HomeMy WebLinkAbout08-21-2018 Item 7 - RFQ Construction Mgt - Landscape ARC - Environmental - Soils Materials SERVICES Meeting Date: 8/21/2018
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Brian Nelson, Supervising Civil Engineer
SUBJECT: REQUEST FOR QUALIFICATIONS – CONSTRUCTION MANAGEMENT
SERVICES, LANDSCAPE ARCHITECTURE SERVICES,
ENVIRONMENTAL SERVICES, SOILS AND MATERIALS TESTING
RECOMMENDATIONS
1. Approve the Request for Qualifications (RFQ) to provide:
a. Construction Management Services, Specification No. 50410.2018.CM
b. Landscape Architecture Services, Specification No. 50410.2018.LS
c. Environmental Services, Specification No. 50410.2018.ES
d. Soils and Materials Testing Services, Specification No. 50410.201 8.SMT
2. Authorize the City Manager to execute agreements with selected consulting firms.
3. Authorize the Finance Director to execute and amend Purchase Orders for individual
consult ant services contracts in an amount not-to-exceed the authorized project budget.
4. Authorize the City Engineer to amend or extend the agreement for services in accordance
with its terms and within the available annual budget.
DISCUSSION
Background
The Cit y’s Capital Improvement Plan (CIP) implements Council priorities by including projects
that build, maintain, and improve infrastructure. The CIP includes a mix of projects designed and
managed exclusively by City staff, and projects that use consultant ser vices. This on-call service
approach has been used successfully for many years, starting with survey services in 1998 and in
2007 expanding to engineering, architecture, and other disciplines. The City’s CIP projects are
mostly modest in size, and the Request for Qualifications (RFQ) generally draws local consulting
firms. For example, 75 percent of the City’s current on-call design and construction service
contracts are with firms from San Luis Obispo and northern Santa Barbara County.
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Item 7
The existing consultant contracts for Construction Management , Landscape Architecture,
Environmental Services, and Soils and Materials Testing expire this year. Therefore, it is
recommended that the City re-advertise for these services through the RFQ process. The RFQ
model is used to identify the skill set of the consultants submitting qualifications. RFQs enable
City staff to determine how those qualifications align with future City projects. This is different
from the project -specific Request for Proposals (RFP) model. After evaluating the RFQ
submittal packages, the top consultants in each specialized area will be selected to enter into an
agreement with the City. Consultant s selection is based on their demonstrated ability to provide
the services proposed in a time ly manner with qualified staff. Once the selected consultants enter
into an agreement with the City, their services on an individual project are implemented rapidly,
without the need for an individual RFP. The selected consultant firms will remain on contract
for four years, with the option to extend the contract one additional year.
The consultants will operate under the conditions of the agreement included in the RFQ.
Individual projects will be scoped by the City department most involved. The City’s Project
Manager will work with the consultant to determine the final cost for the services. The specific
project work will then be authorized via a Purchase Order through the Finance Department,
referencing the signed agreement for the terms and conditions.
FISCAL IMPACT
The RFQ process, in and of itself, does not obligate any funds for CIP consultant work. After
the agreements are executed by the City Manager, scoping meetings and Purchase Order
issuance will follow, obligating CIP funds. Work will b e billed to individual project accounts,
within the authorized project budget.
ALTERNATIVE
Individual Project RFPs. Council can direct staff to proceed in a more traditional fashion by
issuing RFPs for each individual project in the process outlined by the City’s Purchasing
Guidelines. In this case, a company with greater experience in the specific work might be
attracted; however, this process is very time consuming and increases the work required for an
individual project, reducing overall project pro duction. Staff does not recommend this approach
because it increases the time to implement individual contracts, while providing minimal benefit.
RFPs can still be issued on a case-by-case basis when specialized skills, not available through
on-call contracts, are needed.
Attachments:
a - Council Reading File - CM Services RFQ 50410.2018.CM
b - Council Reading File - Landscape Architecture RFQ 50410.2018.LA
c - Council Reading File - Environmental Services RFQ 50410.2018.ENV
d - Council Reading File - Soils and Material Testing RFQ 50410.2018.SMT
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