Title
Recommendation to Authorize the City Manager to Execute Four, Five-Year Agreements in the Amount of $150,000 Each per Fiscal Year to Bellecci & Associates, BKF Engineers, Kier + Wright, and Sandis for On-Call Land Surveyor Services for a Total Cumulative Amount Not to Exceed $750,000 For Each Agreement. (Public Works 31041520)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The purpose of this report is to authorize approval of four separate agreements for on-call consultant services related to land surveyor services for $150,000 each per fiscal year, per consultant, for a three-year term with up to two, one-year extensions. 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 land surveyor services for land development projects and repair and replacement of City infrastructure.
The work to be performed includes, but is not limited to: provide the full range of land surveyor services including aerial mapping and photogrammetry, America Land Title Association (ALTA) Surveys, as-built surveys, boundary surveys, construction staking, final map review, final mapping, flood certifications, lot line adjustments/lot mergers, pothole of existing utilities, preparation of legal descriptions, provision of title reports, record of survey mapping/corner records, research of existing utilities information or base maps, right-of-way/appraisal mapping, and topographic design surveys.
DISCUSSION
On May 6, 2021, the City issued a Request for Proposal (RFP) for on-call land surveyor 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 27, 2021. After a period of 22 days, eight consultants submitted proposals.
The eight proposals were received from the following firms: Bellecci & Associates, BKF Engineers, CSW/Stuber-Stroeh Engineering Group, F3 & Associates, Kier + Wright, MNS Engineers, Sandis, and Wilsey Ham.
City staff reviewed each firm based on the proposal packages submitted. The proposals were evaluated 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, 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 consultant firms:
|
Consultant |
Location |
|
Bellecci & Associates |
Concord, CA |
|
BKF Engineers |
Oakland, CA |
|
Kier + Wright |
Livermore, CA |
|
Sandis |
Oakland, CA |
Each agreement would be in an amount not-to-exceed $150,000 per fiscal year for a total of five years bringing the cumulative total of each agreement to a not to exceed amount of $750,000 (see Exhibits 1 through 4).
|
Term |
Yearly Total (Per Firm) |
Cumulative Total (Per Firm) |
|
FY 2021-22 |
$150,000 |
$150,000 |
|
FY 2022-23 |
$150,000 |
$300,000 |
|
FY 2023-24 |
$150,000 |
$450,000 |
|
FY 2024-25 |
$150,000 |
$600,000 |
|
FY 2024-25 |
$150,000 |
$750,000 |
FINANCIAL IMPACT
Funding of each work order will be from the Capital Improvement Program or land development project for which the land surveyor services are provided. The total budget for each contract for each fiscal year will be $150,000, 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.
ALTERNATIVES
• Award the four agreements, as proposed.
• Reduce the number of agreements and/or authorized amount of each agreement.
• Do not award any of the agreements. Not awarding any agreements would impact staff’s ability to efficiently delivery quality capital projects to support the City.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACTS
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute four, five-year agreements in the amount of $150,000 each per fiscal year to Bellecci & Associates, BKF Engineers, Kier + Wright, and Sandis for on-call land surveyor services for a total cumulative amount not to exceed $750,000 each agreement.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval. These contracts are for an amount not to exceed $150,000 annually and are a not to exceed for work completed on an on-call basis.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Robert Vance, Supervising Civil Engineer
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Bellecci & Associates Agreement
2. BKF Engineers Agreement
3. Kier + Wright Agreement
4. Sandis Agreement
cc: Eric Levitt, City Manager