REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Oliver Chi, City Manager
PREPARED BY: Sean Crumby, Director of Public Works
Subject:
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Approve and authorize execution of Professional Services Contracts for On-Call Civil Engineering, Surveying, and Consulting Services with Ardurra Group, BKF Engineers, RAK Development dba Kreuzer Consulting Group, Psomas, and Stantec Consulting Services, Inc.
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Statement of Issue:
The Public Works Department requires on-call civil engineering, surveying, and consulting services for as-needed support staff to assist with the design and construction of the capital improvement projects, which are identified in the annual Capital Improvement Program (CIP).
Financial Impact:
The City’s adopted Fiscal Year (FY) 2020/21 and proposed FY 2021/22 CIP Budgets total $24.5 million and $39.3 million, respectively, for approved projects citywide. Each approved CIP project has a budget containing sufficient funding for design, environmental, engineering, construction, project management, and other required costs. The five (5) recommended civil engineering contracts, totaling $5.0 million, will be funded within each project’s individual CIP budget, as needed. As such, no additional funding is required by this action.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute $1,000,000 “Professional Services Contract Between the City of Huntington Beach and Ardurra Group for On-Call Civil Engineering, Surveying, and Professional Consulting Services;” and,
B) Approve and authorize the Mayor and City Clerk to execute $1,000,000 “Professional Services Contract Between the City of Huntington Beach and BKF Engineers for On-Call Civil Engineering, Surveying, and Professional Consulting Services;” and,
C) Approve and authorize the Mayor and City Clerk to execute $1,000,000 “Professional Services Contract Between the City of Huntington Beach and Kreuzer Consulting Group for On-Call Civil Engineering, Surveying, and Professional Consulting Services;” and,
D) Approve and authorize the Mayor and City Clerk to execute $1,000,000 “Professional Services Contract Between the City of Huntington Beach and Psomas for On-Call Civil Engineering, Surveying, and Professional Consulting Services;” and,
E) Approve and authorize the Mayor and City Clerk to execute $1,000,000 “Professional Services Contract Between the City of Huntington Beach and Stantec Consulting Services, Inc. for On-Call Civil Engineering, Surveying, and Professional Consulting Services.”
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Alternative Action(s):
Do not authorize the contracts and direct staff accordingly. Budgeted capital improvement projects could be delayed until new contracts are approved.
Analysis:
On February 1, 2021, the City advertised a Request for Qualifications (RFQ) for On-Call Civil Engineering, Surveying, and Professional Consulting Services. Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington Beach Municipal Code. Twenty-three (23) proposals were received for civil and engineering services. In accordance with qualifications-based selected procurement, per the Federal “Brooks Act,” State SB 419, and the City of Huntington Beach Municipal Code Section 3.03 “Professional Services,” the Public Works Department established a review board. Each firm stated their engineering category of expertise with their proposal. Proposals were then evaluated and ranked by the review board. The top five (5) firms were selected in each category to increase opportunity for competitive proposals for future projects from qualified on-call consultants.
The five (5) contracts recommended for approval are for support staff for civil and design engineering of capital improvement projects. These services have historically been utilized to supplement City staff to meet annual Capital Improvement Program (CIP) goals, as an extension of staff, and/or to provide required expertise for unique projects. It is anticipated that these services will be required based on past years. Each project is evaluated on a case-by-case basis to determine if these as-needed contract services are necessary.
The City’s CIP is approximately $24.5 million in Fiscal Year (FY) 2020/21. In addition, the proposed FY 2021/22 CIP totals $39.3 million in new projects. Typical design and construction support cost from the use of consultants on a CIP project can vary between ten to twenty percent (10-20%) of total costs for a CIP project. Therefore, it is practical to conservatively assume minimum annual consultant costs would be around $3 million to the City for total CIP projects, or approximately $9 million over the next three (3) years.
Civil engineering, surveying, and consulting services are typically required for streets, alleys, parking lots, and other related CIP projects. Therefore, these consultants were selected to meet projected workload over the next three years with a total contract limit of $5 million. The proposed contract amounts are a not-to-exceed amount for a three-year term, with no guarantee of work. Funding for any and all of these contract services is only through City Council authorization in the budget approval process.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and Ardurra Group for On-Call Civil Engineering, Surveying, and Consulting Services
2. Professional Services Contract between the City of Huntington Beach and BKF Engineers for On-Call Civil Engineering, Surveying, and Consulting Services
3. Professional Services Contract between the City of Huntington Beach and Kreuzer Consulting Group for On-Call Civil Engineering, Surveying, and Consulting Services
4. Professional Services Contract between the City of Huntington Beach and Psomas for On-Call Civil Engineering, Surveying, and Consulting Services
5. Professional Services Contract between the City of Huntington Beach and Stantec for On-Call Civil Engineering, Surveying, and Consulting Services
6. Professional Services Award Analysis