7.E.
City Council Meeting - FINAL
- Meeting Date:
- 06/17/2025
- Co-Submitter:
- Emily Markel
- From:
- Mac McNamara, Water Services Section Director
TITLE:
Consideration and Approval of Contract: Fifteen On-Call Professional Services Contracts to Support the Water Services Division - Engineering: Water Systems, Wastewater Systems, and Water Resources Planning Services.
STAFF RECOMMENDED ACTION:
- Approve Fifteen On-Call Professional Service Contracts to Support the Water Services Division:
- Engineering Water Systems: Ardurra Flagstaff, Carollo Engineers, Hazen & Sawyer, Stantec, Water Works Engineers
- Engineering Wastewater Systems: Ardurra Flagstaff, Carollo Engineers, Hazen & Sawyer, Stantec, Water Works Engineers
- Engineering Water Resources Planning: Carollo Engineers, Errol L. Montgomery & Associates, Hazen & Sawyer, LRE Water, Matrix New World
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The City of Flagstaff currently hires engineering consultants from an On-Call list to provide professional engineering services for a series of water, wastewater system improvements and water resources planning at various locations. The existing on-call contracts have expired and the City conducted a solicitation through a Request for Statement of Qualifications for engineering firms to provide these services. This On-Call list of engineering firms serves to pre-qualify a list of firms that the City can quickly utilize when issues arise in operations or there is a need for engineering services. This On-Call list saves valuable time in delivering projects and does not exceed $100,000 in total design costs. Staff will utilize the annual expenditure cap of $500,000 per firm and discipline as prescribed by the Arizona Revised Statutes.
In lieu of attaching 15 separate contracts representing each firm, a sample On-Call Professional Services Contract is attached to the staff summary that will be used for each of the firms upon approval by the City Council. The term of the contract for each firm in all discipline areas is for three (3) consecutive years, with two (2) additional one-year optional renewals thereafter.
In lieu of attaching 15 separate contracts representing each firm, a sample On-Call Professional Services Contract is attached to the staff summary that will be used for each of the firms upon approval by the City Council. The term of the contract for each firm in all discipline areas is for three (3) consecutive years, with two (2) additional one-year optional renewals thereafter.
Financial Impact:
There is no immediate financial impact. The costs for the on-call services will be expended from the Water Services Department capital improvement and operational capital budgets already approved by the City Council and allocated to each individual project as it arises. Each firm's pricing schedule varies for the service provided, is on file with the Purchasing Section and will be incorporated as part of the fifteen On-Call Professional Service Contracts.
Policy Impact:
N/A
Previous Council Decision or Community Discussion:
N/A
Options and Alternatives to Recommended Action:
- Approve the Fifteen On-Call Professional Services Contracts to Support the Water Services Division - Engineering: Water Systems, Wastewater Systems, and Water Resources Planning Services; or
- Approve a smaller number of contracts overall or by discipline; or
- Reject the On-Call Professional Services Contracts and solicit for each individual capital project related to the Water Services Division on an as-needed basis.
Background and History:
The City of Flagstaff Water Services Division previously hired engineering consultants that specialize in water systems, wastewater systems, and water resources planning services from the On-Call professional services contract. The existing professional services contracts expired in 2024.
In November 2024, the City solicited a Request for Statement of Qualifications (RSOQ) for On-Call Professional Engineering Consulting Services in three discipline areas; Water Systems, Wastewater Systems, and Water Resources Planning Services. On December 6th, 2024 the City received a total of 17 firms submitting in three of the discipline areas. Three evaluation committees were formed consisting of 5 members, including one member outside of City employment, all having experience working in or with these specialized professional services. The evaluation process reviewed each company's submission with respect to their project team, personnel, experience in the discipline, project approach, response time and any added value knowledge of the City's existing treatment plants. Pursuant to the overall aggregated scoring of the evaluation committee, the top candidates were identified and are being recommended to council for an award. Attached is the summarization of the overall scoring.
In alphabetical order:
Water Sytems: Arddurra – 681, Burgess & Niple – 546, Carollo – 672, CDM Smith – 567, Civiltec – 514, Enterprise – 461, Hazen & Sawyer – 613, Kimley-Horn – 549, Matrix New World – 521, Stantec – 619, Water Works – 609, Wilson – 553
Wastewater Systems: Ardurra – 654, Black & Veatch – 579, Burgess & Niple – 538, Carollo – 641, CDM Smith – 578, Enterprise – 389, Hazen & Sawyer – 639, HDR – 579, Kimley-Horn – 553, Stantec – 595, Water Works – 624, Wilson – 522
Water Resources Planning: Arizona Water Buffalo – 554, Carollo – 555, Errol Montgomery - 639, Hazen & Sawyer – 597, LRE Water WRP – 581, Matrix New World - 634
In November 2024, the City solicited a Request for Statement of Qualifications (RSOQ) for On-Call Professional Engineering Consulting Services in three discipline areas; Water Systems, Wastewater Systems, and Water Resources Planning Services. On December 6th, 2024 the City received a total of 17 firms submitting in three of the discipline areas. Three evaluation committees were formed consisting of 5 members, including one member outside of City employment, all having experience working in or with these specialized professional services. The evaluation process reviewed each company's submission with respect to their project team, personnel, experience in the discipline, project approach, response time and any added value knowledge of the City's existing treatment plants. Pursuant to the overall aggregated scoring of the evaluation committee, the top candidates were identified and are being recommended to council for an award. Attached is the summarization of the overall scoring.
In alphabetical order:
Water Sytems: Arddurra – 681, Burgess & Niple – 546, Carollo – 672, CDM Smith – 567, Civiltec – 514, Enterprise – 461, Hazen & Sawyer – 613, Kimley-Horn – 549, Matrix New World – 521, Stantec – 619, Water Works – 609, Wilson – 553
Wastewater Systems: Ardurra – 654, Black & Veatch – 579, Burgess & Niple – 538, Carollo – 641, CDM Smith – 578, Enterprise – 389, Hazen & Sawyer – 639, HDR – 579, Kimley-Horn – 553, Stantec – 595, Water Works – 624, Wilson – 522
Water Resources Planning: Arizona Water Buffalo – 554, Carollo – 555, Errol Montgomery - 639, Hazen & Sawyer – 597, LRE Water WRP – 581, Matrix New World - 634
Connection to PBB Priorities and Objectives:
Sustainable and Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well-maintained infrastructure system.
Connection to Regional Plan:
Policy WR.2.2. Maintain and develop facilities to provide reliable, sae, and cost-effective water, wastewater, and reclaimed water services.
Connection to Carbon Neutrality Plan:
WS-1 Improve water infrastructure and expand water reuse.
Connection to 10-Year Housing Plan:
N/A
Connection to Division Specific Plan:
The fifteen On-Call Professional Services Contracts will allow the Water Services Division to more efficiently deliver the Capital Improvements Plan and meet timely operational needs as they arise.