Title
Recommendation to Authorize the City Manager to Execute Four Five-Year Agreements to Interface Engineering, Inc., Pragmatic PE, Inc., Schaaf & Wheeler Consulting Civil Engineers, and Syska Hennessy Group, Respectively, for On-Call Mechanical Engineering Services in an Amount Not to Exceed $100,000 Annually for Each Agreement, and for a Total Five-Year Cumulative Amount Not to Exceed $500,000 for Each Agreement. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Staff seeks City Council approval of four separate agreements for on-call consultant services related to electrical engineering services. Each agreement would be for not to exceed $100,000 annually (July 1 to June 30), and staff would be authorized to extend such agreements for up to four additional years, in an amount not to exceed $100,000 annually for each consultant. All work and task orders under these agreements are restricted to the funds appropriated and available for the specific project for which the work is assigned.
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 mechanical engineering services to support maintenance and capital replacement projects for City buildings, heating ventilation air conditioning (HVAC) systems, storm and sewer pump stations and other mechanical systems in the city.
The work to be performed includes, but is not limited to: provide staff and services on an on-call, as-needed basis, provide design services for repair or replacement of mechanical systems and infrastructure within City facilities, provide the full range of mechanical engineering services including preliminary studies, renderings, drawings, specifications, estimates, scopes of work, construction administration and other professional services.
DISCUSSION
On April 23, 2020, the City issued a Request for Proposal (RFP) for on-call mechanical engineering services. To solicit the maximum number of proposals and most competitive price, the RFP was provided to the builders’ exchanges throughout the Bay Area and uploaded to the City’s website. Notices were also sent to consultants on the Public Works Department Consultant List. The proposals were due on May 12, 2020. After a period of 21 days, 10 consultants submitted proposals.
Ten proposals were received from the following firms: Allana Buick & Bers Inc.; Advance Design Consultants, Inc.; EDesignC Incorporated; Interface Engineering, Inc.; Pragmatic Professional Engineers; Salas O’Brien Engineers, Inc.; Schaaf and Wheeler Consulting Civil Engineers; Syska Hennessy Group; Wood Rodgers, Inc.; and YEI Engineers, Inc.
City staff evaluated each firm based on the ability of the firm to carry out and manage the proposed scope of work, capabilities of the consultant team members, proximity to Alameda, relevant experience, client references, and overall completeness of their proposal and project approach. Based on the results of that evaluation, staff selected four firms that would best meet the City’s needs and recommends awarding contracts to the following four consultant firms:
|
Consultant |
Location |
|
Interface Engineering, Inc. |
San Francisco, CA |
|
Pragmatic PE, Inc. |
San Jose, CA |
|
Schaaf and Wheeler Consulting Civil Engineers |
Santa Clara, CA |
|
Syska Hennessy Group |
San Francisco, CA |
Each agreement would be in an amount not-to-exceed $100,000 per year and each agreement could be extended annually up to four additional years. If the agreement were so extended, the cumulative total of each agreement would be a not to exceed amount of $500,000 (see Exhibits 1 through 4).
|
Term |
Yearly Total (Per Firm) |
Cumulative Total (Per Firm) |
|
FY20-21 |
$100,000.00 |
$500,000.00 |
|
FY21-22 |
$100,000.00 |
$500,000.00 |
|
FY22-23 |
$100,000.00 |
$500,000.00 |
|
FY23-24 |
$100,000.00 |
$500,000.00 |
|
FY24-25 |
$100,000.00 |
$500,000.00 |
Staff is concerned that if these agreements were not awarded, there would be a serious impact on staff’s ability to efficiently deliver quality capital improvement projects which the Public Works Department is dedicated to providing to the community.
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 agreement for each year will be $100,000, 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. Other than noted, there is no impact to the General Fund.
ALTERNATIVES
• Reduce the number of agreements awarded.
• Reduce the scope and amount of agreements.
• Do not award any of the agreements.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
Selection of consultants for on-call electrical engineering services is not a project as defined in the California Environmental Quality Act or its Guidelines and therefore no environmental review is required for this Council action.
CLIMATE IMPACTS
The award of these agreements will not have an effect on the climate.
RECOMMENDATION
Authorize the City Manager to execute four, five-year agreements, to Interface Engineering, Inc., Pragmatic PE, Inc., Schaaf & Wheeler Consulting Civil Engineers, and Syska Hennessy Group, respectively, for on-call mechanical engineering services in an amount not to exceed $100,000 annually for each agreement, and for a total five-year cumulative amount not to exceed $500,000 for each agreement. Approval is conditioned upon funds appropriated and available for the specific project for which the work is assigned.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval conditioned upon available funding for any requested work.
Respectfully submitted,
Erin Smith, Interim Public Works Director
By,
Scott Wikstrom, Interim Deputy Public Works Director/City Engineer
Financial Impact section reviewed,
Nancy Bronstein, Human Resources/Interim Finance Director
Exhibits:
1. Interface Engineering Agreement
2. Pragmatic PE Agreement
3. Schaaf & Wheeler Agreement
4. Syska Hennessy Agreement
cc: Eric Levitt, City Manager