Title
Recommendation to Authorize the City Manager to Execute Six, Five-Year Service Provider Agreements in an Amount Not-to-Exceed $750,000 Each to Aliquot Associates; Inc.; HMH Engineers, Inc.; Moffatt & Nichol; NCE; Ruggeri-Jensen-Azar (RJA); and Schaaf & Wheeler, for On-Call Civil Engineering Services.
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 31041520)
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 six firms to provide on-call Civil Engineering Services, for a not-to-exceed amount of $750,000 each for a five-year term. All work executed under these agreements will be restricted to funds appropriated and available for the specific project for which the work is assigned. The contracts are on-call and therefore the work performed will be based on actual need over the term of the agreement. If the demand and budgeted funds are not there, the services will not be requested.
BACKGROUND
On-call consultant service 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 Civil Engineering services for various capital projects.
Anticipated work includes the full range of Civil Engineering services for maintenance and capital improvement projects, including preparing studies, planning documents, reports, plans, construction support, and peer review of civil engineering aspects of private land development.
DISCUSSION
On March 17, 2025, the City issued a Request for Qualifications (RFQ) for Civil Engineering Services. Twelve Statement of Qualifications (SOQs) were received from the following firms: Aliquot Associates, Inc.; BKF Engineers; CBG; CSWST2; Ghirardelli Associates, Inc.; HMH Engineers, Inc.; Moffatt & Nichol; NCE; RJA; Schaaf & Wheeler; SNG & Associates, Inc.; and Wilsey Ham.
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 six firms that would best meet the City’s needs and recommend awarding agreements to the following six consultant firms:
|
Consultant |
Location |
|
Aliquot Associates, Inc. |
Oakland, CA |
|
HMH Engineers, Inc. |
San Jose, CA |
|
Moffatt & Nichol |
Walnut Creek, CA |
|
NCE |
Oakland, CA |
|
RJA |
Pleasanton, CA |
|
Schaaf & Wheeler |
San Francisco, CA |
Each agreement would be in an amount not-to-exceed $750,000 cumulative for five years (see Exhibits 1 through 6) for a term beginning on July 1, 2025, and ending on June 30, 2030.
ALTERNATIVES
• Award six agreements as recommended by staff.
• Reduce the number of agreements awarded. This would reduce the differing areas of expertise offered by the proposed six firms without any financial impact since the usage of the services is on an as-needed basis. If the demand is not there, the services will not be requested.
• 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 for which the Civil Engineering services are needed. The total budget for each agreement over the five-year period is not to exceed $750,000; however, the actual amount expended will be based on actual need and available budget. The usage of the services is on an as-needed basis so that if the demand and appropriated funds are not there, the services will not be requested. There is currently no impact on 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 six, five-year service provider agreements in an amount not-to-exceed $750,000 each to Aliquot Associates, Inc., HMH Engineers, Inc., Moffatt & Nichol, NCE, RJA, and Schaaf & Wheeler, for On-Call Civil Engineering Services.
Respectfully submitted,
Erin Smith, Director of Public Works
By,
Brendin Christolear, Supervising Civil Engineer
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. Service Provider Agreement - Aliquot Associates
2. Service Provider Agreement - HMH Engineers
3. Service Provider Agreement - Moffatt & Nichol
4. Service Provider Agreement - NCE
5. Service Provider Agreement - RJA
6. Service Provider Agreement - Schaaf & Wheeler