MEETING DATE:
JULY 13, 2021
SUBJECT:
Title
RESOLUTION NO. 2021-8903 - AUTHORIZING AWARD OF CONTRACTS AND DELEGATING AUTHORITY TO THE CITY MANAGER TO FINALIZE AND EXECUTE CONTRACTS WITH CIVIC SOLUTIONS AND RICK ENGINEERING COMPANY TO PROVIDE ON-CALL PLANNING CONSULTING SERVICES TO THE DEVELOPMENT SERVICES DEPARTMENT.
Body
Recommendation
Recommendation
ADOPT a resolution authorizing the award of contracts and delegating authority to the City Manager to finalize and execute contracts with Civic Solutions and Rick Engineering Company to provide On-Call Planning Consulting Services to the Development Services Department.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme (If not applicable, please state not applicable below)
Quality of Life
Planning for the Future
Relevant Department Goal
N/A
Executive Summary
A Request for Proposals (RFP) for consultant services for On-Call Planning Consulting Services was publicly advertised on March 31, 2021 and consultant selection concluded in June 2021. Staff is requesting that City Council authorize award of contracts to the qualified consultant proposals.
Discussion
The Planning Division of the Development Services Department currently relies on On-Call Planning Consulting Services from Rick Engineering Company to assist in processing of various Planning entitlements, applications, plan and project reviews. The current contract with Rick Engineering is set to expire in November 9, 2021. To continue to utilize On-Call Planning Consultant Services, the City published an RFP on March 31, 2021 to solicit bids from eligible consulting firms who can provide this function to the City.
At the close of proposal acceptance period, the City received nine (9) proposals as follows:
• Civic Solutions
• Hunsaker & Associates
• Interwest Consulting Group
• Jennings Environmental
• M.W. Steele Group
• Michael Baker International
• Rick Engineering Company
• Rincon Consultants
• The Code Group
City staff evaluated the submitted proposals and found the proposal from Civic Solutions to be most responsive to City’s staffing needs, with responsive hourly rates for professional staff that will function as on-call consultants for the City. The bid from Rick Engineering Company was also found to be responsive to the City’s requisite staffing needs and is appropriate to be considered as a secondary qualified consulting firm.
Staff therefore recommends authorizing award of a contract not to exceed five (5) years with two (2) one-year options to extend to Civic Solutions for $1,000,000. Staff also recommends authorizing award of a contract not to exceed five (5) years with two (2) one-year options to extend to Rick Engineering Company for $500,000 to be placed on the list of qualified consultants for On-Call Planning Consulting Services as a secondary consulting firm.
Environmental Review
There is no environmental impact associated with this recommendation.
Fiscal Impact
The contract services will be funded by City funds and private applicant deposits. Funding will be consistent with the City approved budget prior to issuing a notice to proceed. The contract award(s) does not commit the City to any fiscal expenditure and the total expenditure for each consultant cannot exceed the amounts listed without approval from the City Manager.
Attachment(s)
Resolution 2021-XXXX
Submitted by: Saima Qureshy, Principal Planner
Reviewed by: Joe Farace, Planning Division Manager
Reviewed by: Dahvia Lynch, Development Services Director
Approved by: Jack Griffin, City Manager