City Council
MEETING DATE: 6/13/2018
TITLE:
Title
Biennial on-call and/or as needed Service Contract Awards for Land Surveying and Mapping, Geotechnical and Material Testing, Traffic Engineering and Traffic Signal Maintenance and Emergency Services
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FROM:
John Corella, P.E. - City Engineer
RECOMMENDATION:
Recommendation
Staff is recommending that the City Council award biennial on-call and/or as needed service contracts to:
1. Fomotor Engineering, Palm Springs for Land Surveying and Mapping; and
2. Earth Systems Pacific, Bermuda Dunes CA for Geotechnical and Material Testing; and
3. Albert A. Webb Associates, Palm Desert, CA for Traffic Engineering; and
4. Siemens ITS, Riverside, CA for Traffic Signal Maintenance and Emergency On-Call Services, and authorize the City Engineer and Public Works Manager to negotiate the final routine maintenance rates for traffic signal maintenance; and
5. Authorize the City Manager to execute all the required contracts.
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BACKGROUND:
The City of Cathedral City continues to grow. As a result, the design, construction and maintenance of infrastructure continues as well. Over the years, the City has found it both efficient and cost effective to biennially bid out for on call and/or as needed services that provide a specialized service, rather than having full time personnel on Staff that are specialized in that particular skill set. Regularly called upon to assist the City's Engineering and Public Works Departments are land surveyors, geotechnical engineers, traffic engineers and traffic signal maintenance professionals.
DISCUSSION:
It has been two years since a request for proposals for the above stated on call and/or as needed services were solicited. Thus, City Engineering Staff solicited separate Request for Proposals (RFP) for Geotechnical and Materials Testing Services, Surveying and Mapping Services, Traffic Engineering Services and Traffic Signal Maintenance and Emergency On-Call Services. The RFPs for Services were advertised and circulated to all firms that indicated an interest in providing these services for the City. Firms were asked to provide cost proposals that included hourly rates and/or unit costs for various services in a separate, sealed envelope.
The Proposals were reviewed by a panel consisting of City Staff. Based on these reviews, the panel selected the firms deemed to be the most responsive, qualified, and knowledgeable about the requirements for the various services and knowledge of Cathedral City and its Projects. All selections of service providers were made to ensure city Staff had flexibility and options to assure timely performance for any of the, typical and/or extraordinary, tasks that may be ordered. The selected firms will work closely with the Engineering Department and/or Public Works to perform the services required for ordered tasks.
Proposals for As Needed Survey and Mapping Services were received from seven firms:
MSA Consulting, Rancho Mirage; Michael Baker International, Palm Desert; Towill, Inc., Rancho Cucamonga; Coachella Valley Engineers, Palm Desert; NV5, Palm Desert; Fomotor Engineering, Palm Springs; and The Altum Group, Palm Desert.
Seven On Call proposals were received for Geotechnical and Material Testing:
Earth Systems Southwest, Bermuda Dunes; MTGL, Inc., Riverside; Geocon, La Quinta; Inland Foundation Engineering, Palm Desert; Hilltop Geotechnical, San Bernardino; SCST, Inc. Indio; and Converse Consultants, Redlands.
Traffic Engineering As Needed proposals were received from the following:
Advantec Consulting Engineers, Palm Desert; Albert A. Webb Associates, Palm Desert; KOA, Ontario; Quantum Consulting, Torrance; Linscott, Law & Greenspan, Irvine; Urban Systems, Inc, San Diego; and Interwest Consulting Group, Palm Springs.
Two proposals for Traffic Signal Maintenance and Emergency On Call Services were received:
St. Francis Electric, Riverside and Siemens ITS, Riverside.
All the service providers have offices located with the Coachella Valley with the exception of the Traffic Signal Maintenance proposers, of which both are located out of the area.
FISCAL IMPACT:
Using the hourly rates and unit prices from the agreements, City Staff will negotiate Task Orders for each type of service required for a project. Many Task Orders will be grant eligible, others will be funded by local share moneys and others within the particular project costs. Total costs and funding sources for Task Orders prepared under the on-call and/or as needed contracts will be identified as each Task Order is issued. Council approval, if needed, will be obtained prior to issuance of a Notice to Proceed, if the item exceeds a City Department's respective purchasing guideline requirements.
ATTACHMENTS:
1. Professional Services Agreement (Material Testing) Earth Systems Pacific
2. Professional Services Agreement (Surveying and Mapping) Fomotor Engineering
3. Professional Services Agreement (Traffic Engineering) Albert A. Webb
4. Traffic Signal Maintenance Agreement Siemens ITS