Title
Recommendation to Award Three Separate Contracts in the Amount of $75,000 Each (Total Expenditure of $225,000) to the Following Providers: Salas O’Brien, YEI Engineers, Inc., and Schaaf & Wheeler, for On-Call Mechanical Engineering Services. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Recommendation to Award Three Separate Contracts in the Amount of $75,000 Each (Total Expenditure of $225,000) to the Following Providers: Salas O’Brien, YEI Engineers, Inc., and Schaaf & Wheeler, for On-Call Mechanical Engineering Services
BACKGROUND
On May 19, 2015, Public Works issued a Request for Proposal (RFP) for on-call mechanical engineering and construction management services. Staff recommends awarding contracts to three consultants: Salas O’Brien, YEI Engineers, Inc., and Schaaf & Wheeler, to provide on-call work during FY15-16 for repair and replacement of City infrastructure, such as pump station upgrades; heating, ventilation, and air conditioning (HVAC); and plumbing.
DISCUSSION
To solicit the maximum number of proposals and the most competitive price, the RFP was provided to 23 separate builders’ exchanges throughout the Bay Area. Notices were also sent to consultants on the Public Works Department Consultant List. In addition, notices were placed on the City’s web page and published in the Alameda Journal. The RFPs were opened on June 8, 2015, after advertising for a period of 20 days. Six consultants submitted proposals. The results are as follows:
|
Proposer |
Location |
|
Salas O’Brien |
Oakland |
|
YEI Engineers, Inc. |
Oakland |
|
Schaaf & Wheeler |
San Francisco |
|
ALFATECH |
San Jose |
|
EDesignC, Inc. |
San Francisco |
|
Syska Hennessy Group |
San Francisco |
After reviewing the written proposals and contacting several references provided by the consultants, three firms were selected as best fitting the City’s needs. Staff recommends awarding contracts to Salas O’Brien, YEI Engineers, Inc., and Schaaf & Wheeler in the amount of $75,000 each. The RFP also permits an annual extension of each contract on a year-to-year basis, for up to four additional years, and up to $375,000 total compensation for each contract, at the sole discretion of the Public Works Director, based upon satisfactory performance of all aspects of the contract. A copy of each contract is attached as Exhibit 1, 2 and 3.
Scope of work for all three consultants includes the following on-call services:
• Provide mechanical engineering design, including preliminary studies, public outreach, contract documents, estimates, and other professional services;
• Provide construction management services; and
• Provide in-house personnel or subconsultants for minor civil, structural, electrical, instrumentation, controls, asbestos abatement, lead abatement, landscape architecture, and LEED certification as needed to complete the mechanical engineering design.
Typical projects may include:
• Sewer, storm drain, and lagoon pump station upgrades or replacements;
• Motorized weirs on lagoons;
• HVAC renovations; and
• Plumbing renovations
FINANCIAL IMPACT
Funding of each work order will be from the Capital Improvement Program project for which the mechanical engineering services are provided. The total budget for each contract for each fiscal year will be $75,000, but the actual amount expended will be delineated by work order and will likely be less based on projects assigned to the consultants. 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 no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15061(b)(3).
RECOMMENDATION
Award three separate contracts in the amount of $75,000 each (total expenditure of $225,000) to the following providers: Salas O’Brien, YEI Engineers, Inc., and Schaaf & Wheeler, for on-call mechanical engineering services.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Laurie Kozisek, Associate Civil Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Salas O’Brien Contract
2. YEI Engineers, Inc. Contract
3. Schaaf & Wheeler Contract