CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 13 Section Name: {{section.name}} Account Number: 26-4662 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 6, 2023
SUBJECT:
On-Call Public Works Engineering Support Services – Agreements RECOMMENDATION:
Approve individual on-call professional engineering support services agreements through June 30, 2026, with up to one optional one-year extension, with: BKF Engineers in an amount not to exceed $400,000; CSG Consultants, Inc. in an amount not to exceed $400,000; DKS Associates in an amount not to exceed $500,000; Fehr & Peers in an amount not to exceed $500,000; Krupka Consulting in an amount not to exceed $300,000; and W-Trans in an amount not to exceed $500,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and execute any future term extensions or amendments that do not change the not to exceed amount of the agreements.
BACKGROUND:
The Public Works Department (“PW”) provides specialized review services within the Transportation Division during the Planning Entitlement review and Building Permit review processes. Currently, these services are provided by staff. The City is required to abide by State-required deadlines for these review processes; failure to meet these deadlines may result in the invocation of the Permit Streamlining Act for Planning Entitlements or certain building permits being deemed approved, such as Accessory Dwelling Units.
Due to the high volume of complex development the City is experiencing and limited staff availability, those services have been difficult to provide in a timely manner to meet required deadlines. To meet the needed review timelines, PW is proposing transitioning to consultant reviewers in supplementing staff efforts and thereby increase the Division’s capacity in providing these specialized technical review services.
PW issued a request for qualifications (“RFQ”) in June 2023 to solicit multiple firms capable of providing specialized review services on an on-call basis. The RFQ identified three (3) areas where PW was seeking specialized support services and allowed interested firms to submit statements of qualifications for any or all of those identified areas. The three (3) areas identified were: Transportation Planning, Traffic Engineering, and C.3 Stormwater Management.
In total, PW staff received responses from nine (9) firms and evaluated those submissions based on the firms’ experience in the area, the proposed consultant staff, and the pricing structure. Ultimately, PW staff utilized those criteria and follow- up interviews to identify which firms to propose Council award on-call professional engineering support services agreements. The chosen firms together cover all three areas of services needed. The following table demonstrates each firm and their respective service areas and proposed not-to-exceed award amounts :
CITY OF SAN MATEO
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CONSULTANT SERVICE AREA(S) AWARD AMOUNT NOT TO EXCEED
BKF Engineers C.3 Stormwater $400,000
CSG Consultants C.3 Stormwater $400,000
DKS Associates Transportation Planning & Traffic Engineering $500,000 Fehr & Peers Transportation Planning & Traffic Engineering $500,000 Krupka Consulting Transportation Planning & Traffic Engineering $300,000 W-Trans Transportation Planning & Traffic Engineering $500,000 These firms will each enter into separate agreements with the City to provide services in each identified area for which they were deemed qualified. The term of these agreements will be for approximately 3-year terms ending on June 30, 2026 with the option to extend an additional year pending a performance review by staff.
BUDGET IMPACT:
Each consultant will be issued a blanket purchase order in an amount not to exceed the fees listed above. Historical costs associated with these services as provided by staff amounted to approximately $100,000 per fiscal year for C.3 stormwater review and $300,000 per fiscal year for transportation planning and traffic engineering. The support services provided by these consultant firms will be charged as they are incurred to planning application trust accounts, which are funded by the project developer.
ENVIRONMENTAL DETERMINATION:
The award of these professional services agreements is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Agreement with BKF Engineers
Att 2 – Agreement with CSG Consultants
Att 3 – Agreement with DKS Associates
Att 4 – Agreement with Fehr & Peers
Att 5 – Agreement with Krupka Consulting
Att 6 – Agreement with W-Trans
STAFF CONTACT
Jason Hallare, Senior Engineer
[email protected]
650-522-7316