November 26, 2024
Public Works
DATE: November 26, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Jeffrey Barich, PE, Senior Civil Engineer
Subject:
Resolution to Award Contracts for As -Needed
Engineering, Design, Project Support Services to Five (5) Engineering Firms for Various City of Richmond Water
Resource Recovery Division Projects
FINANCIAL IMPACT: The proposed expenditure of an amount not to exceed $1,800,000 for each of the five (5) engineering firms for the duration of the three-year contract and an amount not to exceed $1,200,000 for each of the five (5) engineering firms for the entire duration of the two optional one-year extension years. The as-needed 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 engineering support services
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
City staff is recommending City Council approval of
standing contracts for as-needed services to expedite the design and support of capital improvement and
operational projects for Water Resource Recovery. The
time and costs currently expended in selecting
consultants on a project-by-project basis will be
significantly reduced.
AGENDA
REPORT
November 26, 2024
RECOMMENDED ACTION: ADOPT a resolution authorizing service contracts with five engineering firms for as-needed engineering design, and project support services in an amount not to exceed $1,800,000 per firm, over a three-year period, from
December 1, 2024 through November 30, 2027, with two
optional one-year extension years, for a total amount not to exceed $1,200,000 per firm for the extension period – Public Works Department (Daniel Chavarria 620-5478 /
Jeffrey Barich 412-2009).
DISCUSSION:
It is anticipated that several capital improvement projects, studies, and other project support needs, funded by various capital improvement funds, bonds, and grants, will require the use of as-needed engineering services for the Water Resource Recovery (WRR) Division of Public Works. Additionally, unscheduled projects that may occur throughout the three-year period and will most likely require the use of the as-needed firm's services. As-needed engineering services agreements allow the City to provide necessary design and project support 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 July 31, 2024, the City issued a Request for Qualifications (RFQ) for as-needed engineering services for WRR. The RFQ was posted on the City's BidsOnline System and 1,199 firms received copies of the proposal.
On August 16, 2024, seven (7) statements of qualifications (SOQs) 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 five (5) firms that the panel recommended are highly qualified to provide as-needed engineering supports 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.
November 26, 2024
The five (5) firms that are being recommended for approval are:
1. CSW/Stuber-Stroeh Engineering (CSW-ST2)
2. Harris & Associates, Inc.
3. Schaaf & Wheeler Consulting Civil Engineers
4. V.W. Housen & Associates
5. Watearth
Each service contract is for an amount not-to-exceed $1,800,000 over a three-year period, with two additional one-year extension options. These on-call contracts will be managed by the Public Works Water Resources Recovery (WRR) Division and are structured to provide services on an as-needed basis. It is important to note that the approval of these contracts does not guarantee that the full contract amount will be expended, as work will be initiated only as specific needs arise.
The firms selected for these on-call engineering support services will assist with a range of activities, including site analysis and investigation, surveying, permit coordination, preparation of conceptual and schematic designs, development of construction documents for bidding, cost estimating, and construction support. They may also provide support for site designs, capital improvement projects, land development reviews, and other WRR-related projects as they emerge.
Funding sources for individual tasks will be identified and allocated at the time work authorizations are issued to the consultants. This ensures that each task is appropriately scoped and funded in alignment with the City's priorities and budget constraints.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution As-Needed Engineering Design Services Attachment 2a – Contract with CWS-ST2
Attachment 2b – Contract with Harris and Associates
Attachment 2c – Contract with Schaaf and Wheeler
Attachment 2d – Contract with VW Housen
Attachment 2e – Contract with Watearth
Attachment 3 – Rating Matrix