Consideration and Approval of Contract:  Citywide On-Call Professional Services Contracts: Architecture, Landscape Architecture, Engineering, Geotechnical and Survey.

1. Approve the fifteen (15) On-Call Professional Services Contracts for the following firms and disciplines:
   • Architecture: Loven Contracting, Johnson Walzer Associates and GLHN
   • Landscape Architecture: The WLB Group, Kimley-Horn and Logan Simpson
   • Geotechnical: Speedie and Associates, and Western Technologies
   • Engineering: Peak Engineering, The WLB Group, Shephard Wesnitzer, Woodson Engineering, WSP, J.E. Fuller and Burgess & Niple
   • Survey: Shephard Wesnitzer Inc. and Woodson Engineering
2. Authorize the City Manager to execute the necessary documents.

The On-Call Professional 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 On-Call Professional Contracts for all disciplines is for three (3) consecutive years, with two (2) additional one (1) year optional renewals thereafter.

There is no immediate financial impact from adopting the On-Call Professional Services Contracts. The costs will be expended from budgets already approved and allocated to individual projects by Council. Each firm's pricing schedule is on file with the Purchasing Division and will be incorporated as part of each of the firm's contracts. However, pricing will vary among firms.

Priority Based Budget Key Community Priorities and Objectives

• Provide public safety with the resources, staff, and training to respond to community needs 
• Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices

Carbon Neutrality Plan

Yes. In April 2016, council approved fifteen (15) Professional On-Call Services contracts for the same disciplines.

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 five (5) years, Capital Improvements, Water Services, and Public Works have awarded more thirty (30) task orders utilizing these contracts. Through the use of these On-Call Professional Services Contracts, all City divisions were able to manage multi-project and work programs in a more time efficient manner. Recently, the Professional Services On-Call Contracts played valuable roles in emergency operations. These contracts allowed our emergency operations teams a quick resource for engineering water flow and flood planning. 

On December 8, 2021, the Purchasing Division solicited a Requests for Qualifications (RSOQ) for On-Call Professional Services Contracts in five (5) discipline areas, Architecture; Landscape Architecture; Engineering; Geotechnical; and Surveying. Purchasing posted the solicitation on the City's PlanetBids bidding website, and advertised the opportunity in the AZ Daily Sun on December 12 and 19, 2021. On January 22, 2022, the City received a total of 37 statements from 34 firms. An evaluation committee was formed consisting of seven (7) members, including one member not employed by the City. Each of these evaluators have experience working in or with these professional services. Due to the extremely large response, the evaluation committee spent four and a half (4-1/2) months (early February 2022 through the late May 2022) evaluating all proposals.

On-Call Professional Services Contracts save time and money for all parties involved. The firms 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 firms for each separate project. On-Call Professional Services Contracts are specifically addressed and authorized by the Arizona Revised Statues and they adhere to current City of Flagstaff procurement standards.

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.

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 Professional Services Contracts 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.