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AGENDA BILL Agenda Item No. 5(G) Date: December 18, 2012 To: El Cerrito City Council From: Jerry Bradshaw, Public Works Director / City Engineer Yvetteh Ortiz, Engineering Services Manager Subject: On-Call Construction Administration – Professional Services Agreements ACTION REQUESTED Adopt a resolution authorizing the City Manager to execute professional services agreements with three consultant firms, BKF, Inc., Harris & Associates, Inc. and Harrison Engineering, Inc., for on-call construction management services for periods of three years with options to extend for an additional two years. DISCUSSION The City occasionally requires the services of a consultant firm to perform construction management work for various projects in the City of El Cerrito. This type of work usually does not vary in scope other than for the particular type and size of construction project. As a result, most cities, big and small, enter into on-call agreements with consultant firms to assign work as needed. Government Code Section 4526 requires the State and local agencies to select consultant firms such as these on the basis of “demonstrated competency and on professional qualifications.” Because of this the consultant selection is not based on cost proposals. This approach is reinforced by the nature of an on-call agreement where the exact scope of work is not specified ahead of time. Therefore, in soliciting these services, staff issued a Request for Qualifications (RFQ) instead of a Request for Proposals (RFP). The City of El Cerrito has not had any firms under contract for on-call construction services for many years. Many cities choose to enter into on-call agreements with multiple firms in order to assure that a consultant’s workload issues will not get in the way of a city’s critical-path needs, and also to allow staff to best fit the expertise of a particular firm with the specific needs of an assignment. For certain projects, a city may ask for task proposals from more than one of their on-call firms to further ensure compatibility. Since El Cerrito’s demand for these services is only anticipated to be significant for the next two years, Public Works staff chose to craft the RFQ to select no more than three firms. The selected firms will provide services and have staffing within the specialized categories listed below: Traffic Signals, lighting and other electrical systems ---PAGE BREAK--- • • Roadway rehabilitation Streetscape and rain gardens . Agenda Item No. 5(G) Staff sent the RFQ to 25 firms on October 23, 2012 requesting Statements of Qualifications (SOQs), which were due on November 6, 2012. Seven responses were received. The SOQs were evaluated by City staff and three firms rose to the top of the list: BKF, Inc., Harris & Associates, Inc. and Harrison Engineering, Inc. All three firms possess all the requested areas of expertise, have vast 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 contracts have an 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. The terms for the agreements are three years, with options to renew for up to two additional years. As needs arise, one or more 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 do not have dollar amounts directly associated with them. 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. Attachment: 1. Accompanying Resolution Page 2 If ---PAGE BREAK--- Agenda Item No. 5(G) Attachment RESOLUTION 2012–XX RESOLUTION OF THE EL CERRITO CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL SERVICES AGREEMENTS WITH BKF, INC., HARRIS & ASSOCIATES, INC., AND HARRISON ENGINEERING, INC. FOR ON-CALL CONSTRUCTION MANAGEMENT SERVICES WHEREAS, the City occasionally requires the services of a consultant firm to perform construction management work for various projects in the City of El Cerrito; and WHEREAS, it is customary for a city to enter into one or more agreements for these services on an as-needed basis; and WHEREAS, Government Code Section 4526 requires 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, BKF, Inc., Harris & Associates, Inc. and Harrison Engineering, Inc. were selected from a field of seven proposing consultants, as the most 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 three consultant firms – BKF, Inc., Harris & Associates, Inc. and Harrison Engineering, Inc., for on-call construction management services for periods of three years with options to extend for an additional two years. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on December 18, 2012 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 January XX, 2012. Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor