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RESOLUTION NO. 2016-043 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENTS WITH BWE, INC.; DOKKEN ENGINEERING, INC.; AND PSOMAS FOR PROFESSIONAL LAND SURVEYING CONSULTING SERVICES REQUIRED FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS AND OTHER CITY PROJECTS DURING THE DESIGN AND CONSTRUCTION PHASES
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
City staff has identified the need to enlist qualified consultants from time-to-time to assist City Land Survey Staff. On-call survey personnel would provide timely, as-needed services in the event that an urgent need arises and existing City Land Survey Staff is committed to other time-sensitive assignments.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c) (3) no environmental review is required.
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Environmental Determination
The Director of Development Services has reviewed the action for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required. Although no environmental review is required at this time, it shall be conducted prior to the agency’s approval of any future project specific actions.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
Currently, the Land Survey Section consists of two and a half (2.5) full time staff, augmented on an as-needed basis by the services of three (3) on-call survey consultants. The Land Survey Section provides land surveying services for general maintenance, CIP, and Land Development projects, including, but not limited to:
• Maintaining the City’s first order control network,
• Topographic surveys for engineering design and map drafting,
• Subdivision, Parcel Map, and Lot Line Adjustment checking for new land development projects,
• Monument inspection for new land development projects,
• Control surveys, both conventional and GPS, including calculations and map preparation,
• Construction staking and preparation of staking calculations,
• Monument preservation and preparation of Corner Records and/or Records of Survey
• Response to dig alerts for City projects and emergency repairs.
JUSTIFICATION FOR ON-CALL CONSULTANTS
Staff has determined that it is necessary to secure the assistance of land surveying consultants on an as-needed basis, rather than hiring additional staff, for the following reasons:
1. It is critical that right of way engineering, topographic surveys, monument preservation, and construction surveying work for existing and future CIP Projects be performed in a timely manner to avoid project and construction delays.
2. Through the acquisition and implementation of technological land survey equipment, Land Survey Staff has achieved exceptional efficiency while not compromising accuracy. Although Land Survey Staff has become significantly more efficient, assistance is occasionally needed during periods of high volume land surveying requests and emergencies.
CONSULTANT SELECTION PROCESS
The contract amount for these services is anticipated to be in excess of $50,000. Therefore, Staff followed the procurement procedures outlined in City Council Policy and in Chula Vista Municipal Code Section 2.56.
In October 2015, a Request for Proposals (RFP) was issued. Proposals were received on November 4, 2015 from the following eight (8) consulting firms qualified to provide professional land surveying services:
• BWE, Inc.
• Dokken Engineering, Inc.
• Hale Engineering & Surveying, Inc.
• Henkels & McCoy, Inc.
• O’Day Consultants, Inc.
• PSOMAS
• Rick Engineering Company
• Towill, Inc.
A Selection Committee of City Staff evaluated the proposals received and short-listed six (6) Consultants for interviews in December 2015. The Selection Committee evaluated the Consultants based on both their proposals and interviews using the following criteria:
• Experience
• Capacity to perform the required scope of services
• Quality of management team
• Grasp and understanding of the scope of services required
• Responsiveness of proposals to the required scope of work
• Quality and clarity of proposal
• Familiarity with the local area
• Cost proposal
The following three (3) firms are recommended by the Selection Committee:
• BWE, Inc. - San Diego, CA
• Dokken Engineering, Inc. - San Diego, CA
• PSOMAS - San Diego, CA
Fee schedules and contract details have been successfully negotiated with all three (3) Consultants.
The contracts will have a minimum term of two (2) years, with the City holding the option to extend the term of the contracts up to an additional two (2) years. The terms of each contract are such that the cumulative compensation for services rendered shall not exceed $500,000 to each consultant. Additionally, the actual cumulative compensation for all three (3) consultants combined will not exceed $500,000, regardless of the length of contract term(s). This will allow staff the flexibility to procure the consultant(s) that will best provide the most cost-effective option for the needed services. .
SCOPE OF SERVICES
Typical services that the City may require during the planning, design, and construction phases of CIP projects may involve field and office land surveying tasks, including:
• Monument Preservation, including research, tie outs, resets, and preparation of Corner Records and/or Records of Survey,
• Right of Way Determination,
• Preparation of acquisition documents,
• Control surveys, both conventional and GPS, including calculations and map preparation,
• Topographic field surveys and map drafting,
• Monument Inspection for new land development projects, and
• Construction staking, including field staking and preparation of staking calculations.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in California Code of Regulations section 18704.2(a)(1) is not applicable to this decision.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. The use of professional land surveying consultants supports the Strong and Secure Neighborhoods goal in that it aids staff in the preservation and restoration of City infrastructure through the successful completion of the City’s CIP projects.
CURRENT YEAR FISCAL IMPACT
The approval of this resolution will result in no impact to the General Fund. All funding for Consultant’s services will be funded from CIP projects.
ONGOING FISCAL IMPACT
None.
ATTACHMENTS
Agreements with BWE, Inc., Dokken Engineering, Inc., and PSOMAS for Professional Land Surveying Consulting Services
Staff Contact: Alan Reyes, Associate Civil Engineer, Public Works-Engineering