Title
Recommendation to Authorize the City Manager to Execute Four, Five-Year Service Provider Agreements in an Amount Not-to-Exceed $750,000 Each to Alfa Tech; EDesignC, Inc.; Interface Engineering; and Salas O’Brien for On-Call Mechanical Engineering.
In accordance with the California Environmental Quality Act (CEQA), this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). (Public Works C41000)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The purpose of this report is to authorize approval of agreements with four mechanical engineering firms to provide on-call Mechanical Engineering services for a not-to-exceed amount of $750,000 each for a five-year term. All work and task orders under these agreements are restricted to the funds appropriated and available for the specific project for which the work is assigned. The agreements are on-call and therefore the work performed will be based on actual need and available budget over the term of the agreement. If the demand and funding is not there, the services will not be requested.
BACKGROUND
On-call consultant services agreements are used for services requiring expertise that City of Alameda (City) staff does not have and/or to supplement City staff during periods of peak work demand. Currently, there is a need for mechanical engineering services for various capital projects. Anticipated work includes the full range of engineering services including preliminary studies, public outreach, drawings, specifications, estimates and other professional services, and providing mechanical design and construction management services for repair and replacement of City infrastructure projects, buildings, or facilities and programs.
DISCUSSION
On March 17, 2025, the City of Alameda (City) issued a Request for Qualifications (RFQ) for on-call consulting services for Mechanical Engineering services.
Ten Statement of Qualifications (SOQ) were received from the following firms: Advance Design Consultants; Alfa Tech; Belden Consulting Engineers; EDesignC, Inc.; Interface Engineering; NV5; P2S; Salas O’Brien; Schaaf and Wheeler; and Syska Hennessy Group.
City staff reviewed each firm based on the proposal packages submitted. The proposals were evaluated based on years of professional experience, letter of interest, relevant experience, including local experience, responsiveness to the RFQ, fee structure, client references, and overall completeness of their proposal and project approach. Bonus points were given for being an Alameda Local Business.
Based on the results of that evaluation, staff selected four firms that would best meet the City’s needs and recommend awarding agreements to the following four consultant firms:
|
Consultant |
Location |
|
Alfa Tech |
San Francisco, CA |
|
EDesignC Inc. |
Oakland, CA |
|
Interface Engineering Inc. |
San Francisco, CA |
|
Salas O’Brien |
Oakland, CA |
Each agreement would be in an amount not-to-exceed $750,000 cumulative for five years (see Exhibits 1 through 4) for a term beginning on July 1, 2025, and ending on June 6, 2030.
ALTERNATIVES
• Award four agreements as recommended by staff.
• Reduce the number of agreements awarded. This would reduce the differing areas of expertise offered by the proposed four firms without any financial impact since the usage of the services is on an as-needed basis.
• Do not award any of the agreements. Not awarding any agreements would impact staff’s ability to efficiently deliver quality capital projects to support the City.
FINANCIAL IMPACT
Funding for work executed under these agreements will be from the Capital Improvement Program project for which the Mechanical Engineering services are needed. The total budget for each agreement over the five-year term will be $750,000; however, the actual amount expended will be based on actual need. The usage of the services is on an as-needed basis so that if the demand is not there, the services will not be requested. There is currently no impact to the General Fund. Any proposed increase in budget authority will be brought to the City Council in a separate item.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the City’s Strategic Plan priorities to Enhance Community Safety and Services as well as to Invest in Transportation, Infrastructure, Economic Opportunities and Historic Resources. This action does not affect the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with this action.
RECOMMENDATION
Authorize the City Manager to execute four, five-year service provider agreements in an amount not to exceed $750,000 each to Alfa Tech; EDesignC, Inc.; Interface Engineering; and Salas O’Brien for On-Call Mechanical Engineering Services.
Respectfully submitted,
Erin Smith, Director of Public Works
By,
Chandni Patel, Facilities Project Manager I
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. Service Provider Agreement - Alfa Tech
2. Service Provider Agreement - EDesignC, Inc.
3. Service Provider Agreement - Interface Engineering
4. Service Provider Agreement - Salas O’Brien