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•C I T Y O F S A N L U I S O B I S P O
Item Number
C 4
FROM :
Carrie Mattingly, Interim Director of Public Work s
Prepared By : Bridget Fraser, Senior Civil Enginee r
Dan VanBeveren, Senior Civil Enginee r
SUBJECT :ON-CALL SERVICES - REQUEST FOR QUALIFICATIONS — LANDSCAP E
ARCHITECTURAL DESIGN SERVICES, SPECIFICATION NO . 90703-2012B ;
CONSTRUCTION MANAGEMENT SERVICES, SPECIFICATION NO . 90703 -
2012C ; ENVIRONMENTAL SERVICES, SPECIFICATION NO . 90358-2012 ; AND
SURVEYING SERVICES, SPECIFICATION NO . 90900-201 2
RECOMMENDATION S
1 . Approve the Request for Qualifications (RFQ) to provide on-call services for implementatio n
of the Capital Improvement Program, as follows .
a.Landscape Architectural Design Services (Specification No . 90703-2012B),
b.Construction Management Services (Specification No . 90703-2012C),
c.Environmental Services (Specification No . 90358-2012), and;
d.Surveying Services (Specification No . 90900-2012);
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2 . Authorize the City Manager to execute agreements with the selected consulting firms .
3 . Authorize the Finance Director to execute and amend Purchase Orders for individual consultan t
service contracts in an amount not-to-exceed the authorized project budgets .
DISCUSSIO N
The City's Capital Improvement Plan (CIP) includes projects that improve existing infrastructure an d
implement Council priorities . CIP project work includes a mix of projects designed, inspected, an d
managed exclusively by City staff, and projects which may require a range of outside service s
depending on staff workload or expertise .
Using on-call consultants for a wide range of services to assist the City with delivery of its CIP ha s
been successfully implemented over the last 14 years . Consultant services play an important role in th e
delivery of capital plan projects . Last spring, Council approved RFQ's for on-call contracts related t o
Architectural, Civil Engineering and Traffic Engineering services . The on-call consultant contract s
related to the recommended action before Council are all due to expire this year .
The RFQ solicits information from interested consultants stating their qualifications . After evaluating
the submittal packages received, the top consultants will be selected based on their ability to provid e
the requested services . Once the selected consultants have entered into an agreement with the City ,
these consultants will be "on-call" to provide services for individual projects as needed for two years .
On-call consultant services are available for use by any City department . The consultants will operat e
under the conditions of the agreement included in the RFQ . Individual workscopes and fees will b e
C4-1
On-Call Services RFQ — Landscape Architectural Design, Construction Management, Environmental an d
Surveying Services Page 2
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negotiated on a project by project basis . Once a project scope and fee are agreed to, the specific wor k
will then be authorized via a Purchase Order through the Finance Depaitment .
FISCAL IMPAC T
Issuing an RFQ does not obligate any funds for CIP consultant work . When the on-call agreements ar e
executed by the City Manager, and projects are identified requiring consultant services, purchas e
orders will be issued and billed to the individual project accounts .
ALTERNATIVE S
1.Individual Project RFPs .The Council could direct staff to proceed in a more traditiona l
fashion, issuing RFP's for each individual project . The use of on-call services has an excellen t
track record and has increased efficiency and productivity related to getting CIP project s
completed . Council should only choose this option if it does not see added value in the use o f
on-call services .
2.In-house Approach.The Council could direct staff to complete more of the work in-house . If
this should be the alternative chosen, the volume of work anticipated to be accomplished withi n
the Financial Plan period, should be extended into future Financial Plans or in-house staf f
added as existing in-house resources are not sufficient to accomplish the projected workload .
COUNCIL READ FIL E
1.Request for Qualifications for Architectural Landscape Design Sery ices, Specification No .
90703-2012 B
2.Request for Qualifications for Construction Management Services, Specification No . 90703 -
2012C
3.Request for Qualifications for Environmental Services, Specification No . 90358-201 2
4.Request for Qualifications for Surveying Services, Specification No . 90900-201 2
tlmundl agenda reporIst2012t2012-12-04trfgs for landscape architectural design, construction management . environmental services and surveying services (mattingly-haserflcar - rfq's for on cal l
services- la, cm, env, survey- adverlise .docx
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