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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 Item 11.f. - Page 2 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. Item 11.f. - Page 3 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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