Since 2015, the City has awarded Stantec seven contracts , collectively valued at approximately $4,630,082. Stantec has one active contract providing engineering services for PWP's Power Supply Division. No prior contracts with Auriga or Mesa have been awarded.
COUNCIL POLICY CONSIDERATION:
The proposed contracts are consistent with the Public Facilities Element of the General Plan and supports the Council 's goal to improve, maintain and enhance public facilities infrastructure and to implement capital improvements that will maintain and rehabilitate infrastructure.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not a project subject to the CEQA in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The awarding of contracts for professional services is an organizational and administrative action that would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore , the proposed action is not a "project" subject to CEQA, as Contract Awards for General Engineering Services
March 21, 2022
defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines.
Since the action is not a project subject to CEQA, no environmental document is required. However, CEQA review may apply to construction projects in the future, which utilize the proposed contract.
FISCAL IMPACT:
The maximum cost of this action will be $7,175,000 if all contract periods and optional extensions are fully exercised for each contract. Funding for this action will be addressed by the utilization of existing and future budget appropriations in the Water and Power Department's Power Fund. Table V provides a summary of the proposed contract amounts:
T bl V C t tS a e . on rac ummary
Vendor Base Contract Each Extension Total Contract
Name Amount Amount Amount with Three
Extensions
AuriQa $425,000 $225,000 $1,100,000
Kewo $675,000 $350,000 $1,725,000
Mesa $725,000 $375,000 $1,850,000
Stantec $1,000,000 $500,000 $2,500,000
Total Contracts Not to Exceed Amount $7,175,000
Prepared by:
MARVIN D. MOON
Assistant General Manager
Water and Power Department
Approved by:
, 7,
lnteri General Manager
Water and Power Department