TITLE:
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ON-CALL ENGINEERING STAFF SUPPORT AND PROGRAM MANAGEMENT SERVICES
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/ TRANSPORTATION SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: RAMIN NIKOUI, SENIOR ENGINEER, (714) 754-5184
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve and authorize the City Manager and the City Clerk to execute a Professional Services Agreement (PSA) with each consulting firm listed below from October 15, 2024 - June 30, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on-call engineering staff support and program management services for various Public Works projects.
• Ardurra Group, Inc.
• TKE Engineering, Inc.
• Transtech Engineers, Inc.
• Iteris, Inc.
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 aggregate amount of $400,000 annually amongst all firms.
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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 design, traffic signal/active transportation design, design management, professional project and program management, plan check services and general staff support. Over the last three years, the Public Works Department’s workload has dramatically increased due to an influx of new grant funding and Capital Improvement Projects (CIP). For example, the Public Works Department’s Transportation Services Division has recently obtained over $12 million in grant funding for systemic safety improvements to the City’s transportation system and new active transportation facilities. Many of these grant-funded projects need to be greatly expedited to meet federal funding deadlines or risk loss of funding.
Implementation of these grant-funded projects, while maintaining other day-to-day operations, requires the assistance of professional consultants to assist with these projects and/or help with the day-to-day operations to ensure that the public’s needs can continue to be met.
Therefore, Public Works along with Finance staff, advertised and released a Request for Proposals (RFP) to select qualified consultants to provide on-call engineering staff support and program management services to assist in managing Public Works projects and assisting with day-to-day tasks.
ANALYSIS:
The City issued a Request for Proposals (RFP) for on-call engineering staff support and program management services on July 15, 2024. In response, seven (7) proposals were received. Proposals were reviewed for compliance with the City’s RFP, and consultants were evaluated based on the method of approach, qualifications, experience, staffing and cost proposal.
Upon a thorough review of all the submitted proposals, staff has determined that Ardurra Group, Inc., TKE Engineering, Inc., Transtech Engineers, Inc. and Iteris, Inc. be awarded PSAs 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 1-4. All of the PSAs will be for a five-year period, and compensation shall be paid in accordance with the rates set forth in the consultant’s cost proposal, as noted in the PSAs.
ALTERNATIVES:
One alternative would be to not approve the PSAs and conduct the project using in-house resources. However, the volume of the work associated with the federal-funded grant projects exceeds the staff’s available resources and time given the existing day-to-day tasks while continuing to serve the needs of the public. This would result in delays in the completion of these federally-funded projects and could jeopardize and result in a loss of the grant funds. Staff does not recommend this alternative.
FISCAL REVIEW:
Funding is included in the FY2024-25 budget for the proposed Professional Service Agreements.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report, prepared the proposed PSAs and approves them all 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.
• 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 Professional Services Agreement (PSA) with each consulting firm listed below from October 15, 2024 - June 30, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on-call engineering staff support and program management services for various Public Works projects.
• Ardurra Group, Inc. (Attachment 1)
• TKE Engineering, Inc. (Attachment 2)
• Transtech Engineers, Inc. (Attachment 3)
• Iteris, Inc. (Attachment 4)
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 aggregate amount of $400,000 annually amongst all firms.