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 LANDSCAPE
ARCHITECTURAL SERVICES
FISCAL
IMPACT: EXPENSE: $350,000 TOTAL CONTRACT NOT -TO -EXCEED AMOUNTS (VARIOUS CIP PROJECTS)
SUMMARY:
On October 19, 2023, Staff solicited qualifications from landscape architectural firms to create a bench list of professional consultants to provide various landscape architecture and design services for projects included within the Capital Improvement Program budget (CIP). A total of twelve (12) qualification proposal packages were received and after a comprehensive review of each proposal by the Review Committee, the five (5) top ranking firms were selected to be placed on an on-call bench list. These firms possess the experience and expertise to deliver landscape architectural services on a wide variety of CIP projects. This on-call list will be used to provide design for various types of facilities by both Public Works and Community Services. Some of these projects include landscape renovation projects for medians and parkways, as well as park renovation projects.
Staff recommends that City Council award contracts to the top five (5) ranked 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 and with a not -to -exceed contract amount of $350,000, the cost of which will be charged to individual project budgets as those projects are budgeted in the CIP. The purpose of having multiple firms on an on-call list is to ensure efficient delivery of multiple capital improvement projects many of which may run concurrently. This approach allows the City to assign more specialized projects to those firms which have experience and expertise in delivering similar projects. This action will provide the City with available on-call services for all the landscape architectural services in support of multiple CIP projects over the next 5 years.
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Nov 21, 2023
City Council Agenda
November 21, 2023
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Approve a Professional Services Agreement with RJM Design Group, Inc., for professional consulting services to provide on-call landscape architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
2. Approve a Professional Services Agreement with David Volz Design Landscape Architecture, Inc., for professional consulting services to provide on-call landscape architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
3. Approve a Professional Services Agreement with MIG, Inc., for professional consulting services to provide on-call landscape architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
4. Approve a Professional Services Agreement with Hirsch and Associates, Inc., for professional consulting services to provide on-call landscape architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
5. Approve a Professional Services Agreement with RHA Landscape Architects, Planners Inc., for professional consulting services to provide on-call landscape architectural design services for a term of three (3) years with one (1) two-year term extension available based upon performance and at the discretion of the City, in an amount not -to -exceed $350,000; and
6. Authorize the City Administrator to approve any contract term extensions based on performance and amendments up to 10% of the contract not -to -exceed amount, or $35,000; 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.
City Council Agenda
November 21, 2023
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 landscape architectural design services. A total of twelve (12) 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:
On -Call Landscape Architectural Services
Ranking Consultant TOTAL SCORE
1 RJM Design Group 90
2 David Volz Design 85
3 MIG 85
4 Hirsch and Associates 80
5 RHA Landscape Architects 80
Based on each firm's extensive experience and expertise in providing professional landscape architectural services, the five (5) top-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 where landscape architectural 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 planting and irrigation design would be assigned those types of projects, whereas firms with greater experience in hardscape design would then prepare those types of projects. Assigning projects in this manner will ultimately ensure the individual experience and expertise of the design to the City's projects are closely matched to the unique scope of work to be completed on each project.
The consultants providing landscape architecture and 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 of the project is dependent upon the scope and complexity of the project. The complexity could require more consultant hours applied to the kind of services needed for each project. The hours allocated by each firm to the projects to which they have been assigned are negotiated and based on 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 landscape architecture and design 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
City Council Agenda
November 21, 2023
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 $350,000. The award of these contracts does not commit the City to spending a specified amount for landscape architectural 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 in the City's annual CIP Budget.
Prepared by:
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Reviewed and approved:
Chris Tanio Jennifer Lampman
Deputy Director of Public Works/City Engineer Director of Finance Reviewed and approved:
1 Luis Estevez
Deputy City Administrator
Reviewed and approved:
Damien R—Arr lu a
City Administrator
Attachments:
1. Agreement with RJM Design Group, Inc.
2. Agreement with David Volz Design Landscape Architecture, Inc.
3. Agreement with MIG, Inc.
4. Agreement with Hirsch and Associates, Inc.
5. Agreement with RHA Landscape Architects, Planners Inc.