REPORT TO COUNCIL
SUBJECT
Title
Award of Thirteen (13) On-Call Contracts for Engineering Support Services Totaling $7,700,000 Over a Four-Year Period and Make a Finding of California Environmental Quality Act (CEQA) Categorical Exemption (F23-171)
Report
REPORT IN BRIEF
-Approval is requested to award thirteen on-call contracts for an initial four-year period. The contracts span five (5) different categories of on-call engineering support services for the Department of Public Works. Contracts are recommended for award as follows:
- Category A - Civil Engineering and Pavement Rehabilitation:
o Bellecci in a total amount not to exceed $1,000,000
o BKF Engineers in a total amount not to exceed $1,000,000
o Wilsey Ham in a total amount not to exceed of $1,000,000
o CSG Consultants in a total amount not to exceed $1,000,000
- Category B - Civil Engineering:
o Schaaf & Wheeler in a total amount not to exceed $500,000
o Siegfried in a total amount not to exceed 500,000
o Mark Thomas & Company in a total amount not to exceed $500,000
- Category C - Pavement Rehabilitation:
o Nichols Consulting Engineers in a total amount not to exceed $500,000
- Category D - Mechanical, electrical, and plumbing (MEP):
o Advanced Design Consultants in a total amount not to exceed $400,000
o Salas O’Brien in a total amount not to exceed $400,000
- Category E - Traffic Engineering:
o Kimley Horn & Associates in a total amount not to exceed $300,000
o TJKM Transportation Consultants in a total amount not to exceed $300,000
o W-Trans in a total amount not to exceed $300,000
Approval is also requested to authorize the City Manager to increase the not-to-exceed amounts and to extend the term of each contract, for up to one additional year, with both actions subject to available budgeted funding and to modify each contract’s compensation schedule subject to negotiated pricing.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code (SMC), City Council approval is required for contracts exceeding $250,000.
Pursuant to Section 2.08.060 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a request for proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process.
Pursuant to Section 2.08.110(c) of the Sunnyvale Municipal Code, formal competitive bids or proposals received after the deadline for receipt of bids shall not be accepted and shall be returned to the bidder unopened unless necessary for identification purposes.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b) as it has no potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
Staff regularly uses on-call contracts with engineering consulting firms as an opportunity to short-list and provide a streamlined process for selecting consultants. These consultants support the implementation of new capital improvement projects that are scheduled to begin.
A request for qualification (RFQL) process was utilized to solicit statement of qualifications (SOQ) submittals from qualified consultants for engineering services. Due to the varied and specialized nature of the potential design work for capital improvement projects within the Department of Public Works (DPW), SOQs were requested in the following four categories: MEP (mechanical, electrical and plumbing), civil engineering, pavement rehabilitation, and traffic engineering.
The RFQL was advertised on the City’s DemandStar public procurement network on July 25, 2023, with 68 consultants requesting bid documents. Thirteen responsive proposals were received on August 22, from Bellecci, BKF Engineers, Wilsey Ham, CSG Consultants, Schaaf & Wheeler, Siegfried, Mark Thomas & Company, Nichols Consulting Engineers, Advanced Design Consultants, Salas O’Brien, Kimley Horn & Associates, TJKM Transportation Consultants, and W-Trans.
SOQs were reviewed and ranked by an evaluation team consisting of engineering staff from DPW. The SOQs were evaluated on their qualifications, experience and the potential staff that may assist with future projects.
Staff is recommending an initial four-year term contract, with the option to extend up to one (1) additional one (1) year period depending on need, pricing, service and available funding. Contract values were determined based on award of an estimated one to three projects and miscellaneous services needed during the contract term.
|
Firm Name |
Category |
Not to Exceed Amount |
|
Bellecci |
Civil Engineering & Pavement Rehab. |
$1,000,000 |
|
BKF Engineers |
Civil Engineering & Pavement Rehab. |
$1,000,000 |
|
Wilsey Ham |
Civil Engineering & Pavement Rehab. |
$1,000,000 |
|
CSG Consultants |
Civil Engineering & Pavement Rehab. |
$1,000,000 |
|
Schaaf & Wheeler |
Civil Engineering |
$500,000 |
|
Siegfried |
Civil Engineering |
$500,000 |
|
Mark Thomas & Company |
Civil Engineering |
$500,000 |
|
Nichols Consulting Engineers |
Pavement Rehabilitation |
$500,000 |
|
Advanced Design Consultants |
MEP (Mechanical, Electrical, Plumbing) |
$400,000 |
|
Salas O’Brien |
MEP (Mechanical, Electrical, Plumbing) |
$400,000 |
|
Kimley Horn & Associates |
Traffic Engineering |
$300,000 |
|
TJKM Transportation Consultants |
Traffic Engineering |
$300,000 |
|
W-Trans |
Traffic Engineering |
$300,000 |
FISCAL IMPACT
Services for these on-call contracts will be billed directly against project budgets or through the Project Administration Operating Program in DPW, as appropriate. Thus, there will be no fiscal impact beyond what has already been budgeted in the Capital Improvement Budget.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Award thirteen (13) four-year on-call engineering support services contracts in substantially the same form as Attachments 1 through 13 to the report to: Bellecci in a total amount not to exceed of $1,000,000; BKF Engineers in a total amount not to exceed $1,000,000; Wilsey Ham in a total amount not to exceed $1,000,000; CSG Consultants in a total amount not to exceed $1,000,000; Schaaf & Wheeler In a total amount not to exceed $500,000; Siegfried in a total amount not to exceed $500,000; Mark Thomas & Company in a total amount not to exceed $500,000; Nichols Consulting Engineers in a total amount not to exceed $500,000; Advanced Design Consultants in a total amount not to exceed $400,000; Salas O’Brien in a total amount not to exceed $400,000; Kimley Horn & Associates in a total amount not to exceed $300,000; TJKM Transportation Consultants in a total amount not to exceed $300,000; and W-Trans in a total amount not to exceed $300,000
- Authorize the City Manager to execute the contracts when all necessary conditions have been met;
- Authorize the City Manager to increase the contracts up to the budgeted amount;
- Authorize the City Manager to Extend the term of each contract for up to one (1) additional one (1) year period based upon available funding, need, acceptable pricing and service;
- Authorize the City Manager to modify each contract’s compensation schedule subject to negotiated pricing; and
- Finding of California Environmental Quality Act (CEQA) Categorical exemption pursuant to CEQA Guidelines Section 15378 (a).
Staff
Prepared by: Lisa Vo, Principal Buyer
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement - Belleci
2. Draft Consultant Services Agreement - BKF Engineers
3. Draft Consultant Services Agreement - Wilsey Ham
4. Draft Consultant Services Agreement - CSG Consultants
5. Draft Consultant Services Agreement - Schaaf & Wheeler
6. Draft Consultant Services Agreement - Siegfried
7. Draft Consultant Services Agreement - Mark Thomas & Company
8. Draft Consultant Services Agreement - Nichols Consulting Engineers
9. Draft Consultant Services Agreement - Advanced Design Consultants
10. Draft Consultant Services Agreement - Salas O’Brien
11. Draft Consultant Services Agreement - Kimley Horn & Associates
12. Draft Consultant Services Agreement - TJKM Transportation Consultants
13. Draft Consultant Services Agreement - W-Trans