REPORT TO COUNCIL
SUBJECT
Title
Action on Agreements for Land Surveying Services for Public Works Projects [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
The Department of Public Works oversees design and construction management for various capital projects including pavement rehabilitation, traffic signal and transportation infrastructure, parks, storm drain and sanitary sewer improvements, building renovations, and capital maintenance. Land surveying work including design surveys and construction surveying is necessary to deliver these projects. In addition, Public Works maintains survey benchmark and monumentation systems to ensure reliable survey markers are available for both public and private use. When numerous design and construction survey projects are under way concurrently, Public Works will rely on consultant resources to supplement City staff to perform the land surveying services.
The purpose and scope of these agreements (Attachments 1, 2 and 3) is to provide on-call land surveying services to supplement City staff for various Public Works projects.
DISCUSSION
A Request for Qualifications (RFQ) process was utilized to solicit proposals for on-call land surveying services. The RFQ was advertised February 2020 and five proposals were received on March 4, 2020. Public Works staff evaluated the qualifications of the proposers and BKF Engineers, R.E.Y. Engineers, Inc. and Sandis were selected as the top three ranked firms due to their respective performance track record, qualified staffing, and experience.
Based on Capital Improvement Program and workload projections, the estimated need for on-call land surveying services for the remainder of the current fiscal year and the next two fiscal years is approximately $400,000. Additionally, Staff requests further agreement capacity of $50,000 to account for unforeseen needs that may arise (new projects and projects not currently detailed). Staff requests the approval of agreements with three different consultants so there is flexibility in case one or two of them cannot provide timely services to the City based on workload. Because of this, Staff also requests approval for City Manager authority to amend the agreements’ not-to-exceed amounts as long as the cumulative total does not exceed $450,000.
Staff recommends approval of three, three-year agreements, each with a not-to-exceed amount of $150,000, for a total aggregate not-to-exceed amount of $450,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The amount to be paid to consultants for land surveying services over the three-year term of the agreements is estimated to be $450,000. The amounts to be paid to each of the three consultants (BKF Engineers, R.E.Y. Engineers, Inc. and Sandis) will not exceed $150,000 over the three-year term of each respective agreement. Funding of $462,000 is budgeted for these services in the Public Works Department General Fund budget, including $265,000 in the FY 2019/20 Adopted Operating Budget and $197,000 in the FY 2020/21 Adopted Operating Budget.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an agreement for the Performance of Services with BKF Engineers ($150,000), R.E.Y. Engineers, Inc. ($150,000) and Sandis ($150,000) to perform on-call land surveying services for a combined amount not-to-exceed $450,000 over the three-year terms of the agreements; subject to the appropriation of funds;
2. Authorize the City Manager to amend agreements not-to-exceed amounts as long as the cumulative total does not exceed $450,000; and
3. Authorize the City Manager to exercise up to two one-year extensions for each agreement with no increase in compensation in the event that the work is not completed by the Agreement end dates and make minor modifications to the agreements, if necessary, subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with BKF Engineers
2. Agreement with R.E.Y. Engineers, Inc.
3. Agreement with Sandis