Title
Recommendation to Award a Five Year Contract in the Amount of $150,000 for Each Year (Total Expenditure of $750,000) to Schaaf & Wheeler for On-Call Civil and Structural Engineering Services. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award a Five Year Contract in the Amount of $150,000 for Each Year (Total Expenditure of $750,000) to Schaaf & Wheeler for On-Call Civil and Structural Engineering Services
BACKGROUND
On May 24, 2016, Public Works issued a Request for Proposal (RFP) for on-call civil and structural engineering services. Staff recommends awarding a contract to Schaaf & Wheeler to provide on-call work during Fiscal Year 2016-17 that includes providing on-call civil and structural engineering services.
DISCUSSION
To solicit the maximum number of proposals and 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 27, 2016. After a period of 34 days, 10 consultants submitted proposals.
After reviewing the written proposals, seven consultants were invited to selection interviews, and from those one firm was selected as best fitting the City’s needs at this time. Public Works staff contacted several references provided by the selected consultant and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding a contract to Schaaf & Wheeler in the amount of $150,000. The contract also permits an annual extension of the contract on a year-to-year basis, for up to four additional years, and up to $750,000 total compensation, subject to budgetary approval, at the sole discretion of the Public Works Director, based upon satisfactory performance of all aspects of the contract. A copy of the contract is attached as Exhibit 1.
FINANCIAL IMPACT
Each work order will be funded by the Capital Improvement Program project for which civil and structural engineering services are provided. The total budget for each contract for each fiscal year will be $150,000, but the actual amount delineated by work order will likely be less, and will depend upon 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.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
Selection of consultants for on-call architectural consulting services is not covered by the California Environmental Quality Act.
RECOMMENDATION
Award a five year contract in the amount of $150,000 for each year (total expenditure of $750,000) to Schaaf & Wheeler for on-call civil and structural engineering services.
Respectfully submitted,
Robert G. Haun, Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Schaaf & Wheeler Consultant Contract