Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreements with Consulting Firms for On-Call Professional Services
RECOMMENDATION:
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Adopt a resolution authorizing:
A) On-call professional services agreements with: Perkins Eastman; Meeks Coates + Eaton; Ratcliff Architects, Inc; Hollins Consulting, Inc.; C M Pros; Cumming; West Coast Code Consultants; CMI Contractors; and, 4Leaf, Inc. for the term of July 11, 2023 through July 10, 2026, each in an amount of $300,000 to $600,000, for a total aggregate amount of $36,000,000; and
B) The Director of Public Works, or designee, to execute contract amendments to modify the County’s maximum fiscal obligation by no more than $25,000 (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 Department of Public Works (Department) maintains on-call agreements with various firms with subject matter knowledge in the areas of architectural design and space planning, construction management, moving services, vertical transportation, and inspector of records services on an as-needed basis to help expedite necessary work on numerous Department managed Capital Projects.
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 Professional Services agreements. The Request for Proposals/Qualifications Matrix describing the process and selected firms is attached as Exhibit “A”.
DISCUSSION:
It is anticipated that numerous Capital Projects may require the use of subject matter expertise to assist with the construction, design, and completion of Department managed projects. The work may include, but will not be limited to inspection, planning, design, and construction support work on current infrastructure.
Proposals were solicited for the various professional service disciplines, vertical transportation, and moving services with expertise in their respective categories by e-mail, through advertisements in the local newspaper, and by posting information to the Department’s website.
On May 17, 2023, the Department received proposals from 19 firms and Department staff reviewed the submittals for completeness and qualifications. There were no proposals received in the vertical transportation and moving services categories. 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 categories on an as-needed basis. The consulting service agreements are for maximum aggregate amounts ranging from $300,000 to $600,000 per agreement.
Consultants will be selected by the Department for specific projects and Task Orders will be issued to the firms. The Task Orders will detail the requirements of the project, 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 this Board authorize the Director of Public Works, or 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 three years from July 11, 2023 to July 10, 2026 with the option to extend the agreement for two additional years, if needed.
County Attorney has reviewed and approved the resolution and agreements as to form.
FISCAL IMPACT:
Each On-Call Professional Service Agreement has a not-to-exceed amount ranging from $300,000 to $600,000, depending on the service category and number of firms to be retained for work in that category. Funds to pay for the assigned work are included in the proposed FY 2023-25 Capital Projects Budget. There is no impact to the General Fund.
Attachment: Exhibit “A”