9.C.
City Council Meeting - FINAL
- Meeting Date:
- 04/19/2016
- From:
- Patrick Brown, Senior Procurement Specialist
Information
TITLE:
Consideration and Approval of Contract: Citywide Professional On-call Consulting Services: Architecture, Landscape Architecture, Engineering, Geotechnical and Survey.
RECOMMENDED ACTION:
1) Approve the fifteen (15) On-Call Professional Services contracts for the following firms and disciplines:
Architecture: Johnson Walzer Associates and Loven Contracting
Landscape Architecture: The WLB Group and Kimley-Horn
Engineering: Civil Design Engineers, Peak Engineering, Plateau Engineering, Shephard Wesnitzer Inc., Turner Engineering, The WLB Group and Woodson Engineering
Geotechnical: Speedie and Associates, and Western Technologies
Survey: Shephard Wesnitzer Inc. and Woodson Engineering
2) Authorize the City Manager to execute the necessary documents.
Executive Summary:
The On-call consulting services contracts allow for continued consolidation of the design and construction delivery schedules of City projects. Due to annual escalation in labor and material costs, compression of delivery schedules can play an important role in managing limited budgets.
The term of the contracts for all disciplines is for three (3) consecutive years, with two (2) additional one year optional renewals thereafter.
The term of the contracts for all disciplines is for three (3) consecutive years, with two (2) additional one year optional renewals thereafter.
Financial Impact:
No immediate financial impact. Costs will be expended from budgets already approved and allocated to individual projects by Council. Each contractor's pricing schedule is on file with the Purchasing Division and will be incorporated as part of each contractor's contract. Pricing varies among contractors.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
Yes.
In December 2010, council approved twenty-two (22) Professional On-Call Services contracts for the same disciplines.
In December 2010, council approved twenty-two (22) Professional On-Call Services contracts for the same disciplines.
Options and Alternatives:
- Approve the contracts with the firms in all disciplines as presented.
- Approve a smaller number of contracts overall or by discipline.
- Reject the On-Call Professional Services contracts, and solicit for individual contracts on an as needed basis.
Background/History:
The City of Flagstaff manages a significant number of capital projects, which span the spectrum of size and complexity from small improvement projects to multi-million dollar infrastructure projects.
Over the past 5 years, Capital Improvements, Utilities, Flagstaff Metropolitan Planning Organization, and Public Works have awarded over thirty (30) task orders utilizing these contracts. Through the use of these contracts, all City departments were able to manage multi-project and work programs in a more time efficient manner.
While the use of the previous Professional On-Call Services contracts proved to be a valuable tool, not all contracts were fully utilized. As a result, the number of contracts to be awarded in this solicitation was scaled back from 22 to 15 for better utilization.
In September 2015, the City solicited a Requests for Qualifications (RSOQ) for On-Call Professional Consultant Services in five (5) discipline areas, Architecture; Landscape Architecture; Engineering; Geotechnical; and Surveying. On November 4, 2015, the City received a total of 59 statements from 53 respondents. An evaluation committee was formed consisting of six (6) members, including two members outside of City employment, all having experience working in or with these professional services. Due to the extremely large response, the committee spent four and a half (4-1/2) months, early November 2015 through the late March 2016, evaluating all proposals.
Over the past 5 years, Capital Improvements, Utilities, Flagstaff Metropolitan Planning Organization, and Public Works have awarded over thirty (30) task orders utilizing these contracts. Through the use of these contracts, all City departments were able to manage multi-project and work programs in a more time efficient manner.
While the use of the previous Professional On-Call Services contracts proved to be a valuable tool, not all contracts were fully utilized. As a result, the number of contracts to be awarded in this solicitation was scaled back from 22 to 15 for better utilization.
In September 2015, the City solicited a Requests for Qualifications (RSOQ) for On-Call Professional Consultant Services in five (5) discipline areas, Architecture; Landscape Architecture; Engineering; Geotechnical; and Surveying. On November 4, 2015, the City received a total of 59 statements from 53 respondents. An evaluation committee was formed consisting of six (6) members, including two members outside of City employment, all having experience working in or with these professional services. Due to the extremely large response, the committee spent four and a half (4-1/2) months, early November 2015 through the late March 2016, evaluating all proposals.
Key Considerations:
On-Call Professional Service Contracts save time and money for all parties involved. The consultants are relieved of many hours of proposal preparation and interview time, along with related expenses. The City saves the cost of multiple legal advertisements, and the staff time and related expenses involved in individually advertising and selecting consultants for each separate project. On-Call Service Contracts are specifically addressed and authorized by the Arizona Revised Statues and they adhere to current City of Flagstaff procurement standards.
Expanded Financial Considerations:
Scope of Work, schedules, and task-specific fee proposals for Task Order amendments will be formulated on an as needed basis. Task Order amendments associated with these contracts will be charged directly to specific projects and their individual budgets. All Task Order amendments will be reviewed and approved by Division and/or Department heads prior to execution.
Community Benefits and Considerations:
All projects undertaken by the City have a direct or indirect impact on the quality of life enjoyed by the citizens of Flagstaff. Utilization of On-Call Consultants offers the primary advantage of expedited project delivery that will bring the project to fruition for the community's benefit faster and with less total project costs.
Community Involvement:
N/A
Expanded Options and Alternatives:
- Approve the contracts with the firms in all disciplines as presented. This will allow staff to continue delivering projects in a more timely and efficient manner.
- Approve a smaller number of contracts overall or by discipline. This will limit the number of projects staff will be able to deliver in a timely and efficient manner.
- Reject the On-Call Professional Services contracts, and solicit for individual contracts on an as needed basis. This will result in staff adding more time to the delivery of projects.