City Council Agenda Report
TO: Mayor Clauzel and Members of the City Council
FROM: Ken Irwin, City Manager
BY: Fernando Ulloa, City Engineer
MEETING DATE: January 16, 2024
ITEM NO: 6.7
SUBJECT: Adopt Resolution No. 2024-03, Approving a Retainer Consultant Services Agreement with Bellecci, Black Water Consulting Engineers, NorthStar Engineering Group, O’Dell Engineering, and Provost & Pritchard for General Engineering and Surveying Services for a term of three (3) years, and Authorizing the City Manager to Execute the Agreement.
RECOMMENDATION
Motion to Adopt Resolution No. 2024-03, Approving a Retainer Consultant Services Agreement with Bellecci, Black Water Consulting Engineers, NorthStar Engineering Group, O’Dell Engineering, and Provost & Pritchard for General Engineering and Surveying Services for a term of three (3) years, and Authorizing the City Manager to Execute the Agreement.
BACKGROUND
One of the primary tasks for the Engineering Services Department is the design and construction of the Capital Improvement Program (CIP). The current staffing of the Engineering Department only provides for limited design services. Therefore, it is necessary to contract for Civil Engineering and Surveying services for the design of various projects throughout the year.
In order to comply with California Government Code, Sections 4526-4529, the City is required to procure professional consultant services on the basis of demonstrated competence and professional qualifications, referred to as Qualifications Based Selection. This is especially important for our State and Federally Funded Projects. In the past, the Request for Proposals (RFP) process has been on a project by project basis and typically takes two to three months to complete.
The recent approvals of the Water, Sewer, Storm Master Plans, local funding through Measure L for our local roads, and State funding through SB-1 has allowed staff to properly plan the city’s CIP. In order to be more efficient and respond more quickly to the large number of projects, it is recommended to contract with several Consultants on a retainer basis in order to expedite the process. This will allow staff to react more quickly to the required timing of the planned projects and consult directly with the approved five (5) firms listed below.
ANALYSIS
The Request for Qualifications (RFQ) was advertised on ciplist.com, the city website and in the Patterson Irrigator. Nine proposals were received on October 26, 2023. The proposals were thoroughly reviewed using the categories of professional qualifications, local agency experience, staff competence/abilities, accessibility, responsiveness and RFQ quality.
Company__
Bellecci
Black Water Consulting Engineers
NorthStar Engineering Group
O’Dell Engineering
Provost & Pritchard
Based on the number of projects upcoming, it is recommended to contract with the five firms listed above.
For each project, a preliminary scope will be sent to five firms selected. The individual firm would then submit a scope, schedule, and price for the individual project and the City Engineer will make the final determination for each project and execute an amendment to the Retainer agreement to include the specific project. Each amendment will follow City guidelines for approval, contingent on the price associated with each individual project.
The agreements are for a three year term, with options to extend for two additional one year terms.
FISCAL IMPACT
The actual encumbrance will be issued via purchase order for each budgeted project. These projects to be completed are listed in the Budgets for the Capital Improvements.