TITLE:
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PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL PUBLIC WORKS/ ENGINEERING STAFF SUPPORT SERVICES
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, p.E., CITY ENGINEER (714) 754-5633
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Award a Professional Services Agreement (PSA) to Kabbara Engineering for a three-year period starting on July 1, 2023, with two one-year renewal periods for a not to exceed amount of $300,000.
2. Award a Professional Services Agreement (PSA) to Z&K Consultants, Inc. for a three-year period starting on July 1, 2023, with two one-year renewal periods for a not to exceed amount of $300,000.
3. Authorize the City Manager or designee to execute the agreements and any future authorized amendments to these agreements.
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BACKGROUND:
The Public Works Department is committed to serving the public by providing high-quality services and continually improving the City’s infrastructure. In doing so, staff will occasionally require assistance from professional consultants in areas such as engineering / architectural design, project and construction management, plan-checking, inspections, and general staff support.
The need for additional staff support services is exacerbated by the approved Capital Improvement Program (CIP) for the upcoming fiscal year with significant grant funding, along with other pending and ongoing Public Works projects. Implementation of these projects while maintaining other day-to-day operations requires the assistance of professional consultants to complete these projects in a timely manner.
Therefore, Public Works along with Finance staff, advertised and released a Request for Proposals (RFP) in selecting qualified consultants to provide on-call or “as-needed” Public Works/Engineering staff support.
ANALYSIS:
On March 22, 2023, staff advertised on PlanetBids the RFP to solicit proposals from qualified consultants for on-call or “as-needed” Public Works / Engineering staff support. On April 6, 2023, staff received nine (9) consultant proposals.
Staff established a selection committee to evaluate objectively the proposals received. The evaluation of each proposal was based on the technical information and qualifications presented in the proposal, reference checks, and other information.
Upon a thorough review of all the submitted proposals, staff has determined that the following consultant firms be awarded Professional Services Agreements (PSAs) based on their qualifications and experience:
• Kabbara Engineering
• Z&K Consultants, Inc.
Both of the aforementioned consultant firms’ proposals were comprehensive and met all the requirements of the RFP. Kabbara Engineering has performed engineering design work for the City in the recent past, such as the Arlington Drive Bioswale and Dry Weather Diversion Project as well as several other street rehabilitation projects. Z&K Consultants recently performed construction management for the Jack Hammett Sports Complex improvements and also the Citywide Street Rehabilitation Project.
The proposals and fee schedules for both Kabbara Engineering and Z&K Consultants, Inc. are included in the PSAs in Attachments 1 and 2, respectively, in this staff report.
ALTERNATIVES:
The alternative to this Council action would be to reject all proposals and re-advertise the RFP. However, this may not result in lower bids for the requested services. Staff recommends that Kabbara Engineering and Z&K Consultants, Inc. be awarded based on the quality of their submitted proposals.
FISCAL REVIEW:
The funding for the proposed PSAs with Kabbara Engineering and Z&K Consultants are available and will be funded through City Council approved Capital Improvement Projects. The PSAs will be for a three-year period starting on July 1, 2023 for a not-to-exceed amount of $300,000 each over a three-year contract period, with two (1) one-year renewal periods.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report and the PSAs and approves them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goals:
• Strengthen the Public’s Safety and Improve the Quality of Life
• Advance Environmental Sustainability and Climate Resiliency
• Maintain and Enhance the City’s Facilities, Technology, and Equipment
CONCLUSION:
Staff recommends the City Council:
1. Award a Professional Services Agreement (PSA) to Kabbara Engineering for a three-year period starting on July 1, 2023 with two one-year renewal periods for a not to exceed amount of $300,000 (Attachment 1).
2. Award a Professional Services Agreement (PSA) to Z&K Consultants, Inc. for a three-year period starting on July 1, 2023 with two one-year renewal periods for a not to exceed amount of $300,000 (Attachment 2).
3. Authorize the City Manager or designee to execute the agreements and any future authorized amendments to these agreements.