DATE: JUNE 18, 2024
DEPARTMENT: COMMUNITY DEVELOPMENT
FROM: LISA BRINTON, COMMUNITY DEVELOPMENT DIRECTOR
THROUGH: FRANCISCO BRAMBILA, ACTING PLANNING MANAGER
LUIS OCHOA, SR. COMMUNITY DEVELOPMENT ANALYST
BY: LUIS RODRIGUEZ, ADMINISTRATIVE ANALYST
TITLE: MASTER SERVICES AGREEMENTS FOR ON-CALL CONSULTANTS FOR PROJECT MANAGEMENT, ENVIRONMENTAL SERVICES, CONSTRUCTION MANAGEMENT, AND INSPECTION SERVICES RECOMMENDED MOTION:
A motion to approve a Resolution authorizing:
the establishment of a three-year On-Call List of consultants for project management, environmental services, construction management, and inspection services to include 4Leaf, Inc.; CSG Consultants Inc.; Rincon Consultants Inc.; Epicus Group; Denise Duffy & Associates, Inc.; Ausonio, Inc.; and Cumming Group; and the City Manager to execute a three-year Master Services Agreement for Professional Services with the seven consultants on the On-Call List for a compensation amount not-to-exceed amount of $300,000 to provide one or more of the following services: Project Management, Environmental Services, Construction Management, and Inspection Services on a competitive and project by project basis; and the City Manager to execute subsequent scopes of work under the Master Services Agreement to support the efficient completion of Capital Improvement Projects (CIPs) provided the consultant is, at all times throughout the term thereof, in compliance with the terms and conditions of the Master Services Agreement.
EXECUTIVE SUMMARY:
The Community Development Department (CDD) has several Capital Improvement Projects (CIPs) in the pipeline that need specialized support in the following four areas of focus: project management, environmental services, construction management, and inspection services. To facilitate the efficient completion of these CIPs, there is a need to establish a three-year On-Call List of consultants. Through a Request For Qualifications (RFQ) selection process eight Statement of Qualifications (SOQ) were received, with seven consultants approved to be included on the On-Call List. The City will need to enter into Master Services Agreements (Agreement) with each of these seven consultants with a compensation amount not-to-exceed $300,000. Under the terms of the Agreements, compensation will be provided on a project-by-project basis for a defined scope of work for the focus areas of services the City is requesting to complete the CIPs that are in the pipeline. Each project will be subject to the review and approval by the City Manager. Execution and implementation of the proposed Agreements will expedite the completion of identified CIPs and support required expenditure deadlines based on the funding and grants available to the CIPs.
BACKGROUND:
CDD currently has several Capital Improvement Projects (CIPs) in the pipeline that need specialized support in the areas of project management, environmental services, construction management, and inspection services. These focus areas require a level of specialized expertise and experience beyond that of current CDD staff. To facilitate the efficient completion of the CIPs in the pipeline in a timely manner, there is a need to establish an On-Call List of consultants in place for the four areas of focus described in the Request For Qualifications (RFQ) which was published on April 19, 2024, through PlanetBids and is provided as an attachment to this staff report. Addendum No. 1 was issued on May 3, 2024, to answer all inquiries from the parties that contacted City staff via e-mail or through PlanetBids. The RFQ was officially closed on May 10, 2024, and submittals from the following eight companies were received:
4Leaf, Inc.
CSG Consultants Inc.
Rincon Consultants Inc.
Epicus Group
Denise Duffy & Associates, Inc.
Ausonio, Inc.
Cumming Group
RefineM LLC
The submittals were rated and ranked based on the selection criteria listed in the RFQ, and which included:
Cover Letter
Technical Approach
Qualifications and Management
Relevant Experience
Completeness of Responses to RFQ
Quality of Submittal
The rating and ranking panel was composed of CDD staff. Of the eight Statement of Qualifications (SOQ) received, only seven were approved to be included on the On-Call List of consultants to provide services in the four focus areas stated below. During the rating and ranking process, it was determined that RefineM, LLC. did not meet the qualifications and experience required to be included on the On-Call List. The table below is CDD’s staff recommendation to the City Council for the On-Call List and with the focus area for which they were qualified for:
Focus Area 1 – Project Management
Focus Area 2 – Environmental Services
Focus Area 3 – Construction Management
Focus Area 4 – Inspection Services
Cumming Group
Denis Duffy & Associates, Inc.
Cumming Group
4Leaf, Inc.
Ausonio, Inc.
Rincon Consultants Inc.
Ausonio, Inc.
Epicus Group
CSG Consultants Inc.
CSG Consultants Inc.
CSG Consultants Inc.
Epicus Group
4Leaf, Inc.
Epicus Group
The selected consultants will provide On-Call services to the City of Salinas on an on-going basis for a three-year period under a Master Services Agreement for Professional Services (Agreement) with a total not to exceed compensation amount of $300,000. Under the terms of the Agreements, compensation will be provided on a project-by-project basis. On-call consultants will be asked to submit a proposal for a defined scope of work to determine which consultant would best qualified and most cost effective for the focus areas of services the City is requesting to complete the CIPs that are in the pipeline. Each project proposal will be subject to the review and approval by the City Manager or his designee. Work shall be done in accordance with applicable City Standard Plans, project plans and specifications, or at the direction of the City Engineer and CDD Director.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378). Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
STRATEGIC PLAN INITIATIVE:
These Agreements will support capital improvement projects that further current City of Salinas Strategic Plan 2022-2025 goals and strategies related to Infrastructure and Environmental Sustainability, Public Safety, and Youth and Seniors. Approval of the Master Services Agreements for Professional Services will enhance and facilitate the efficient completion of current CIPs in the pipeline benefitting the entire community.
DEPARTMENTAL COORDINATION:
Internal Department coordination on this item involved the CDD Housing & Community Development Division, Library and Community Services, Public Works, and the City Attorney’s Office. External coordination and guidance provided by the U.S. Department of Housing and Urban Development (HUD).
FISCAL AND SUSTAINABILITY IMPACT:
There is no immediate fiscal impact associated with the approval of the Master Services Agreement for Professional Services with the different consultants. Costs associated with the consultant services will be realized on a project-by-project basis and compensated based on the available funds/grants to the CIPs.
ATTACHMENTS:
Resolution
Master Service Agreement for Professional Services and Statement of Qualifications 4Leaf, Inc.
CSG Consultants Inc.
Rincon Consultants Inc.
Epicus Group
Denise Duffy & Associates, Inc.
Ausonio, Inc.
Cumming Group
Statement of Qualifications
RefineM LLC
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