Consider Establishment of a Consultant Pool for Overflow Engineering Services

In the recent past Council has directed staff to prepare request for proposals (RFP's) for various improvement projects; ranging from water studies, park planning, transportation, and design, as a means of "testing the market" to ensure we are always receiving the best value.  These RFP's usually entail specialized work that is outside the expertise of City staff, but other times it is necessary to seek assistance in an effort to meet project deadlines.  Staff went before the Public Works Committee in February of 2011 to discuss a process of distributing an RFP to solicit professional engineering services, with the intent of developing a consultant pool for overflow and specialized technical services.  Initiating a City consultant pool would allow the engineering department to streamline its operations by selecting qualified firms for overflow municipal engineering work similar to how we currently handle geotechnical engineering.

During the engineering department reorganization in the fall of 2010 one engineering position was eliminated and additional dollars (total of $31,500) were budgeted for miscellaneous professional services to cover the historic specialty needs, and any overflow work such as drafting to assist the department in project delivery.  Staff would work within the confines of this budgeted item and the current City purchasing policy for any intended consulting services.  If higher cost, high profile projects are initiated during the term of this consultant pool we would seek direction from the Council prior to approving any consulted services.

Handling consulting services by issuing a single RFP and developing a pool gives staff some discretion to manage our workload in an efficient manner.  We are specifically looking for general municipal engineering assistance (traffic, street and utility design, feasibility studies, etc.), AutoCAD drafting and design for plan preparation and exhibit creation, acquisition and finance assistance, structural analysis, and registered land surveying services.  Other areas of technical expertise include electrical/mechanical, environmental services, water/wastewater, and landscaping/urban design.  By establishing a well-rounded all-encompassing pool of consultants we will have the ability to handle all technical matters that presents themselves, and eliminate the time consuming RFP process for each individual project that may come up.

The intent of creating a pool allows for a more streamlined process for project delivery, establishes flexibility for staff to call on the specific expertise they need in an efficient manner, and allows relationships to be built with consulting firms for project continuity within the City over time.  The PW Committee agreed with this approach and requested the consultant pool be established with 3-5 firms for a 3 year term, and Council ratified that decision on March 8, 2011.

A total of 17 RFP's were distributed to select consultants on May 5, 2011, and 14 responses were received.  There were several excellent proposals submitted, and they were evaluated to ensure adequate coverage in all technical areas.  Based upon the anticipated workload in the coming years it was difficult to justify retaining a firm that was only proposing in one specific area of expertise, so the proposals were reduced down to field of 6 qualified candidates for interviews and further consideration.  Interviews were conducted on June 30th and July 1st with the remaining finalists.

After carefully considering all factors staff feels that all 6 of the finalists would provide value to the City, and should be considered to be retained in the City's engineering services consultant pool.  This is somewhat contradictory to the direction of the Public Works Committee in February, as they were looking to select up to 5 firms for a 3 year term.

Staff recommends that the City Council authorize staff to create a consultant pool for overflow engineering services with the following firms:

1. Bolton & Menk, Inc.
2. Hakanson Anderson
3. Landform
4. Short Elliott Hendrickson, Inc. (SEH)
5. Stonebrooke
6. WSB & Associates

Ultimate funding for any consultant pool expenditures would be from the budgeted general fund, or the specified project budget.  If this fee would exceed the allowances under the City's purchasing policy it would be brought before the City Council for approval prior to executing any proposal.

Motion to authorize staff to create a consultant pool for overflow engineering services with the following firms:

1. Bolton & Menk, Inc.
2. Hakanson Anderson
3. Landform
4. Short Elliott Hendrickson, Inc. (SEH)
5. Stonebrooke
6. WSB & Associates