July 11, 2023
Public Works
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works
Josef Munoz, Capital Projects Manager
Subject:
As-Needed Engineering Design Services for Various City
of Richmond Projects
FINANCIAL IMPACT: The term of each of the contracts will be three (3) years with two additional one-year extension options. The total aggregate fee amount for each consultant contract is
$3,000,000. The as-needed engineering design services
will be provided for projects funded through various
sources. The approval of these contracts will not result in an additional appropriation of funds. Funds will be
identified prior to the performance of the design services.
PREVIOUS COUNCIL
ACTION:
n/a
STATEMENT OF THE
ISSUE:
City staff is recommending City Council approval of
standing contracts for as-needed engineering design
services to expedite the design of capital improvement
and operational projects. The time and costs currently
expended in selecting consultants on a project-by-project basis will be significantly reduced.
RECOMMENDED ACTION:
ADOPT a resolution authorizing service contracts with
eight engineering design firms for as-needed engineering services in an amount not to exceed $3,000,000 per firm, over a three-year period from July 1, 2023 through
June 30, 2026, with two one-year extension options, for a total amount not to exceed $2,000,000 per firm for the
extension period – Public Works Department (Daniel
Chavarria 510-620-5478/Robert Armijo 510-620-5477).
AGENDA
REPORT
July 11, 2023
DISCUSSION:
It is anticipated that several capital improvement projects funded by various capital improvement funds, bonds, and grants will require the use of as-needed engineering design services. Additionally, unscheduled projects will occur throughout the three-year period and will most likely require the use of the as-needed firm's agreements. As- needed engineering services agreements allow the City to provide necessary design services in an efficient and timely manner. The agreements will eliminate the four-month process and costs associated with selecting consultants on an individual project-by project request for proposals basis.
On February 23, 2023, the City issued a Request for Qualifications (RFQ) for as-needed engineering services. The RFQ was posted on the City's BidsOnline System and 88 firms received copies of the proposal.
On May 2, 2023, ten engineering proposals were received. The evaluation criteria included:
1. Relevant experience and strengths of the firm.
2. Organization of firm, availability of resources and capability to meet project schedules.
3. Qualifications of project team and project manager; and
4. Ability to provide high quality customer service to the city and the community.
The eight engineering firms that panels recommended are highly qualified to provide as- needed engineering services for the City of Richmond for the anticipated professional services workload for the next three years with two additional one-year extension options. See Attachment 3 for rating matrix.
The eight firms that are being recommended for approval are:
1. Nichols Consulting Engineering ®
2. CSW/Stuber-Stroeh Engineering ®
3. BKF Engineering ®
4. SNG & Associates
5. Harris & Associates, Inc.
6. Questa Engineering Corporation ®
7. V.W. Housen & Associates
8. Coastland Civil Engineering
Each service contract is for an amount not-to-exceed $3,000,000 over a three-year period with two additional one-year extension options. Public Works Engineering will manage these contracts. The firms hired with as-needed engineering design services will provide site analysis and investigation, surveying, permit coordination, preparation of conceptual and schematic designs, preparation of construction documents for bidding, cost estimating and construction support for site designs, roadway
July 11, 2023
improvements, traffic improvements, land development reviews, gymnasiums, community centers, senior centers, fire stations and maintenance yards, as well as other yet unspecified Public Works related projects.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution As-Needed Engineering Design Services Attachment 2 – PlanetBids Vendor Portal Bid Detail
Attachment 3 – Rating Matrix