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AGENDA BILL Agenda Item No.5(B) Date: May 21, 2013 To: El Cerrito City Council From: Yvetteh Ortiz, Engineering Manager Jerry Bradshaw, Public Works Director/City Engineer Subject: On-Call Construction Management – Additional Professional Services Agreements ACTION REQUESTED Adopt a resolution authorizing the City Manager to execute professional services agreements with two consultant firms, Bellecci & Associates, Inc. and Jacobs Engineering, Inc., in an amount not to exceed $250,000 per year per consultant for on- call construction management services for periods of three years with options to extend for an additional two years. DISCUSSION Staff sent Request for Qualifications (RFQ) to 25 firms in the fall of 2012 requesting Statements of Qualifications (SOQ) to provide on-call construction management services. This process is in compliance with Government Code Section 4526, which requires public agencies to select firms such as these on the basis of demonstrated competency and on professional qualifications. Staff received and evaluated the seven SOQs received. Five of the seven SOQs received high evaluation scores and were within ten percentage points of each other. At the time, staff anticipated an ample staggering of the construction of the several capital improvement projects and believed that with three firms under on-call agreements the City could ensure sufficient competitiveness in the proposal process. In December 2012, the City Council adopted Resolution No. 2012-92 approving professional services agreements with the top three firms. As various projects progressed this previous winter and spring through the design and bidding phases, staff has come to determine that at one point in time this coming summer up to six projects will be under construction simultaneously. In addition, one of the prior selected firms (BKF, Inc.) is unable to provide construction services on two of the upcoming projects because of grant prohibitions that do not allow the firm furnishing the design to also provide the construction management services on that grant project. Another previously selected firm (Harrison Engineering, Inc.) has declined to propose on at least one of this summer’s projects (Central Avenue and Liberty Street Streetscape Improvements) leaving just one current firm, (Harris and Associates, Inc.) available to offer a proposal on these services. ---PAGE BREAK--- Agenda Item No. 5(8) Staff recommends that in order to ensure competitive proposals (from a minimum of three qualified firms) on the upcoming projects, on-call services agreements should be awarded to the other two highly qualified firms that submitted SOQs last fall. The firms are Bellecci & Associates, Inc. and Jacobs Engineering, Inc. Both firms possess all the requested areas of expertise (such as traffic signals, streetscapes and rain gardens), have experience handling on-call services for municipalities, and are available to commence services immediately. The contract is crafted as a master agreement, with specific scope of work and cost to be determined on an as-needed basis. The agreements have a not-to-exceed limit of $250,000 per year and initial term of three years with the option to extend for up to two additional years. This time frame will allow the City and the respective consultants to develop significant relationships to better serve the City's residents. All firms have submitted billing rate sheets for the various skill levels and specific team members listed in their SOQs along with other charge conditions such. as direct costs and mileage. These have been reviewed and agreed to by staff. As needs arise, three to five of the firms will be asked to propose on the scope for an individual task. Once a proposal is agreed upon, the Public Works Director will issue a notice to proceed and work will begin. FINANCIAL CONSIDERATIONS The on-call agreements will have a not-to-exceed limit of $250,000 per year. The agreed upon proposal for each task will be subject to funding available for that project or operational need. The fiscal controls are the various budgets for related projects and operations accounts. Reviewed by: Scott Hanin, City Manager Attachment: 1. Accompanying Resolution Page 2 ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 1 RESOLUTION 2013–XX RESOLUTION OF THE EL CERRITO CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL SERVICES AGREEMENTS WITH BELLECCI AND ASSOCIATES, INC. AND JACOBS ENGINEERING, INC. FOR ON-CALL CONSTRUCTION MANAGEMENT SERVICES WHEREAS, the City requires the services of consultant firms to perform construction management work for various projects in the City of El Cerrito; and WHEREAS, Government Code Section 4526 requires the State and local agencies to select professional services firms such as these on the basis of demonstrated competency and on professional qualifications; and WHEREAS, the City issued a Request for Qualifications to 25 firms for on-call construction management services; and WHEREAS, Bellecci and Associates, Inc. and Jacobs Engineering, Inc. were selected from a field of seven proposing consultants, as qualified for the requested services. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of El Cerrito hereby authorizes the City Manager to execute professional services agreements with two consultant firms, Bellecci and Associates, Inc. and Jacobs Engineering, Inc., for on-call construction management services for periods of three years with options to extend for an additional two years in an amount not to exceed $250,000 per year per consultant. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on May 21, 2013 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on May XX, 2013. Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor