City Council
Report
City Council Meeting: May 27, 2025
Agenda Item: 4.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award RFP SP2539 and Agreements to PSOMAS and KDM Meridian for OnCall Surveying Services Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of exemption pursuant to Section 15262 of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP #SP2539 to PSOMAS and KDM Meridian to provide on-call surveying services for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute agreements for on-call surveying services with PSOMAS and KDM Meridian, in an amount not to exceed $250,000 for each agreement, over a five-year period, with one (1) fiveyear renewal option under the same terms and conditions as the original period.
Prior to the end of the initial term, staff will present the extended term to the City Council for ratification
Summary
The Public Works Department remains committed to prioritizing infrastructure maintenance, safety enhancements, and adopting innovative approaches to streamline project delivery. These efforts align with the City Council’s goals of promoting clean streets and safe neighborhoods throughout Santa Monica. One of the main functions of the Public Works Department’s Engineering and Street Services Division is to prepare survey records, parcel maps, tract maps, and lot line adjustments at the request of property owners and for the development and implementation of smaller, medium-scale and time-sensitive Capital Improvement Program (CIP) projects such as drainage, roadway, curb ramps, sidewalks extensions. To continue providing these services and 2 of 6
efficiently address property owners’ requests and to expedite CIP project delivery, Public Works frequently utilizes on-call surveying services. The current on-call surveying agreement has expired. Staff recommends awarding agreements to PSOMAS and KDM Meridian to provide on-call surveying services for the Public Works Department for an amount not to exceed $250,000 for each agreement over a five-year period, with one (1) five-year renewal option in the amount of $250,000 for each agreement, on the same terms and conditions, for a total amount not to exceed $500,000 per agreement and $1,000,000 total for both agreements over a ten-year period. The recommended agreements would only be utilized on an as-needed basis and only if funding is available in current and future City Operating and Capital Program Budgets approved by Council.
Discussion
The City’s standard procurement process is well-suited for large, complex capital projects. However, for smaller and medium-sized projects that require quicker turnaround times, on-call services offer a more efficient approach. By utilizing on-call services through as-needed agreements, staff can respond promptly to time-sensitive surveying needs, optimize administrative resources, and enhance overall efficiency in project delivery. This streamlined approach ensures that tasks such as preparing topographic surveys, legal descriptions for easements, or construction staking can be completed efficiently without unnecessary delays.
By utilizing on-call consultants through as-needed agreements, staff would be able to continue servicing time-sensitive land development requests and would shorten project delivery timelines.
On-call surveying firms would be equipped to quickly provide a range of professional land surveying services to support various projects, including, but not limited to:
• Conduct boundary surveys.
• Perform topographic surveys and prepare contour maps. • Provide supporting CAD and 3D surface information.
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• Provide legal descriptions and exhibits for easements, and other right-of-way needs.
• Monument perpetuation – program, methods and procedures for preserving and replacing survey monuments.
• Updates to centerline tie program including, but not limited to, preparation, documentation, data collection, and recordation processes. • Preparation of survey records, parcel maps, tract maps, and lot line adjustments.
• Conduct construction staking and provide as-built surveys. • Provide consultation and technical support to the client on matters related to land surveying.
• Title reports consultation (title reports may be researched by sub-consultant). • Review historical property and real estate information and provide professional opinion as it may relate to property ownership and use. • Miscellaneous requests as directed by the City.
Staff have utilized on-call survey services agreements previously and the prior agreements are now expired. Staff recommends PSOMAS and KDM Meridian as the best qualified firms to provide on-call surveying services and recommend executing asneeded professional services agreements in an amount not to exceed $250,000 for each agreement over a five-year period, with one (1) five-year renewal option under the same terms and conditions as the original period. Prior to the end of the initial term, staff will present the extended term to the City Council for ratification.
The two recommended on-call firms would be utilized on an as-needed basis by the City. Staff would issue a Task Order Request (Request) inviting proposals from the two on-call firms. A Task Order would be awarded to the best qualified firm in an amount not to exceed $250,000 per term. Proposals would be evaluated and ranked based on criteria defined in the Request. Funding for individual task orders would come from various accounts already approved by Council as a part of the City’s Operating and/or 4 of 6
Capital Improvement Program budget. Projects are funded by various sources including grants, local return funds, City enterprise funds (such as Water and Wastewater, Beach, Pier, BBB), as well as the General Fund when funding is available.
Consultant Selection
Bidder Recommendation
Best Qualified
Firms
PSOMAS KDM Meridian
Evaluation Criteria The evaluation criteria include the following: Experience (expertise and past performance in relevant projects),
References (client feedback and reliability), Work Plan/Timelines (approach to project execution and adherence to schedule), Project Team (qualifications and capability of assigned personnel), and Cost (competitiveness and value of the proposed pricing). These criteria ensured a comprehensive assessment of each firm’s abilities to successfully complete the project.
Municipal Code SMMC 2.24.190
RFPs Received
KDM Meridian PSOMAS Tetra Tech, Inc.
Onward Engineering IMEG Consultant Corp. Cannon Corporation Coast Surveying, Inc. Cabrinha, Hearn & Associates Builoff Surveying & Mapping, Inc.
Wildan Engineering KAD Engineers KPFF Consulting Engineer NV5, Inc. IDS Group, Inc
RFP Data
Date
Posted Posted On
Advertised In
(City Charter &
SMMC)
Vendors
Downloaded
Submittals
Received
Date
Publicly
Opened
02/03/2025 City's Online
Bidding Site
Santa Monica
Daily Press 77 14 03/03/2025
Justification to Award
Vendor proposals were evaluated by an Evaluation Committee from the Public Works Department using the criteria outlined in the RFP, which included experience, references, work plans and timelines, project team, and cost. Following a thorough evaluation, PSOMAS and KDM Meridian were identified as the best-qualified firms due to their demonstrated expertise in surveying, strong track record of successful project 5 of 6
delivery, and ability to provide responsive, high-quality services. Both firms showcased extensive experience in delivering a wide range of surveying services for public sector clients. Their work plans were detailed and well-structured, outlining clear methodologies for executing surveying tasks and committing to fast response times, which is critical for the City’s time-sensitive projects. Additionally, each firm proposed a highly qualified project team, including licensed surveyors and experienced technical staff, further demonstrating their capability to meet the City’s needs. PSOMAS and KDM Meridian received the highest scores during the evaluation process, outperforming other proposers in both technical approach and ability to deliver on-call services efficiently.
The RFP stated that two firms would be selected to ensure competitiveness among the on-call firms when proposing future requests. Based on their superior qualifications and evaluation results, staff recommend PSOMAS and KDM Meridian as the best-qualified firms to provide on-call surveying services.
Environmental Review
The award of as-needed professional services agreements for on-call surveying services is exempt from CEQA pursuant to Section 15262 (Feasibility and Planning Studies), which exempts feasibility and planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded. The agreements would provide for surveying services and does not commit the City to any future projects that would have a physical impact on the environment. Therefore, award of the agreements is exempt pursuant to Section 15252.
Financial Impacts and Budget Actions
Staff seeks authority to award as-needed professional services agreements with PSOMAS and KDM Meridian for on-call surveying services. Awarding the recommended agreements does not negatively impact any previously unfunded or future projects, as the agreements would only be utilized for funded City projects, as 6 of 6
reflected in the adopted operating and capital improvement program budgets. Each agreement is not to exceed $250,000 over a five-year period, with one (1) five-year renewal option under the same terms and conditions as the original period .Prior to the end of the initial term, staff will present the extended term to the City Council for ratification. Expenditures would be incurred upon the issuance of a task order by the Public Works Director, the cost of which would be charged to each department or applicable CIP account as needed and only if funding is available.
Prepared By: Mohammad Dakwar, Civil Engineering Assistant Approved Forwarded to Council
Attachments:
A. KDM Meridian - Oaks Initiative
B. KDM Meridian - Levine Act
C. PSOMAS - Oaks Initiative
D. PSOMAS - Levine Act