TITLE:
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PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL STAFF SUPPORT AND PROGRAM MANAGEMENT SERVICES FOR VARIOUS PARKS PROJECTS
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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) 754-5335
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve and authorize the City Manager and the City Clerk to execute a five-year Professional Services Agreement (PSA) with each consulting firm listed below from May 21, 2024 - May 20, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on-call staff support and program management services for various parks projects:
• Interwest Consulting Group (Interwest)
• Ladayu Consulting Group (Ladayu)
2. Authorize the City Manager and the City Clerk to execute future amendments with the above-listed firms including any potential increases in compensation as long as the amendments are within the approved allocated amount of $650,000.
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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 occasionally will require assistance from professional consultants in areas such as engineering / architectural design, design management, professional project and program management, construction management services, inspection, and general staff support.
Through its state elected representatives, the City was earmarked over $10 million of state funds to administer various Public Works improvements, largely for public park projects. The Capital Improvement Program (CIP) for the current fiscal year includes significant grant funded projects, along with other pending and ongoing Public Works projects, which demonstrates the need for additional staff support services.
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 and meet grant-funded project deadlines.
Therefore, Public Works along with Finance staff, advertised and released a Request for Proposals (RFP) to select qualified consultants to provide on-call Public Works/Engineering staff support and program management services for the design and construction of various parks and other Public Works projects.
ANALYSIS:
On February 5, 2024, the City issued a Request for Proposals (RFP) for on-call or “as-needed” Public Works/Engineering staff support and program management services during design and construction of various parks projects. Three (3) proposals were received to provide the intended services. Proposals were reviewed for compliance with the City’s RFP, and consultants were evaluated based on the method of approach, qualifications, and experience, staffing and cost proposal.
Upon a thorough review of all the submitted proposals, staff has determined that Interwest and Ladayu be awarded a Professional Services Agreement (PSA) based on their qualifications and experience.
The consultant firms’ proposals were comprehensive and met all the requirements of the RFP. Their proposals and fee schedules are included in the PSAs in Attachments 1 and 2, respectively. Both PSAs will be for a five-year period, and compensation shall be paid in accordance with the rate set forth in the consultant’s cost proposal, as noted in the PSAs.
ALTERNATIVES:
The alternative to this Council action would be to reject all proposals and re-advertise the RFP. However, this may not result in better quality proposals for the requested services and would also delay projects. Staff recommends that Interwest and Ladayu be awarded based on the quality of their submitted proposals.
FISCAL REVIEW:
There is sufficient funding for the proposed PSAs, and the budget will be appropriated in various funds, including the Capital Improvements Fund (401) and State Grants Fund (231), consistent with the Capital Improvement Projects. The cost for consulting services will be assigned to the respective project budgets.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report, prepared the PSAs and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This agreement works toward achieving the following City Council goals:
• Strengthen the public’s safety and improve the quality of life.
• Maintain and Enhance the City’s Facilities, Equipment and Technology.
• Advance environmental sustainability and climate resiliency.
CONCLUSION:
Staff recommends the City Council:
1. Approve and authorize the City Manager and the City Clerk to execute a five-year Professional Services Agreement (PSA) with each consulting firm listed below from May 21, 2024 - May 20, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on call staff support and program management services for various parks projects:
• Interwest Consulting Group (Interwest)
• Ladayu Consulting Group (Ladayu)
2. Authorize the City Manager and the City Clerk to execute future amendments with the above listed firms including any potential increases in compensation as long as the amendments are within the approved allocated amount of $650,000.