TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Tikneshea Hicks, Management Analyst
SUBJECT:...Title
Consideration of Resolutions Awarding Professional Services Agreements for On-Call Construction Management and Inspection for Pavement Improvement Projects to Four Consulting Firms for $150,000.00 Per Firm for a Three-Year Term (Public Works Director Lee).
ADOPT RESOLUTION NOS. 23-0124, 23-0125, 23-0126, AND 23-0127
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RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution Nos. 23-0124, 23-0125, 23-0126, and 23-0127 approving professional services agreements for On-Call Construction Management and Inspection Services for pavement improvement projects:
a. One agreement to Quantum Quality Consulting, Inc., in an amount not to exceed $150,000 for a three-year term;
b. One agreement to SA Associates in an amount not to exceed $150,000 for a three-year term;
c. One agreement to Z&K Consultants, Inc., in an amount not to exceed $150,000 for a three-year term; and,
d. One agreement to LAE Associates in an amount not to exceed $150,000 for a three-year term.
2. Authorize the City Manager, and/or his or her designee, to execute the agreements and subsequent contract amendments to extend the agreements for up to two additional one-year terms.
FISCAL IMPLICATIONS:
The On-Call Construction Management and Inspection Agreements will be used for pavement improvement projects that are included the adopted 5-Year Capital Improvement Program (CIP) Plan and/or projects separately approved by City Council. The proposed agreements will authorize City staff to issue Task Orders separately totaling up to $150,000 per each of the four consultants listed for a total aggregated amount not to exceed $600,000 across various funds. Each agreement has a three-year term with the option to extend the duration by two additional one-year terms. The professional services provided pursuant to a given Task Order will be funded by the associated CIP project budget upon authorization by the City.
BACKGROUND:
On June 6, 2023, City Council approved a 5-Year CIP Plan totaling $160 million in funding for Fiscal Years 2024 through 2028, including 19 street, sidewalk, and right-of-way improvement projects valued at over $43 million. These projects are identified through the triennial Pavement Management Program (attached), a comprehensive assessment of the City’s streets that establishes rehabilitation priorities, and community needs. Pavement improvement projects are funded primarily through Gas Tax, Senate Bill (SB) 1, Proposition C, Measure R, Measure M, and other grant funds.
The Public Works Department has previously used on-call agreements for professional services to streamline the consultant selection process. Staff has found it beneficial to contract with multiple firms for professional services in the event one consultant becomes unavailable due to workload or a conflict of interest, or if a third-party peer review is necessary. The Department typically enters into professional services agreements for construction management and inspection for CIP projects due to the specialized nature of the services and in-house resource availability.
DISCUSSION:
A Request for Qualifications (RFQ) was issued for On-Call Construction Management and Inspection Services for Pavement Improvement Projects on December 15, 2022. The scope of work for the RFQ consists of construction management, inspection, and special inspection services for various pavement rehabilitation and construction projects, which may include sidewalk, curb, and gutter repair and installation, roadway repairs, slurry seal application, asphalt resurfacing, roadway reconstruction, or other similar work.
Five consultant firms submitted proposals. Of the five, four firms have been selected for inclusion on the on-call list. A committee of City staff evaluated and rated each of the proposals based on the following criteria:
• Understanding of the requested scope of services,
• Proposed personnel’s experience with comparable work,
• Demonstrated technical ability of proposed personnel,
• Consultant’s approach to construction management and quality control, and
• Consultant’s familiarity with local conditions.
Quantum Quality Consulting, Inc., SA Associates, Z&K Consultants, Inc., and LAE Associates demonstrated a clear understanding of the scope of work, familiarity with City standard and practices, and proposed highly qualified personnel to perform the services requested. Staff recommends the approval of one agreement with each of the four qualified consultants. Each agreement will be for a three-year term with the possibility of two additional one-year extensions.
PUBLIC OUTREACH:
The RFQ for these on-call professional services was advertised on the City's website and on PlanetBids, a public bid notification board. Project-specific outreach will occur on a project by project basis and will include community notifications and meetings, presentations to the Parking and Public Improvements Commission (PPIC), as appropriate, and consideration by City Council.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity may have a significant effect on the environment; therefore, pursuant to Section 15061(b)(3) of the State CEQA Guidelines the activity is not subject to CEQA.
Although an environmental review is not necessary prior to approval of the on-call agreements, additional environmental review will be required prior to, or concurrent with, the award of construction contracts for any of the projects for which the on-call consultants will provide construction management and/or inspection services.
LEGAL REVIEW:
The agreements have been reviewed by the City Attorney and are approved as to form.
ATTACHMENTS:
1. Resolution No. 23-0124
2. Agreement - Quantum Quality Consulting, Inc.
3. Resolution No. 23-0125
4. Agreement - SA Associates
5. Resolution No. 23-0126
6. Agreement - Z&K Consultants, Inc.
7. Resolution No. 23-0127
8. Agreement - LAE Associates
9. 2021 Pavement Management Program