Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: NOVEMBER 21, 2023
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL
CIVIL ENGINEERING SERVICES
FISCAL
IMPACT: EXPENSE: $500,000 TOTAL CONTRACT NOT -TO -EXCEED AMOUNTS (VARIOUS CIP PROJECTS)
SUMMARY:
On October 26, 2023, Staff solicited qualifications from professional civil engineering firms to create a bench list of professional consultants to provide civil engineering design services. These services include design of road, alley, curb and gutter, sidewalk, storm drains, and sewer improvements. A total of eleven (11) qualification proposal packages were received and after a comprehensive review of each proposal, five (5) firms were selected to be placed on an on-call bench list. These firms possess the experience and expertise to deliver civil engineering design services for the purpose of improving the City's infrastructure.
Staff recommends that City Council award contracts to the five (5) firms for a 3 -year term with an option for a two-year term extension based upon performance and at the discretion of the City. Each consultant shall serve on an on-call basis with a not -to -exceed contract amount of $500,000, the cost of which will be charged to individual project budgets. The purpose of having multiple firms on a bench list is to ensure efficient delivery of multiple capital improvement projects many of which may run concurrently. This action will provide the City with available on-call services for all civil engineering design services in support of multiple CIP projects over the next 5 years.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve a Professional Services Agreement with NV5, Inc., for professional consulting services to provide on-call professional civil engineering services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
1.d.
Nov 21, 2023
City Council Agenda
November 21, 2023
2. Approve a Professional Services Agreement with HR Green Pacific, Inc. for professional consulting services to provide on-call professional civil engineering services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
3. Approve a Professional Services Agreement with Infrastructure Engineers, a Bowman Company, for professional consulting services to provide on-call professional civil engineering services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
4. Approve a Professional Services Agreement with Ardurra Group, Inc. for professional consulting services to provide on-call professional civil engineering services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
5. Approve a Professional Services Agreement with Tait and Associates, Inc. for professional consulting services to provide on-call professional civil engineering services for a term of three (3) years with one (1) two-year term extension based upon performance and at the discretion of the City, in an amount not -to -exceed $500,000; and
6. Authorize the City Administrator to approve any contract term extensions based upon consultant performance and amendments up to 10% of the contract not -to -exceed amounts, or $50,000; and
7. Authorize the City Administrator to execute the above-mentioned Professional Services Agreements, in forms approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The City plans and budgets for capital projects as part of the annual Budget adoption. The Budget allocates funds for not only the construction of each project but also for soft costs such as professional services. In preparation for delivery of the City's various CIP projects, Staff prepared an RFQ for on-call professional civil engineering services. A total of eleven (11) proposals were received from qualified consulting firms with extensive experience in civil engineering services.
The cumulative composite score for the top five firm's proposal is noted below:
City Council Agenda
November 21, 2023
On -Call Civil Engineering Services
Ranking Consultant TOTAL SCORE
1 NV5 90
2 HR Green 85
3 Infrastructure Engineers 85
4 Ardurra 80
5 Tait and Associates 80
Based upon each firm's extensive experience and expertise in providing professional civil engineering services, five (5) ranked firms were selected to be included in the on-call consultant bench list. By utilizing more than one firm to provide these services, the City can achieve greater flexibility in delivering capital improvement projects wherein professional civil engineering services are utilized. Individual projects are assigned based upon the type of work to be performed as the expertise and experience of each firm will vary. For instance, firms with greater experience in roadway design would be assigned those types of projects, whereas firms with greater experience in sewer or storm drain design would provide design services on those types of projects. Assigning projects in this manner will ultimately ensure the individual experience and expertise of each civil engineering firm are closely matched to the unique scopes of work to be completed on each project.
The consultants providing civil engineering design services will work on an on-call basis and the contracts are structured on a time and materials basis, with a not -to -exceed amount. Each firm will submit a separate cost proposal for each project for which they will provide these services.
Since payment for these services is on a time and materials basis, the overall cost to the project is dependent upon the scope and complexity of the project. The hours allocated by each firm to the projects to which they have been assigned is negotiated and based upon actual project need, the cost of which is allocated within individual project budgets and is controlled by the hourly rates provided by each firm. The overall cost to provide professional civil engineering services will vary from project to project and is based upon the scope of work of each individual project. The proposed not -to -exceed contract amount for each agreement is an estimate of what the City could potentially pay for these services over an initial contract term of three (3) years.
FISCAL IMPACT:
The cumulative not -to -exceed contract amount for each proposed agreement is $500,000. The award of these contracts does not commit the City to expending any funds for design services since the consultants will serve on an on-call, project by project basis. Funds for design services are budgeted as part of individual project budgets funded within the City's annual CIP Budget.
City Council Agenda
November 21, 2023
Prepared by:
Reviewed and approved:
Chris Tanio 1 Jennifer Lampman
Deputy Director of Public Works/City Engineer Director of Finance Reviewed and appoved:
/ : /
Luiz Estevez
Deputy City Administrator
Reviewed and approved:
Damien R-AYrula
City Administrator
Attachments:
1. Agreement with NV5, Inc.
2. Agreement with HR Green Pacific, Inc.
3. Agreement with Infrastructure Engineers, a Bowman Company
4. Agreement with Ardurra, Inc.
5. Agreement with Tait and Associates, Inc.