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RESOLUTION NO. 2017-178 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENTS WITH KIMLEY-HORN AND ASSOCIATES, INC.; NV5, INC.; RICK ENGINEERING COMPANY; AND T.Y. LIN INTERNATIONAL FOR CIVIL ENGINEERING CONSULTING SERVICES FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS AND OTHER CITY PROJECTS
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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 with general civil engineering services. On call consultants would provide timely, as needed, civil engineering services.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The Project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act State Guidelines.
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Environmental Determination
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines. Thus, no further environmental review is required.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
BACKGROUND
The Engineering and Capital Projects staff manages the preliminary engineering, design and delivery of the city’s CIP projects.
JUSTIFICATION FOR ON-CALL CONSULTANTS
It is critical that the civil engineering work for existing and future CIP projects be performed in a timely manner so that project delivery is not delayed. Therefore, it would be more efficient to secure the assistance of general civil engineer consultant teams on an as-needed basis for the following reasons:
1. On a typical fiscal year, the Engineering and Capital Projects Department is responsible for about $21 million of CIP projects. Due to increase in funding associated with Measure P, the current fiscal year’s CIP exceeds $90 million.
2. With the passage of Senate Bill 1 (SB1), new Road Maintenance and Rehabilitation Account (RMRA) funds will also be available for new CIPs beginning on November 1, 2017.
3. Staff anticipates that the increased pace of CIP projects will continue for the next few years. Some of the large CIP projects include various disciplines such as Drainage, Pavement, Traffic, and Wastewater.
4. The City made commitments to deliver infrastructure improvements for failed infrastructure throughout Chula Vista that will take significant effort to plan, fund, and construct.
5. Consultants will be able to assist with project delivery when workload exceeds existing staffing levels.
The use of outside consultants to provide technical assistance for the short-term needs is a more efficient way to handle the additional work staff anticipates.
SCOPE OF WORK
Typical services that the City may require during the planning, design, and construction phases of CIP projects will involve general civil engineering tasks such as:
- Cost estimates
- Drafting
- Engineering studies
- Flow metering
- Improvement plans
- Master Plans
- Processing
- Rate case studies
The proposed contracts include/require the following:
A. General civil engineering services for projects before, during, and after construction operations. The number and scope of such projects will vary from year to-year.
B. Personnel that are experienced in all areas of Civil Engineering are required to satisfy the Consultant contract and possess knowledge of City codes, procedures and regulations.
C. Use of software and methodology that is approved by the City.
D. Provide the City all original field notes, data, reports, records, etc. of field and office tasks. Further, the Consultant shall maintain copies of all records related to the project tasks performed for a period of five years.
E. Provide the city with all digital files for each project Civil 3D format (AutoCAD), and digital photos and all other records or material related to each project.
F. Billing forms and procedures acceptable to the City.
CONSULTANT SELECTION PROCESS
In June, 2017, the City of Chula Vista issued an RFP to secure General Civil Engineering Consulting Services for various programs and CIP projects. Thirteen consultant teams responded to the RFP.
It is anticipated that the contract amount for these services will be in excess of $50,000. In accordance with City ordinances and policies, the Director of Public Works assigned staff to act as a selection committee to evaluate the proposals and prepare a list ranking the responding firms.
The selection committee evaluated and ranked the proposals. The ranking was based on an evaluation criteria that included the following: the consultant's experience, the capacity to perform the work, the quality of the management team, quality and relevancy of sub-consultants, the grasp of the project requirements, responsiveness to the scope of work, the quality and clarity of the proposal, familiarity with the local area and the cost proposal.
Seven teams were selected for interviews in July 2017:
1. Dokken Engineering - San Diego, CA
2. Harris & Associates - San Diego, CA
3. Kimley-Horn and Associates, Inc. - San Diego, CA
4. Michael Baker International - Carlsbad, CA
5. NV5, Inc. - San Diego, CA
6. Rick Engineering Company - San Diego, CA
7. T.Y. Lin International - San Diego, CA
Upon the conclusion of the consultant interviews and deliberations by the consultant selection committee, the committee selected Kimley-Horn and Associates, NV5, Inc., Rick Engineering, and T.Y. Lin International as the four top ranking teams. Fee schedules and contract details have been successfully negotiated with the teams (prime and the sub-consultants).
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 Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
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.
CURRENT YEAR FISCAL IMPACT
All fees for Consultant's services will be paid from funds already allocated for CIP or development funded projects. Each Consultant team may work on several CIP projects of varying size and complexity. The two year contract will be eligible for two one-year extensions upon mutual agreement. Should the need arise to contract for consultant services, the costs associated with delivering a project could increase as staff’s oversight would be required in addition to the consultant fees.
ONGOING FISCAL IMPACT
None
ATTACHMENTS
1. Agreement between the City of Chula Vista and Kimley-Horn and Associates to provide Engineering and Consulting Services
2. Agreement between the City of Chula Vista and NV5, Inc. to provide Engineering and Consulting Services
3. Agreement between the City of Chula Vista and Rick Engineering to provide Engineering and Consulting Services
4. Agreement between the City of Chula Vista and T.Y. Lin International to provide Engineering and Consulting Services.
Staff Contact: Roberto Yano, Senior Civil Engineer