CC 2015-02-10_11f Agreements for Consultant Services_EngineeringMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, DIRECTOR OF COMMUNITY DEVELOPMENT
GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS
BY: MATT HORN, CITY ENGINEER
SUBJECT: CONSIDERATION OF CONSULTANT SERVICE AGREEMENTS FOR
CIVIL ENGINEERING, CONSTRUCTION MANAGEMENT, MATERIALS
TESTING, AND LAND SURVEYING SERVICES
DATE: FEBRUARY 10, 2015
RECOMMENDATION:
It is recommended the City Council approve and authorize the Interim City Manager to
execute Agreements for Consultant Services to: 1) Earth Systems Pacific; Pavement
Engineering Inc.; and Advantage Technical Services Inc. for materials testing services;
2) Cannon Corporation; Stantec Consulting Services Inc.; and MNS Engineers Inc. for
land surveying services; 3) Filippin Engineering Inc.; MNS Engineers Inc.; Water
Systems Consulting Inc.; Lenhardt Engineering Inc.; and Stantec Consulting Services
Inc. for construction management services; 4) Omni Means Engineering Solutions;
Wallace Group; Cannon Corporation; Water Systems Consulting Inc.; Michael K
Nunley and Associates; Eikhof Design Group; Lenhardt Engineering Inc.; and North
Coast Engineering Inc. for civil engineering services; 5) Direct staff to return to Council
prior to contract term completion with either contract extension of up to two years or
award of new agreements; and 6) Authorize staff to issue purchase orders for
consultant services if the proposed cost is within the City Council approved project or
service budget.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No costs are associated with these contract awards. Cost will be incurred for specific
project and services in compliance with City Council approved budget.
BACKGROUND:
The use of on-call consultants has been found to be an effective tool in the delivery of
City projects and services. The current list of on-call civil engineering consultants was
established in 2012 and those agreements will expire on February 28, 2015. In order
to update these services, several processes need to be followed to successfully comply
with codes and requirements regulating government entities.
Process Requirements
In the Engineering and Construction portions of local government, the most common
contracts issued are for construction work or professional support services. Either the
Public Contract Code or the Government Code typically governs the procurement of
Item 11.f. - Page 1
CITY COUNCIL
AWARD CONSUL TANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGE2
these services. The Public Contract Code is one of the primary governing codes for
construction contracts also defined as "Public Works Contracts". The Public Contract
Code defines "Public Works Contracts" as:
"Public Works Contract," as used in this part, means an agreement for the
erection, construction, alteration, repair, or improvement of any public structure,
building, road, or other public improvement of any kind.
Public Works Contracts are advertised and awarded to responsible contractors that
furnish the lowest cost responsive· bid. The intent of the Public Contract Code is to
establish a framework for Public Contracts to be issued and administered that provides
consistency, encourages a competitive environment, and obtains the highest value
work for the lowest cost. This method of procurement works best when all conditions
are known, plans are clear, specifications are consistent and uniformly applied.
Professional design service contracting is governed by the Government Code Section
4526 which states:
"Notwithstanding any other provision of law, selection by a state or local agency
head for professional services of private architectural, landscape architectural,
engineering, environmental, land surveying, or construction project management
firms shall be on the basis of demonstrated competence and on the professional
qualifications necessary for the satisfactory performance of the services
required. In order to implement this method of selection, state agency heads
contracting for private .architectural. landscape architectural, professional
engineering, environmental, land surveying, and -construction project
management services shall adopt by regulation. and local agency heads
contracting for private architectural. landscape architectural. professional
engineering, environmental. land surveying. and construction project
management services may adopt by ordinance, procedures that assure that
these services are engaged on the basis of demonstrated competence and
qualifications for the tvpes of services to be performed and at fair and
reasonable prices to the public agencies. Furthermore, these procedures shall
assure maximum participation of small business firms, as defined by the Director
of General Services pursuant to Section 14837.
In addition, these procedures shall specifically prohibit practices which might
result in unlawful activity including, but not limited to, rebates, kickbacks, or
other unlawful consideration, and shall specifically prohibit government agency
employees from participating in the selection process when those employees
have a relationship with a person or business entity seeking a contract under
this section which would subject those employees to the prohibition of Section
87100."
The intent of this Code is to obtain competent and qualified consultants to complete
professional services. Competent and qualified desigQ professionals can typically
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CITY COUNCIL
AWARD CONSUL TANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGE3
provide high quality plans and specifications but can also guide staff, commissions,
stakeholders and leadership when making decisions about how to use the City's limited
resources. Based on this Government Code's guidance, one methodology that has
worked well is to establish an "on-call" list of qualified consultants to assist in
completing some of the City's required professional services work.
On-Call List Establishment
In order to establish a list of on-call consultants, the first step is to prepare and publicly
advertise a Request for Qualifications (RFQ). The request should establish the means
in which the consultant's qualifications will be measured. The consultants interested in
responding the City's request will then prepare a Statement of Qualifications (SQQ)
that describes the consultant's qualifications and past experience. Staff then evaluates
and ranks the SOQs based on the advertised criteria, and makes award
recommendations to City Council. Award recommendations are based on numeric
rankings. The quantity of contracts awarded are selected to provide redundancy in
available service but at the same time to limit the number of consultants selected to
increase the likelihood that all consultants will complete some level of work for the City.
On-Call List Use
Once an on-call list of consultants is established, a request for proposal is prepared
and furnished to qualified consultants when the need arises for services. The
consultants will then prepare a proposal of services that outline the tasks that are
necessary to be completed and costs based on billing rates established in the
consultant's proposal. These proposals are then evaluated and the lowest cost
proposal that completes the necessary work items is selected, a purchase order is
issued, and the consultant then schedules and completes the work. This methodology
works well since the consultant's qualifications have already been determined, all the
terms and conditions of the contract are in place, and the consultant's insurance
information is on record.
Background
This effort is undertaken to replace an existing on-call consultant list that was
established in 2012. At that time, staff distributed Request for Qualifications to nine (9)
qualified engineering consulting firms. On February 7, 2012 five (5) proposals were
received and evaluated by staff. Staff recommended that The Wallace Group and
Water Systems Consulting (WSC) receive contracts. On October 9, 2012 Council
authorized the award of contracts to WSC and the Wallace Group. On November 1,
2012 the City entered into an agreement with the Wallace Group and Water Systems
Consulting to provide on-call engineering services to support City needs. The original
contract agreement term length was established at two (2) years.
On November 25, 2014 Council authorized a three (3) month extension to the Wallace
Group and WSC contracts to provide continued services while staff prepared and
issued updated RFQs.
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CITY COUNCIL
AWARD CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGE4
ANALYSIS OF ISSUES:
Outreach
In order to provide the City with the greatest diversity of consultants and make this
process highly competitive, staff completed outreach work to notify consultants of the
City's upcoming RFQs. In addition to this outreach work, the RFQs were made
available on the City's website for public review. The following companies were
notified of the upcoming work by either phone call, email, or in conversations
concerning other unrelated work.
4Leaf Inc. Joann Head Land Surveying
Advanced Technical Services Inc. Lenhardt Engineering Inc.
AECOM Michael Baker International
AMG and Associates, Inc. Michael K Nunley and Associates
AT Geosystems MNS Engineers Inc.
Advantage Technical Services, Inc Moore Twinning Associates Inc.
Segur Consulting North Coast Engineering Inc.
Benards Omni Means Engineering Solutions
Cannon Corporation Pavement Engineering Inc.
Dokken Engineering Rick Engineering Company
Diversified Project Services International RRM Design Group
Dyer Engineering Stantec Consulting Services
Earth Systems Pacific Vali Cooper & Associates, Inc
Eikhof Design Group Vanir Construction Management Inc.
Filippin Engineering Inc. Wallace Group
Flowers and Associates Inc. Walsh Engineering
Garing Taylor and Associates Water Systems Consulting Inc.
Hollenbeck Consulting Wood Rodgers Inc.
Qualifications Received and Evaluation Process
On December 8, 2014 RFQs for Civil Engineering, Construction Management, Land
Surveying and Materials Testing were issued. By January 9, 2015 the City received
SOQs from the following companies:
Civil Enaineerina Construction Manaaement
Advanced Technical Services Inc. 4Leaf Inc.
AECOM Advanced Technical Services Inc.
Cannon Corporation AMG and Associates Inc.
Dokken Engineering Cannon Corporation
Diversified Project Service International Filippin Engineering Inc.
Eikhof Design Group Flowers and Associates Inc.
Filippin Engineering Inc. Hollenbeck Consulting
Garing Taylor and Associates Lenhardt Engineering Inc.
Item 11.f. - Page 4
CITY COUNCIL
AWARD CONSUL TANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGES
Civil Enaineerina Construction Manaaement
Hollenbeck Consulting MNS EnQineers Inc.
Lenhardt Engineering Inc. North Coast Engineering
Michael K Nunley and Associates Omni Means Engineering Solutions
MNS Engineers Inc. Rick Engineering Company
North Coast Engineering Inc. Stantec Consulting Services
Omni Means Engineering Solutions Valli Cooper and Associates Inc.
Rick Engineering Company Vanir Construction Management Inc.
RRM Design Group Wallace Group
Stantec Consulting Services Water Systems Consulting Inc
Wallace Group
Walsh Engineering
Water Systems Consulting Inc.
Wood Rodgers Inc.
Land Survevina Materials Testina
AT Geosystems Advanced Technical Services Inc.
Cannon Corporation Earth Systems Pacific
Dorman Project Services Inc. Moore Twinning Inc.
Diversified Project Service International Pavement Engineering Inc.
Joann Head Land Surveying
MNS Engineers Inc.
North Coast Engineering
Rick Engineering Company
RRM Design Group
Stantec Consulting Services
Wallace Group
The City received fifty-three (53) separate SOQs from thirty-two (32) different
companies. The number of SOQs received and the qualifications of the consultants are
impressive. Each SQQ was received and ranked by three to four City staff based on
the following publicly advertised criteria: ·
1. Understanding of the work involved in completing requested service;
2. Demonstrated competence and professional qualifications of proposed staff;
3. Recent experience in successfully performing similar services; and
4. Ability to respond quickly to work requests.
Based on staff's review, the following table describes the consultant's average ranking,
area of work, services available, and staff's award recommendation.
Item 11.f. - Page 5
CITY COUNCIL
AWARD CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGE6
Company Category Ranking Area of Practice Award
Recommended
Earth Systems Pacific Materials 37.3 Geotechnical Yes Testing
Pavement Engineering Inc. Materials 34.0 Pavement Yes Testing
Advantage Technical Services Materials 30.7 Coatings Yes Inc. Testing
Moore Twining Inc. Materials 28.7 Geotechnical No Testing
Cannon Corporation Land 34.5 Full Service Yes Surveying
Stantec Consulting Services Land 33.8 Full Service Yes Surveying
MNS Engineers Land 33.7 Full Service Yes Surveying
Wallace Group Land 33.5 Full Service No Surveying
North Coast Engineering Land 33.3 Full Service No Surveying
Rick Engineering Company Land 33.0 Full Service No Surveying
RRM Design Group Land 32.3 Full Service No Surveying
Joann Head Land Surveyor Land 32.0 Full Service No Surveying
Diversified Project Service Land 32.0 Full Service No International Surveying
Dorman Project Services Inc. Land 31.3 Full Service No Surveying
AT Geosystems Land 27.8 Full Service No Surveying
Filippin Engineering Inc. Construction 35.3 Full Service Yes Management
MNS Engineers Inc. Construction 35.0 Full Service Yes Management
Water System Consulting Inc. Construction 34.7 Water & Sewer Yes Management
Lenhardt Engineering Inc., Construction 34.7 Storm water Yes Management
Stantec Consulting Services Construction 34.3 Full Service Yes Management
Cannon Corporation Construction 34.2 Full Service No Management
Rick Engineering Company Construction 33.3 Full Service No Management
Wallace Group Construction 32.3 Full Service No Management
Advantage Technical Services Construction 32.3 Coatings No Management
Item 11.f. - Page 6
CITY COUNCIL
AWARD CONSUL TANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGE7
Company Category Ranking Area of Practice Award
Recommended
Hollenbeck Consulting Construction 31.7 Management No Management
Vaniar Construction Management Construction 31.7 Full Service No Inc. Management
Omni Means Engineering Solutions Construction 30.7 Full Service No Management
North Coast Engineering Inc. Construction 30.7 Full Service No Management
Flowers and Associates, Inc. Construction 30.0 Full Service No Manaoement
Valli Cooper and Associates, Inc. Construction 29.7 Full Service No Management
4Leaf Inc. Construction 29.0 Full Service No Management
AMG and Associates Inc. Construction 26.3 Full Service No Management
Omni Means Engineering Civil 27.5 Traffic Yes Solutions Engineering
Wallace Group Civil 27.1 Full Service Yes Engineering
Cannon Corporation Civil 26.8 General Civil Yes Engineering
Water Systems Consulting Civil 26.8 Water & Sewer Yes Engineering
Michael K Nunley and Associates Civil 25.8 Water & Sewer Yes Engineering
Eikhof Design Group Civil 24.6 General Civil Yes Engineering
Lenhardt Engineering Inc. Civil 24.5 Storm water Yes Engineering
North Coast Engineering Inc. Civil 24.5 General Civil Yes Enaineering
RRM Design Group Civil 24.4 General Civil No Engineering
Rick Engineering Company Civil 24.3 Full Service No Engineering
MNS Engineering Inc. Civil 23.9 Full Service No Engineerino
Diversified Project Service Civil 23.5 Full Service No International Engineering
Filippin Engineering Inc. Civil 23.3 General Civil No Enoineerino
Stantec Consulting Services Civil 23.1 Full Service No Engineering
Wood Rogers Incorporated Civil 23.0 Full Service No Engineering
AECOM Civil 21.9 Full Service No Engineering
Item 11.f. - Page 7
CITY COUNCIL
AWARD CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGES
Company Category Ranking Area of Practice Award
Recommended
Advantage Technical Services Inc. Civil 21.8 Coatings No Engineering
Hollenbeck Consulting Civil 21.5 Management No Engineerinq
Walsh Engin~ering Civil 20.8 General Civil No Enqineering
Dokken Engineering Civil 20.5 Roads No Engineering
Garing Taylor Associates* Civil NA General Civil No Engineering
*Denotes non-compliant proposal submitted
The intent of the award recommendations is to provide the depth and breadth of
services needed. Maintaining multiple consultants in a given work area provides
redundancy of services and increases the likelihood of receiving competitive proposals
for a specific project. The quantity of contracts awarded are selected to provide
redundancy in available service, but at the same time to limit the number of consultants
selected to increase the likelihood that all consultants will complete some level of work
for the City. Increasing the number of contracts awarded might decrease the likelihood
that consultants participate in future RFQ processes. The level of effort to complete
this RFQ I SQQ process is large.
On-Call Use and Duration
Once these agreements are in place and a need arises, staff will prepare a project
specific request for proposals from the consultants. The consultants will review the
request and provide a proposal for work activities and associated cost. Staff will
evaluate the proposed work plan, cost and then select the lowest cost proposal that
meets the City's needs. If the proposal cost is within the City Council approved project
or service budget, the City will issue a purchase order for this work and provide
direction to the consultant to proceed with work. Once the consultant begins work, the
contract period will not expire until the consultant has completed the purchase order
work.
While the term length of these agreements are three (3) years, for example if a
purchase order is issued for work that will take six (6) months to complete and the
contract period expires (3) three months into this purchase order's work, there is no
value to the City to restart this work with another consultant. The highest value of fund
expenditures will be had by allowing the consultant to complete this work.
The term length of these agreements is three (3) years. While staff is not
recommending any greater length of time currently, staff recommends revisiting the
contract term length in approximately thirty (30) months. The work effort for all parties
Item 11.f. - Page 8
CITY COUNCIL
AWARD CONSUL TANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
FEBRUARY 10, 2015
PAGE9
to establish the list of on-call consultants is considerable. In thirty (30) months, if the
Council, staff, consultants and residents are satisfied, staff would recommend
extending the agreement length.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
• Approve staff's recommendations;
• Do not approve staff's recommendations; or
• Provide direction to staff.
ADVANTAGES:
Approving these agreements and process will continue to allow the City to provide high
quality services and projects within a reasonable time-period.
The on-call firms will develop, over time, a better understanding of the City's
procedures, practices, and expectations ultimately enhancing efficiency and product
delivery. Working with a new firm each time results in lost efficiencies.
Design consistency and speed will be improved, potentially resulting in fewer plan
reviews because the on-call firms will better know specific City design preferences and
requirements.
Cost savings benefits will be generated because staff will not have to produce and
widely distribute request for proposals, evaluate submitted proposals, select firms, and
prepare contracts and Council reports for multiple projects and consultant needs over
the terms of the on-call services agreements.
Establishment of these on-call service agreements does not preclude the City from
obtaining consultant services through the formal Request for Proposals (RFP) process
for specific project needs, specialty work, or grant requirements.
DISADVANTAGES:
None known at this time.
ENVIRONMENTAL REVIEW:
Environmental review is not required for these agreements. Each underlying project
will have comprehensive environmental review and clearance.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, February 5, 2015. The
Agenda and staff report were posted on the City's website on Friday, February 6, 2015.
No public comments were received.
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