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Agenda Report
October 28, 2024
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: AUTHORIZATION TO ENTER INTO INDIVIDUAL CONTRACTS WITH GEOSYNTEC CONSULTANTS, INC. AND RICHARD C. SLADE &
ASSOCIATES LLC TO PROVIDE ON-CALL HYDROGEOLOGICAL
SERVICES FOR AN AMOUNT NOT-TO-EXCEED $1,750,000 PER
CONTRACT FOR THE WATER AND POWER DEPARTMENT
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 a contract without competitive bidding pursuant to the City Charter Section 1002 (F) "Contract for professional or unique services" with Geosyntec Consultants, Inc. ("Geosyntec") for an amount not-to- exceed $1,750,000 or five years, whichever comes first, as the result of a competitive selection process, pursuant to Pasadena Municipal Code Section
4.08.047, to provide on-call hydrogeological services; and
3. Authorize the City Manager to enter into a contract without competitive bidding pursuant to the City Charter Section 1002 (F) "Contract for professional or unique services" with Richard C. Slade & Associates LLC ("RCS") for an amount not-to- exceed $1,750,000 or five years, whichever comes first, as the result of a competitive selection process, pursuant to Pasadena Municipal Code Section
4.08.047, to provide on-call hydrogeological services.
BACKGROUND:
Pasadena Water and Power ("PWP") performs projects such as groundwaterwell siting, design and construction services, well rehabilitation services, and groundwater studies and modeling. Based on capital and operational needs, specialized outside contract resources are required to evaluate hydrogeological conditions for projects that may be 1 I
MEETING OF.10/28/2024AGENDA ITEM NO._3_
Authorization to Enter Into Contracts with Geosyntec Consultants, Inc and Richard C.
Slade & Associates LLC
October 28, 2024
affected by the local groundwater aquifer. Typically, tasks include well siting evaluations and feasibility studies, well abandonment and destruction services, and groundwater basin evaluations. Multi-year contracts are beneficial in that they allow PWP to efficiently obtain timely access to on-call service firms and reduce the administrative time associated with contracting for such services on a project-by-project basis.
On July 8, 2024, a Request for Proposals ("RFP"), Project ID 2024-RFP-0326, was issued seeking on-call hydrogeological services to support PWP with the completion of various water utility capital improvement projects. The RFP was posted on OpenGov Procurement with proposals due on August 5, 2024. The electronic posting generated notices to 3,169 vendors. Documents were downloaded by 34 vendors, three of which were local. A total of five proposals were received by the bid opening date, of which none were local.
An evaluation of the proposals using the criteria set forth in the RFP was conducted.
The proposals were evaluated by the Water Division's engineering team in accordance with the stated criteria outlined in the RFP and were scored as follows:
Firm NameLocationTotal Score
Geosyntec Consultants, Inc.Arcadia, CA82.3
Richard C. Slade & Associates LLC I Sherman Oaks, CA80.8 GSI Water Solutions, Inc.Santa Barbara, CA79.0
Wood Rogers, Inc.Orange, CA78.6
Site Investigations Cleanup Oversight
Review LLC
Hacienda Heights, CA60.7
A complete evaluation summary of the proposals is included in Attachment A. Based on the results of the evaluation, PWP selected the top two scoring firms that best demonstrate the depth and range of hydrogeological services, capabilities, and experience that are needed. 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 amount that is identified by the awarded Task Order and only upon completion of the work to the City's satisfaction. PWP shall reserve the right to self-perform any work or conduct additional formal competitive selection processes that allow other firms to be considered.
It is recommended that two individual five-year contracts be awarded in the amount of $1,750,000 to Geosyntec and RCS, the two firms with the highest scores. Once the approved contracts are in place, PWP will solicit proposals on a project-by-project and as-needed basis from these consultants and award specific work through a formal Task Order process. Selection of the consultant for each task will take into consideration the type and complexity of analysis required, as well as the ability to perform the work efficiently. Task orders will be approved by the General Manager.
The City awarded Geosyntec one contract for similar work valued at $2,00,000, which expires in December 2024.
Authorization to Enter Into Contracts with Geosyntec Consultants, Inc and Richard C.
Slade & Associates LLC
October 28, 2024
CQJJNCIL^OLICY CONSIDERATION:
The proposed contracts are consistent with the Public Facilities Element of the General Plan and support the Council's goal to improve, maintain, and enhance public facilities and to implement capital improvements that will maintain and rehabilitate infrastructure.
The contracts support PWP's Water System and Resources Plan by addressing the department's existing backlog of repairs and replacements, and additional projects to increase the groundwater basin sustainable capacity, improve the water system, and address uncertainties in supply, regulations, and demand.
ENVI RQJ^JJVLE NTALANALYSIS:
The action proposed herein is not a project subject to the CEQA in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 1 5060 (c)(2), 15060 (c)(3), and 15378. The awarding of contracts for professional services (including on-call hydrogeological 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 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, hlowever, CEQA review may apply to construction projects in the future.
Authorization to Enter Into Contracts with Geosyntec Consultants, Inc and Richard C.
Slade & Associates LLC
October 28, 2024
FISCAL IMPACT:
The total cost of this action is $3,500,000. Funding for this action will be addressed by the utilization of existing and future appropriations in various Water Capital Fund 412 programs including CIP 1074 (Well Improvements) and 1088 (New Water Well). PWP anticipates spending $250,000 in fiscal year 2025 with the remainder of the costs spent over the next five fiscal years. There is no impact to the General Fund.
The following table represents a project summary.
Total Five-Year Contracts
Geosyntec Consultants, Inc.$1,750,000
Richard C. Slade & Associates$1,750,000
Total Fiscal Impact$3,500,000
Respectfu^y submitted,
DAVID M. REYES
Interim General Manager
Water and Power Department
Prepared by:
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John^han Giang
Engineer
Water and Power Department
Approved by:
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MIGUE
City Manager
Attachment A - On-Call Hydrogeological Services Evaluation Summary