TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:April 29, 2025
SUBJECT: On-Call Professional Services Agreements
RECOMMENDATION:
1. Approve On-Call Professional Services Agreements with Rick Engineering, Inc. (Valencia, CA), Encompass Consultant Group (Camarillo, CA), and Optony, Inc. (Santa Clara, CA), for an approximate one-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).
LEVINE ACT ITEM: Yes
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 2024-25 Capital and Operating Fund Budgets. If budget is not available, staff will request a budget appropriation from 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. On-call agreements with pre-qualified companies are executed in advance to ensure projects are completed in a timely and efficient manner. These agreements and services are also utilized in emergencies. 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.
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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 June 2023, City Council approved agreements with a total of 105 companies.
Although the formal RFQ process concluded in 2023 and several agreements were awarded and executed, the City’s policy allows for additional qualified consultants to be added to the pre-approved list at any time.
In late 2024 and early 2025, representatives from the following three engineering firms contacted staff and asked to be added to the City’s On-Call Consultant list:
1) Rick Engineering, Inc. (Valencia, CA) for Civil Engineering Services, 2) Encompass Consultant Group(Camarillo, CA) for Civil Engineering Services, and 3) Optony, Inc. (Santa Clara, CA) for Electrical Consulting and Engineering Services (Attachment #1). Having these additional consulting services available will enable staff to more quickly advance important capital, sustainability and engineering projects and programs, including redevelopment projects, electrification and battery storage resiliency projects, and other capital projects.
Each firm submitted an SOQ. Staff reviewed and determined that all three firms are qualified to provide engineering services for the City based on the original criteria used to select the previously approved on-call consultants, as follows:
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1. Approach and project understanding of the work required by the City
2. Quality, clarity, responsiveness, conformance with the terms of the 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 and hourly rates
DISCUSSION/ANALYSIS:
Staff reviewed the SOQs for all three firms, verified references, and are recommending the award of two professional on-call civil engineering service agreements and one professional electrical and engineering service agreement (Attachments Nos. 2-4).
For these three agreements (and all approved on-call companies), Task Orders will be issued for each project. All approved companies will have an opportunity to submit a proposal for specific projects based on the following methods. Selection of an on-call consultant firm 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 be solicited from the entire approved list for the specific service discipline and require the receipt of at least three proposals. 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 RFP/Q process with a separate agreement subject to City Council approval.
Staff recommends approval of on-call agreements with Rick Engineering, Inc., Encompass Consultant Group Inc., and Optony, Inc. for not-to-exceed amounts of $500,000 per year for a term ending June 30, 2026. These agreements will expire 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 CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment.
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LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The Levine Act disclosure forms have been completed and are included in each Agreement (Attachments #2, 3, and 4).
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, Transit and Emergency Programs Administrator
Attachments:
Attachment #1 – 2023-2026 On-Call Consultants List
Attachment #2 – Agreement with Rick Engineering, Inc.
Attachment #3 – Agreement with Encompass Consultant Group Inc Attachment #4 – Agreement with Optony, Inc.
DPW: 840-10\ev\Council\2025\042925\On Call Professional Services Agreements staff report.docx