REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Sean Crumby, Director of Public Works
PREPARED BY: Keegan Olds, Contract Administrator
Subject:
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Approve and authorize execution of Professional Services Contracts for On-Call General Engineering Consulting Services with Aztec Engineering, EXP US Services, GHD Inc., Harris & Associates, Psomas, and Tetra Tech
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Statement of Issue:
The Public Works Department requires on-call general engineering, surveying, and consulting services for as-needed support staff to assist with the design and construction of State and Federally funded capital improvement projects, which are identified in the annual Capital Improvement Program (CIP).
Financial Impact:
The City’s adopted Fiscal Year (FY) 2022/23 CIP Budget totals $59.7 million 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 six (6) recommended general engineering contracts, totaling $9.0 million, will be funded within each project’s individual CIP budget, as needed. Additionally, design services provided under these contracts will be reimbursable through State and Federal funding. As such, no additional funding is required by this action.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute $1,500,000 “Professional Services Contract Between the City of Huntington Beach and Aztec Engineering for On-Call General Engineering Consulting;" and,
B) Approve and authorize the Mayor and City Clerk to execute $1,500,000 “Professional Services Contract Between the City of Huntington Beach and EXP US Services for On-Call General Engineering Consulting;" and,
C) Approve and authorize the Mayor and City Clerk to execute $1,500,000 “Professional Services Contract Between the City of Huntington Beach and GHD Inc. for On-Call General Engineering Consulting;" and,
D) Approve and authorize the Mayor and City Clerk to execute $1,500,000 “Professional Services Contract Between the City of Huntington Beach and Harris & Associates for On-Call General Engineering Consulting;" and,
E) Approve and authorize the Mayor and City Clerk to execute $1,500,000 “Professional Services Contract Between the City of Huntington Beach and Psomas for On-Call General Engineering Consulting;" and,
F) Approve and authorize the Mayor and City Clerk to execute $1,500,000 “Professional Services Contract Between the City of Huntington Beach and Tetra Tech for On-Call General Engineering Consulting.”
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Alternative Action(s):
Do not authorize the contracts and direct staff accordingly. Budgeted State and Federally funded capital improvement projects could be delayed until new contracts are approved.
Analysis:
On February 7th, 2022 the City advertised a Request for Qualifications (RFQ) for On-Call Engineering Services featuring 5 sub-categories: Construction Management and Inspection, Material Testing and Inspection, Architectural Engineering, Civil Engineering, and Environmental Engineering. Proposals were requested and submitted in compliance with Chapter 3.03 of the Huntington Beach Municipal Code. Sixteen (16) proposals were received for Civil Engineering services, which includes civil, transportation, water/sewer/stormwater, and ocean engineering and surveying subsections. 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 provided proposals or joint proposals providing services for all 5 required subsections. Proposals were then evaluated and ranked by the review board. The top six (6) firms were selected in the Civil Engineering category to increase opportunity for competitive proposals for future projects from qualified on-call consultants.
The six (6) contracts recommended for approval are for support staff for civil and design engineering of State and Federally funded 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 $59.7 million in Fiscal Year (FY) 2022/23. Typical design and construction support cost from the use of consultants on a CIP project can vary between 10-20% of total costs for a CIP project. Therefore, it is practical to conservatively assume minimum annual consultant costs would be around $9 million to the City for total CIP projects, or approximately $27 million over the next three (3) years.
Civil engineering, transportation, water/sewer/stormwater, and ocean engineering, surveying, and consulting services are typically required for a wide variety of State and Federally funded CIP projects, including but not limited to street improvement projects, community development projects, sewer and stormwater lift stations, and transportation, ITS, and mobility improvement projects. Therefore, these consultants were selected to meet projected workload over the next three years with a total contract limit of $9 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 Aztec Engineering Group, Inc. for On-Call General Engineering Consulting
2. Professional Services Contract between the City of Huntington Beach and EXP US Services, Inc. for On-Call General Engineering Consulting
3. Professional Services Contract between the City of Huntington Beach and GHD, Inc. for On-Call General Engineering Consulting
4. Professional Services Contract between the City of Huntington Beach and Harris & Associates, Inc. for On-Call General Engineering Consulting
5. Professional Services Contract between the City of Huntington Beach and Psomas, Inc. for On-Call General Engineering Consulting
6. Professional Services Contract between the City of Huntington Beach and Tetra Tech, Inc. for On-Call General Engineering Consulting
7. Professional Services Award Analysis