Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Tory A. Newman, Director of Public Works
Subject: Retention of Consulting Firms for On-Call Engineering and Professional Services
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing the President of the Board of Supervisors to execute On-Call Engineering and Professional Services Agreements for the term of October 20, 2026 through October 19, 2031, in the following amounts, for an aggregate amount of $32,400,000:
1. AECOM Technical Services, Inc. for engineering design and construction management services in the amount of $1,500,000; and
2. Michael Baker International, Inc. for engineering design services in the amount of $1,500,000; and
3. Bellecci & Associates (dba Sanbell Bay Area) for engineering design services in the amount of $1,500,000; and
4. Consor North America, Inc. for engineering design and structural engineering services in the amount of $1,500,000; and
5. LSA Associates, Inc. for environmental study and document preparation services in the amount of $800,000; and
6. Onterris USA, Inc. for environmental study and document preparation services in the amount of $800,000; and
7. Rincon Consultants, Inc. for environmental study and document preparation services in the amount of $800,000; and
8. Biggs Cardosa Associates, Inc. for structural engineering services in the amount of $1,500,000; and
9. Mark Thomas & Company, Inc. for structural engineering and grant support services in the amount of $1,500,000; and
10. BKF Engineers for surveying and construction management services in the amount of $1,500,000; and
11. Kier + Wright Civil Engineers and Surveyors, Inc. for surveying services in the amount of $800,000; and
12. Towill, Inc. for surveying services in the amount of $800,000; and
13. Moffatt & Nichol for hydraulic and hydrologic engineering services in the amount of $1,500,000; and
14. Schaaf & Wheeler for hydraulic and hydrologic engineering services in the amount of $1,500,000; and
15. Tetra Tech, Inc. for hydraulic and hydrologic engineering services in the amount of $1,500,000; and
16. Crawford & Associates, Inc. for geotechnical engineering services in the amount of $1,500,000; and
17. Haley & Aldrich, Inc. for geotechnical engineering services in the amount of $1,500,000; and
18. PARIKH Consultants, Inc. for geotechnical engineering services in the amount of $1,500,000; and
19. Kimley-Horn and Associates, Inc. for traffic engineering and analysis and grant support services in the amount of $1,500,000; and
20. Parametrix for traffic engineering and analysis and grant support services in the amount of $1,500,000; and
21. TJKM Transportation Consultants, Inc. for traffic engineering and analysis services in the amount of $1,500,000; and
22. BIOMAAS, Inc. for biological monitoring services in the amount of $800,000; and
23. Integral Consulting, Inc. for biological monitoring services in the amount of $800,000; and
24. Sequoia Ecological Consulting, Inc. for biological monitoring services in the amount of $800,000; and
25. 4LEAF, Inc. for construction management services in the amount of $1,500,000; and
26. RTINC - Civil Construction Consulting for pavement condition inspection and calculations services in the amount of $500,000; and
B) The Director of Public Works to execute contract amendments to modify the County’s maximum fiscal obligation by no more than $25,000 for each agreement (in aggregate), and/or modify the contract term and/or services as long as the modified term of services is/are within the current or revised fiscal provision.
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BACKGROUND:
The consultant selection procedures in the County of San Mateo’s Administrative Memorandum B-1 and Contract Handbook were used to select consultants for the On-Call Engineering and Professional Services Agreements. The Request for Proposals Process Matrix describing the process and selected firms is attached as Exhibit “A”.
DISCUSSION:
On October 19, 2021, this Board adopted Resolution No. 078497 (a-v), which authorized agreements with consulting firms for on-call engineering professional services for the Department of Public Works (Department) for the term of October 19, 2021 through October 18, 2024. On October 19, 2024, the Department issued an amendment extending the incumbent on-call agreements for an additional two years, with a new agreement end date of October 18, 2026.
Retaining on-call consultants enables the Department to utilize consultants with specific expertise for certain projects or project components, which may include engineering design, environmental study and document preparation, structural engineering, surveying, hydraulic and hydrologic engineering, geotechnical engineering, traffic engineering and analysis, biological monitoring, construction management, and pavement condition inspection and calculations. It is anticipated that roadway, bridge, retaining wall, slide repair, drainage, and other miscellaneous facility infrastructure projects may need to be designed and constructed within the next five years. These projects may include required repair work to deteriorated infrastructure or construction of new infrastructure. Additionally, environmental, hydraulic, and geotechnical analysis or studies may be required to complete the design and obtain the necessary environmental clearances and permits to construct the projects.
The 2026 On-Call Engineering and Professional Services Request for Proposals also included two new categories: Grant Support Services and AutoCAD Civil 3D Training Services. The Department anticipates applying for a variety of grants to financially support upcoming projects of varying types. Including grant support services as part of the On-Call request would provide the Department with access to specialized expertise to identify applicable funding opportunities, develop competitive grant applications, and support grant administration and compliance requirements, as needed. AutoCAD Civil 3D software is used by the Department’s Engineering staff to produce electronic plans for various County projects. Regular training and on-call technical support for AutoCAD Civil 3D will enhance the Department's ability to effectively leverage the software, improve staff proficiency, and support timely project delivery.
Proposals were solicited from engineering, environmental, and other professional firms with expertise in specific categories, as outlined in Exhibit “A”, by e-mail, through advertising in the newspaper, and by posting information to the Department’s website and the County’s OpenGov website. Department staff reviewed proposals submitted by Sixty-Four (64) firms. Based on the results of the review, the Department is recommending that the firms listed in Exhibit “A” be retained to provide on-call professional consulting services for the various work categories on an as-needed basis. The consulting service agreements are for maximum amounts ranging from $500,000 to $1,500,000.
Consultants will be selected for specific projects by the Department and Task Orders will be issued to the firms. The Task Orders will detail the requirements of the projects, including a scope of work and a not-to-exceed amount. Fees for individual Task Orders for specific projects or the sum of the fees for the various individual Task Orders, should the firm be assigned to more than one project, will not be greater than the not-to-exceed amount of the agreement. The Department is also requesting that this Board authorize the Director or Director’s designee to execute contract amendments, which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services provided the modified term or services is/are within the current or revised fiscal provisions. Any contract amendments above the Director’s authority would be brought to this Board for approval.
The term of the agreements will be for five (5) years from October 20, 2026 through October 19, 2031.
The County Attorney has reviewed and approved the resolution and agreements as to form.
COMMUNITY IMPACT:
Maintaining On-Call Engineering and Professional Services contracts provides the Department with timely access to specialized technical expertise that supplements in-house staff, supports regulatory compliance, and provides additional capacity to meet project demands. These services help expedite project delivery, improve infrastructure reliability, enhance public safety, and ensure the continued provision of high-quality services to the community while making efficient use of public resources.
FISCAL IMPACT:
Each On-Call Professional Service Agreement has a not-to-exceed amount ranging from $500,000 to $1,500,000, depending on the project category and number of firms to be retained for work in that category. Funds to pay for the assigned work will be from the appropriate funding source, which will include the Road Fund. There is no impact to the General Fund.
Attachment: Exhibit “A”