TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 14, 2023
SUBJECT: On-Call Professional Services Agreement
RECOMMENDATION:
1. Approve on-call Professional Geotechnical Services Agreement with Cotton, Shires and Associates, Inc. (Thousand Oaks, CA), for a three-year period ending June 30, 2026, with not-to-exceed amounts up to $500,000 for each fiscal year, and not-to-exceed amounts of $125,000 for each individual Task Order.
2. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
Financial Impact to be Determined. Funds will be identified on a case-by-case basis and will be charged to the appropriate Adopted FY 2023-24 and FY 2024-25 Capital and Operating Budgets. If a budget is not available, staff will request a budget appropriation from the City Council. Additional funds for the remaining contract term will be requested during the upcoming biennial budget process.
Services will be utilized on an as-needed basis.
BACKGROUND:
The City utilizes professional consultants for a variety of projects. To ensure projects are completed in a timely and efficient manner, on-call agreements with pre-qualified companies are executed in advance. These agreements and services are also used in emergency situations. Companies are recommended for on-call agreements based on their expertise for one or more service categories as described in their Statement of Qualifications (SOQ) submitted in response to a Request for Qualifications (RFQ) process.
On-Call Professional Services Agreement
November 14, 2023
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2 In January 2023, an RFQ for Professional On-Call Consulting Services was publicized in the local newspaper and on the City’s e-procurement website. A notice was also sent to 2,180 companies requesting an SOQ for the following professional service disciplines:
1. Civil Engineering
2. Construction Management and Cost Estimating
3. Electrical Consulting and Engineering
4. Subservice Utility Engineering
5. Mechanical Engineering
6. Traffic Engineering
7. Wastewater Consulting and Engineering
8. Geotechnical
9. Material Testing
10. Environmental Consulting and Monitoring
11. Right of Way
12. Pavement Management
13. Emergency Management
14. Public Outreach
15. Solar Photovoltaic
16. Surveying
17. Hydrology and Stormwater
18. Landscape Architecture
19. Supervisory Control and Data Acquisition
20. Geographic Information System
In February 2023, the City received SOQs from companies in California, Washington, Texas, Virginia, and North Carolina, and in June 2023, City Council approved agreements with 105 companies. Although the RFQ process concluded in February and agreements have been awarded and executed, the process does permit additional qualified firms to be added to the pre-approved list.
In October 2023, a representative of Cotton Shires and Associates, Inc., (CSA) contacted the Public Works Department asking to be considered and added to the recently approved On-Call Consultant list (Attachment #1). CSA has a local office in Thousand Oaks and specializes in geotechnical services.
Staff has reviewed the SOQ submitted by CSA and has determined they are qualified to provide geotechnical services for the City based on the same criteria used to select companies on the approved On-Call Consulting Services list. SOQs for all companies are evaluated on the following criteria:
On-Call Professional Services Agreement
November 14, 2023
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2 1. Approach and project understanding of work required by the City.
2. Quality, clarity, responsiveness, conformance with the terms of this RFQ, and overall impression of the proposal.
3. Qualifications and availability of key persons to be assigned to the contract resulting from this solicitation.
4. Work experience with City.
5. Client references.
6. Demonstrated competence.
7. Reasonableness of cost (hourly rates).
DISCUSSION/ANALYSIS:
Staff has reviewed the SOQ for CSA, verified references, and is recommending the awarding of an on-call professional service agreement for geotechnical services (Attachment #2).
For this agreement (and all approved on-call companies), Task Orders will be issued for each project. All approved companies will be contacted by staff to submit a proposal for specific projects. Selection of a company will be in accordance with the City’s Purchasing Manual:
1. Task Orders up to $75,000 will be issued on a rotational basis, based on the consultant’s expertise or by collecting a minimum of three proposals from the approved on-call company list for each specific service discipline. A Task Order is then negotiated with the company that provides the proposal with the best value.
2. Task Orders for $75,000 – $125,000 will include the receipt of at least three proposals for each specific service discipline. A Task Order is then negotiated that provides the proposal with the best value.
3. Services estimated over $125,000 will be selected through a separate Request for Proposal/Qualifications (RFP/Q) process with a separate agreement subject to City Council approval.
Staff recommends approval of an on-call agreement with CSA for a not-to-exceed amount of $500,000 per year for a three-year term. This agreement will expire on June 30, 2026, along with the additional 105 on-call agreements. Authorized funds will be identified for each Task Order.
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment.
On-Call Professional Services Agreement
November 14, 2023
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2 COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Grahame Watts, Emergency Services Manager
Attachments:
Attachment #1 – 2023 – 2026 On-Call Consultants List
Attachment #2 – Professional Services On-Call Agreement with Cotton Shires and Associates, Inc.
DPW: 840-10\gw\ev\Council\2023\111423\On Call Professional Services Agreements staff report.docx