FOR THE COUNCIL MEETING OF OCTOBER 17, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager
Prepared by: Director of Public Works Brett Fulgoni
SUBJECT: Award Two Professional Services Agreements for On -Call Construction Management And Inspection Services
Description:
The City Council will consider approving the award of On-Call Construction Management to Filippin Engineering, Inc. and Wallace Group. The City has active and pending projects that require technical assistance from firms able to provide Construction Management and Inspection Services. On -Call Construction Management and Inspection Services would also be made available to other departments for funded projects.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATIONS:
1. Adopt a Resolution awarding a Professional Services Agreement in the amount of $300,000 for On -Call Construction Management and Inspection Services to Filippin Engineering, Inc.; and
2. Adopt a Resolution awarding a Professional Services Agreement in the amount of $300,000 for On -Call Construction Management and Inspection Services to Wallace Group.
BACKGROUND:
The City owns, operates, and maintains municipal infrastructure, structures, and facilities throughout the City. The City has active and pending projec ts that require technical assistance from firms able to provide Construction Management and Inspection Services.
While the City employs Civil Engineers on staff, these buildings and facilities require professional engineering beyond the capabilities of the existing staff and fall outside the normal workloads; therefore, necessitating the hiring of outside consultants for these services. Having on-call consultants who can provide these services will allow the City to deliver projects in a timely manner.
DISCUSSION:
2 On August 24, 2023, a Request for Proposal s was issued and advertised through the City’s bidding platform, PlanetBids. In addition, notification emails were sent to firms who expressed interest in providing Construction Management Services to the City.
Selection of the best-qualified firms was made in accordance with the City’s Purchasing Guidelines. Two proposals were received on September 15, 2023. A selection committee, consisting of Engineering Division staff, independently evaluated and ranked the proposals. After deliberations, the top two ranked firms chosen are as follows:
Firm and Location
Filippin Engineering, Inc., San Luis Obispo, CA
Wallace Group, San Luis Obispo, CA
The proposed Professional Services Agreements would be managed by the Engineering Division. On-Call Construction Management and Inspection Services would also be made available to other Departments for funded projects.
Individual project task orders will be issued based on the firm’s expertise, workload capacity, services to be performed, schedule requirements, and hourly rates submitted in their proposal. All task orders will be issued based on an agreed -upon, written scope of work, implementation schedule, and maximum fee arrangement negotiated on a project- by-project basis.
Alternative(s)
City Council could decide to not award these Construction Management and Inspection Services Agreements and direct staff to issue Requests for Proposals for each project individually. However, this alternative is not rec ommended as there is a significant backlog of funded projects for which outside Construction Management and Inspection Services are required to augment City staff. Further, having pre -approved, on-call, as- needed firms readily available will allow for more efficient and timely delivery of projects as multiple projects can be designed concurrently.
Environmental Review
The City of Santa Maria determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) ( CCR, Title 14, Chapter 3 (CEQA Guidelines), Article 20, Section 15378). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
Fiscal Considerations
Fees for On-Call Construction Management and Inspection Services will be based on a project-by-project basis and directly charged to individual project budgets. Each project 3 is separately approved and budgeted by the City Council. The City is under no obligation to expend any funds under these Professional Services Agreements.
Impact to the Community
The community will benefit from the City being able to supplement City staff when needed to deliver projects to the community in a timely manner resulting in a higher quality of life for residents and visitors to the community.
ATTACHMENTS
A. Professional Services Agreement to Filippin Engineering, Inc.
B. Professional Services Agreement to Wallace Group