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 The Engineering Enterprise, for On-Call Electrical 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 The Engineering Enterprise, for On-Call Electrical Engineering Services
BACKGROUND
On May 19, 2015, Public Works issued a Request for Proposal (RFP) for on-call electrical engineering services. Staff recommends awarding contracts to three consultants Salas O’Brien, YEI Engineers, Inc., and The Engineering Enterprise, to provide on-call work during FY15-16 that includes capabilities in electrical, instrumentation and control engineering design and construction management, for repair and replacement of City infrastructure, such as field lighting and pump station instrumentation.
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. Five consultants submitted proposals. The results are as follows:
|
Proposer |
Location |
|
Salas O’Brien |
Oakland |
|
YEI Engineers, Inc. |
Oakland |
|
The Engineering Enterprise |
Alameda |
|
ALFATECH |
San Jose |
|
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 The Engineering Enterprise 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 electrical, instrumentation, and control 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, mechanical, asbestos abatement, lead abatement, landscape architecture, and LEED certification as needed to complete the mechanical engineering design.
Typical projects may include:
• Supervisory control and data acquisition (SCADA) and electrical upgrades to sewer, storm drain, and lagoon pump stations, and lagoon motorized weirs;
• Electrical, lighting, instrumentation, and control renovations in buildings; and
• Field and pathway lighting in parks.
FINANCIAL IMPACT
Funding of each work order will be from the Capital Improvement Program project for which the electrical 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 The Engineering Enterprise, for on-call electrical 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. The Engineering Enterprise Contract