Title
Recommendation to Award Five Separate Five-Year Contracts for an Amount not to Exceed a Total Five-Year Expenditure of $750,000 per Contract, Subject to Budget Approvals, to Each of the Following: Dudek, ICF, NCE, Panorama Environmental, Inc., and WRA for On-Call Environmental Consulting Services. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award Five Separate Five-Year Contracts for an Amount not to Exceed a Total Five-Year Expenditure of $750,000 per Contract, Subject to Budget Approvals, to Each of the Following: Dudek, ICF, NCE, Panorama Environmental, Inc., and WRA for On-Call Environmental Consulting Services.
BACKGROUND
The Public Works Department has several upcoming projects that are likely to require more specialized environmental review and permit acquisition capabilities than is presently available in-house. Having on hand five environmental consultant companies to provide these services on an on-call basis would expedite the environmental and design phase of these projects.
DISCUSSION
On May 5, 2017, Public Works issued a Request for Proposal (RFP) for On-Call Annual Environmental Services. The stated intent was to select up to five consultants to be available as needed for on-call work during the current fiscal year. To solicit the maximum number of proposals, the RFP was placed on the City’s website and all consultants who had previously contacted the City expressing an interest in providing environmental services were also notified. The RFP due date was May 22, 2017, and 15 consultants submitted proposals. The consultants were:
|
Consultant |
Location |
Invited to Interview |
|
David J. Powers & Assoc., Inc. |
Oakland |
No |
|
Dudek |
Oakland |
Yes |
|
Horizon |
Oakland |
No |
|
ICF |
San Francisco |
Yes |
|
Infrastructure Engineering Corp. |
Piedmont |
No |
|
Johnson Marigot Consulting |
Brisbane |
No |
|
Lamphier-Gregory |
Oakland |
No |
|
Leann Taagepera Environmental Planning |
Benicia |
No |
|
LSA |
San Francisco |
No |
|
NCE |
Richmond |
Yes |
|
Panorama Environmental, Inc. |
San Francisco |
Yes |
|
Redtail Consulting |
Fremont |
No |
|
Stantec |
San Francisco |
No |
|
Transcon Environmental |
Berkeley |
Yes |
|
WRA |
San Rafael |
Yes |
After reviewing the written proposals, six consultants were invited to a selection interview, and from those, five firms were selected as best fitting the City’s needs. Public Works staff contacted several references provided by the five selected consultants and received positive feedback on the ability of the companies to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding contracts to each of these five companies, Dudek, ICF, NCE, Panorama Environmental, Inc., and WRA for a first year total amount of $150,000 each. Any or all of these contracts may be mutually amended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director. If extended, the contract would be for the same terms and cost. The total five year contract price shall not exceed a total five year expenditure of $750,000 for each company. Each contract is attached as Exhibits 1 - 5.
|
Contract |
Dudek |
ICF |
NCE |
Panorama |
WRA |
|
Original FY17-18 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
1st Amend FY18-19* |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
2nd Amend FY19-20* |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
3rd Amend FY20-21* |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
4th Amend FY21-22* |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
TOTAL FIVE YEARS |
$750,000 |
$750,000 |
$750,000 |
$750,000 |
$750,000 |
FINANCIAL IMPACT
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. Funding of each work order will be by the Capital Improvement Program (CIP) project for which the environmental services are provided. There will be minimal impact to the General Fund, as only 3% of the Fiscal Year 2017-19 Capital Improvement Program budget is funded through the General Fund. Because the City Council approves the Budget biennially, the contracts cost for years three to five is subject to future Budget approvals.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
The environmental consultant work proposed in these contracts is necessary to produce CEQA documentation and obtain permits to satisfy regulatory agencies such as the Army Corps of Engineers, Regional Water Quality Control Board, Bay Conservation and Development Commission, National Marine Fisheries Service, and the U.S. Fish and Wildlife Service.
RECOMMENDATION
Award five separate five-year contracts for an amount not to exceed a total five-year expenditure of $750,000 per contract, subject to Budget approvals, to each of the following: Dudek, ICF, NCE, Panorama Environmental, Inc., and WRA for on-call environmental consulting services.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Dudek Contract
2. ICF Contract
3. NCE Contract
4. Panorama Environmental, Inc. Contract
5. WRA Contract