May 16, 2023
Community Development
DATE: May 16, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Lina Velasco, Director of Community Development
Hector Rojas, Planning Manager
Subject:
Contract with Nichols Consulting Engineers, CHTD
(NCE) for on-call Professional Environmental Consulting Services Including CEQA and NEPA.
FINANCIAL IMPACT: The payment limit for this contract shall not exceed $984,296.48. The on-call services will be funded through applicant fees and/or grants. (15061219-400201)
PREVIOUS COUNCIL
ACTION:
May 21, 2019
STATEMENT OF THE
ISSUE:
The Planning Division established an on-call list for
professional environmental consulting services related to California Environmental Quality Act (CEQA) and the
National Environmental Policy Act (NEPA) evaluations for projects. The on-call list authorizes the City to enter into standing contracts with firms listed, including NCE. City staff executed a contract with NCE; however, it
inadvertently expired; therefore, City staff members are requesting authorization to enter into a new contract that would honor the same maximum budget and term
authorized by the City Council when the on-call list was established.
AGENDA
REPORT
May 16, 2023
APPROVE a contract with Nichols Consulting Engineers,
CHTD (NCE) for as needed professional environmental
consulting services related to California Environmental Quality Act (CEQA) and National Environmental Policy
Act (NEPA) compliance, for an amount not to exceed
$984,296.48, for a term beginning July 1, 2022, through June 30, 2024 – Community Development Department
(Lina Velasco 510-620-6841/Hector Rojas 510-620-
1220).
DISCUSSION:
In February 2019, the City issued a Request for Qualifications (RFQ) for as-needed professional California Environmental Quality Act (CEQA) and National Environmental Protection Act (NEPA) services.
The RFQ was posted on the City’s BidsOnline System and 1,049 vendors were notified.
Of the firms notified, 71 firms downloaded the RFQ. There were 17 total respondents to the RFQ. The RFQ responses were reviewed by a panel consisting of City staff from the Planning and Building Services Department, City Manager’s Office, and Successor Agency staff. Proposals were rated on the basis of technical qualifications and experience, qualifications and experience of key personnel and sub-consultants, service approach, project understanding, and fees. NCE was one of the 10 firms recommended for inclusion on the on-call list.
The on-call list approved by City Council via Resolution No. 30-19, adopted on May 21, 2019, authorizes the Planning Division to enter into standing contracts with firms listed, including NCE, for up to $1 million. City staff executed a contract with NCE; however, it inadvertently expired; therefore, City staff is requesting authorization to enter into a new contract that would be back dated to when it expired. The contract term would begin on July 1, 2022 through June 30, 2024. This is necessary since a work authorization was issued for a Public Works grant-funded project prior to the expiration of the contract and invoices need to be paid for that work. The new contract would also honor the same maximum budget and term, including exercising the two-year option, authorized by the City Council when the on-call list was established.
The original contract was for $1 million, and only $15,703.52 was expended; therefore, this new contract amount represents the remaining unused funds. The contract will be for an amount not-to-exceed $984,296.48, for a term ending June 30, 2024, which covers the remaining funds and term authorized for the on-call list. NCE is a Richmond- based firm and City staff desires to continue to work with NCE in completing NEPA and CEQA documents for projects. On-call service contracts will allow the City to provide necessary review and project evaluation services in an efficient and timely manner.
These on-call contracts reduce staff costs and eliminate the three-to-four-month process required to select consultants on a project-by-project basis.
May 16, 2023
DOCUMENTS ATTACHED:
Attachment 1 – NCE Contract
Attachment 2 – BidsOnLine Report
Attachment 3 – Rating Matrix