City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01071 June 14, 2022
Title: Agreement: On-Call Structural Engineering Support
Location: Citywide
Recommendation: Pass a Motion 1) authorizing the City Manager or the City Manager’s designee to execute a Professional Services Agreement with Stantec Consulting Services Inc. and Carollo Engineers, Inc. to provide on-call structural engineering support needs for the Department of Utilities (DOU) over a 2-year period, for an amount not-to-exceed $200,000 per contract; and 2) resetting the authority of the City Manager or the City Manager’s designee to enter into agreements under Request for Qualifications (Q21141311004), Category 2, Structural Design.
Contact: Megan Thomas, Project Manager, (916) 808-1729, [email protected]; Michelle Carrey, Supervising Engineer, (916) 808-1438, [email protected]; Tony Bertrand, Engineering & Water Resources Division Manager, (916) 808-1461,
[email protected]; Department of Utilities
Presenter: None
Attachments:
1-Description/Analysis
2-Stantec Consulting Services Inc. Agreement
3-Carollo Engineers, Inc. Agreement
Description/Analysis
Issue Detail: Staff recommends Council approve on-call professional services agreements to Stantec Consulting Services Inc. and Carollo Engineers, Inc. to provide structural engineering support for the Department of Utilities (DOU) water, sewer, and storm water facilities. This work is necessary to ensure continuation of services to customers and to protect the public as well as personnel health and safety as structural issues are identified on and within DOU facilities.
Staff is also recommending council reset the authority of the City Manager or the City Manager’s designee to enter into agreements up to an aggregate amount of $250,000 under Request for Qualifications (Q21141311004), Category 2, Structural Design. Currently, the Professional Service Procurement Policy requires Council approval when the aggregate amount of $250,000 for each category is reached because these are on-call contracts (also called master services contracts in the procurement policy). These two proposed on-call structural engineering support contracts exceed the aggregate $250,000 threshold for Category 2.
Policy Considerations: In conformance with City Code 3.64.020, City Council approval is required to execute professional service agreements for services if the amount expended under agreement is $250,000 or more. Pursuant to the Professional Services Procurement Policy, section 1.1(c)(1), when on-call services contracts are used, the amount of the procurement is the cumulative amount of the on-call services contracts if multiple on-call services contracts are being used for the same scope of services.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): This report concerns administrative activities that will not have a significant effect on the environment and does not constitute a “project” as defined by the California Environmental Quality Act (CEQA) [CEQA Guidelines Sections 15378(b)(2 and 5)] and is not subject to CEQA [CEQA Guidelines Section 15060(c)(3)].
Sustainability: The proposed contracts are consistent with the 2035 General Plan as they improve infrastructure reliability and sustainability by providing supporting services that help continue operations and improve operations of various facility systems.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: On April 22, 2021, a Request for Qualifications (RFQ) (Q21141311004) was advertised and issued on PlanetBids for On-call Consultant Services for the Department of Utilities’ Engineering and Water Resources Division through which a list of pre-qualified consultants was established for 10 different separate categories to provide services related to the City’s water, wastewater, storm drain systems, and associated electrical infrastructure. The categories are as follows:
• Category 1 – Civil & Mechanical Design
• Category 2 – Structural Design
• Category 3 – Electrical, Instrumentation, and SCADA Design • Category 4 – SCADA Programming
• Category 5 – Hydrology, Modeling, Planning, and Study • Category 6 – Flood Plain Management Support
• Category 7 – Geotechnical
• Category 8 – Condition Assessment
• Category 9 – Environmental and Environmental Compliance • Category 10 – Public Outreach
On the due date of May 27, 2021, 59 statement of qualifications (SOQs) were received for all ten categories. Seven SOQs were received for structural design services but only the top six firms were selected as the most qualified for the structural design services. The six firms included:
1. Black & Veatch
2. Carollo Engineers Inc.
3. Mead & Hunt
4. Stantec Consulting Services Inc.
5. Wood Rodgers
6. ZFA
Staff reviewed the original submittals and, based on their knowledge, expertise, and experience, Stantec Consulting Services Inc. and Carollo Engineers, Inc. were selected to provide the requested on-call structural engineering support services.
The Department of Utilities (DOU) is responsible for managing hundreds of structural assets, some of which have been in service for over a hundred years. As regulations change and facilities age, at times, urgent response needs are required to assess the condition and provide structural repair options to maintain the asset. Due to the hazards and risks that can exist on structures, structural engineering support contracts provide the ability for critical issues to be addressed in a timely manner to ensure continued operation of high priority infrastructure.
Financial Considerations: The proposed on-call agreements have an initial 2-year term, with a maximum of 1 one-year renewal per contract. Stantec Consulting Services Inc. and Carollo Engineers, Inc. may have multiple assignments within a year; however, the total three-year not-to-exceed amount is $200,000 for each contract. Services under these agreements are intended to be used to fill needs when demand warrants. Purchase orders encumbering funds under these agreements will not be created until projects and funding are identified. Funding of these agreements in future fiscal years will be subject to availability of sufficient funds in the budget adopted for the applicable fiscal year.
There are no General Funds allocated or planned for these contracts.
Local Business Enterprise (LBE): Stantec Consulting Services Inc. and Carollo Engineers, Inc. are both LBEs.