That the City Council:
A.  Approve and authorize the City Manager to execute agreements with (1) JMDiaz, Inc., (2) KOA Corporation, (3) Willdan Engineering for On-Call Professional Engineering, Construction Management, and Inspection Services for Fiscal Year 2023-2024 through Fiscal Year 2025-2026; and,

B.  Authorize staff to issue purchase orders to (1) JMDiaz, Inc., (2) KOA Corporation, (3) Willdan Engineering, for Fiscal Year 2023-2024 through Fiscal Year 2025-2026, for a not-to-exceed amount of $450,000 per consultant, per fiscal year.

In January 2023, staff issued a Request for Proposals (RFP) to provide on-call professional engineering, construction management, and inspection services to replace the current on-call contracts that are set to expire on June 30, 2023.  The scope of the services listed in the RFP include, but are not limited to, the following: provide as-needed engineering design and administration services, utilities research, perform topographic survey, geotechnical investigation, drainage analysis, prepare construction plans, specifications, and estimates, perform as-needed construction management and inspection services for various CIP projects.

On February 16, 2023, ten (10) firms responded to the RFP.  An Evaluation Committee consisting of staff from the Public Works Department evaluated and scored the proposals as follows:
 

The top three firms, JMDiaz, Inc., KOA Corporation, and Willdan Engineering have significant staff experience in the provision of engineering services as described in the RFP. The two top scoring firms have been providing on-call design, construction management and inspection services to the City for the past five years and staff have been satisfied with their services. The third, Willdan Engineering, has demonstrated its qualifications on project specific work performed for the City in the past. Staff also contacted their references, who indicated satisfaction with the services rendered by Willdan Engineering.

The City's Capital Improvement Program in Fiscal Year (FY) 2023-2024 is projected to include the design and construction of eighty-nine (89) projects with an estimated total budget of $61 million. In anticipation of the high volume of projects that City staff will be working on over the next several years, staff recommends that the City Council award contracts to JMDiaz, Inc., KOA Corporation, and Willdan Engineering to provide professional engineering support to help facilitate the completion of these projects. 

If approved by City Council, the term of the Agreements will be for three (3) years starting July 1, 2023, and ending on June 30, 2026. The City, at its discretion, can extend the term of the Agreements for two additional one-year extensions.

The cost of professional engineering, architectural and inspection services, along with other related consulting services, are generally programmed into Capital Improvement Projects on an "as needed" basis.  Funding for these services are then included in the respective budget for each individual project, with funding coming from the sources that fund the projects themselves.  Staff recommends establishing an as-needed maximum annual total of $1,350,000 in funding capacity for the three qualified firms as part of the on-call professional engineering, construction management, and inspection services for Fiscal Year 2023-2024 through Fiscal Year 2025-2026, in an amount not to exceed $450,000 per consultant, per fiscal year, through the three-year term of the Agreements.