To: Honorable Mayor and Members of City Council
From: Phil Brun, Utilities Director
Prepared By: Doug DeMaster, Senior Civil Engineer
TITLE:
Title
On-Call Water Engineering Professional Services
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the Utilities Director to execute agreements with Carollo Engineers, Inc., GEI Consultants, Inc., HDR Engineering, Inc., West Yost Associates, Inc., and Wood Rodgers, Inc., in an amount not to exceed $500,000 each, for on-call water engineering professional services.
Body
DISCUSSION:
The Utilities Department seeks to augment the City’s engineering team capabilities and technical expertise to effectively plan and design projects and to respond to urgent issues within the Department. This can be accomplished by using on-call engineering professional services. The services provided allow the City to be responsive to changing capital improvement needs, meet scheduled delivery of capital improvement projects, and review and develop plans and specifications. Having several consultants available allows the flexibility to increase the number of projects the City can manage simultaneously.
The City issued a Request for Proposals on September 20, 2022 for On-Call Water Engineering Professional Services. On October 24, 2022, the City received sixteen proposals from qualified firms, all of whom met the minimum qualifications presented in the Request for Proposals.
A selection committee comprised of Utilities Department staff evaluated and scored each of the submitted proposals. Each firm was evaluated based on the following criteria: firm and staff qualifications and experience; understanding of and approach to the scope of work; commitment; references; and pricing. After thorough review and deliberation, the selection committee recommended to the Utilities Director that contracts be executed with Carollo Engineers, Inc., GEI Consultants, Inc., HDR Engineering, Inc., West Yost Associates, Inc., and Wood Rodgers, Inc. in the amount of $500,000 each.
Each contract includes a rate schedule for labor and materials, and a scope of services that may be required for engineering professional services and related services.
FINANCIAL IMPACTS:
The Agreements provide a not to exceed expenditure for three years from date of execution. The Utilities Department will issue individual task orders through the project manager for requested services. Task orders will be authorized by the project manager based on remaining funds in each contract, and based on project budget available for the task. Most task orders will be associated with implementation of previously approved Water Capital Projects with funding in accounts in the 5316013x series to cover such costs. Some task orders may involve more general consulting services which would be funded by Water Operating Engineering account 53060120-53210.
CEQA:
The Utilities Director has determined that the Recommended Action described in this Agenda Report is not in-and-of-itself a “project” (pursuant to CEQA Guidelines Section 15378) since it does not result in a physical change in the environment.
However, the Recommended Action is part of larger “projects” that will be subject to environmental review in accordance with CEQA at the “earliest feasible time” prior to “approval” consistent with CEQA Guidelines Sections 15004 and 15352. The larger “projects” are various CIP projects, and staff plans to bring back a CEQA analysis of those projects to Council prior to awarding construction contracts for those projects.
DOCUMENTS ATTACHED:
None.
NOTIFICATION:
None.