CITY OF SIGNAL HILL SUBJECT: AUTHORIZE RELEASE OF REQUEST FOR PROPOSALS FOR ON- CALL ENGINEERING DESIGN SERVICES

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1 CITY OF SIGNAL HILL 2175 Cherry Avenue Signal Hill, CA AGENDA ITEM TO: FROM: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL GRISSEL CHAVEZ DEPUTY DIRECTOR OF PUBLIC WORKS SUBJECT: AUTHORIZE RELEASE OF REQUEST FOR PROPOSALS FOR ON- CALL ENGINEERING DESIGN SERVICES Summary: The City Council will consider authorizing staff to solicit a Request for Proposals (RFP) for on-call engineering design services related to water system improvements. Recommendation: Authorize the Public Works Department to solicit a Request for Proposals for on-call engineering design services. Fiscal Impact: The FY Water Operations Budget includes funds in the amount of $50,000 for engineering services (Account No ). Strategic Plan Objective: Strategic Plan Objective No. 4: Maintain and Improve the Public Infrastructure. Background and Analysis: Staff is requesting authorization to solicit proposals from qualified firms for on-call engineering design services for water system related improvements. Engineering services are needed to provide technical support, analysis, and development of improvement plans for scheduled capital improvement projects and unanticipated water system repairs.

2 Page 2 Staff is recommending the City select two firms to provide these services. The qualified firms must have a minimum of 10 years experience in the design, operation, and construction of municipal water facilities in the State of California, with references from at least two government agencies. The firms shall also have a California Registered Professional Engineer (P.E.) on staff to provide the scope of services. This on-call contract process allows staff to establish water engineering resources to efficiently deliver the City s water capital program. Retaining qualified firms in advance of actual needs allows staff to be more efficient in the delivery of capital improvement projects and more responsive to emergencies and other unforeseen events. Upon completion of the qualifications-based selection process, award recommendations, and City Council approvals, two firms will be retained for the services listed below. As the need for water engineering services arises, City staff will request letter proposals that include the requested work scope, manpower estimates, and a cost not to exceed fee based upon the agreed contract rates. Staff will then review, negotiate as necessary, and authorize the work to be done under the on-call contract. The draft RFP specifies the engineering services to be provided upon City s request (Attachment A), which is summarized below: Category 1 Water Resources Engineering Design Services The Consultant will provide professional engineering services for various phases of the design and construction of City potable water main pipe and related facilities. This may include minor improvements at existing pump stations and rehabilitation of reservoir sites. Design services include the following: 1. Prepare plans and specifications, design calculations, hydraulic analyses and project design schedules as required by the conditions on the project 2. Prepare plans and specifications in accordance with City standard plans and specifications 3. Prepare project cost estimates and perform field reviews as needed 4. Perform peer review services for general compliance Tasks may include feasibility studies, design and design-related services during construction. Category 2 Environmental Study and Document Preparation Consultant shall provide, as required, professional engineering services that may include reports and coordination with applicable code enforcing and environmental agencies, site analysis, coordination with applicable local, state and federal jurisdictions, and regulatory permit acquisition for a variety of water-related projects.

3 Page 3 Category 3 Structural Engineering (As-needed) If required, services may include, but are not limited to, the following types of projects as related to the water facilities: 1. Retaining walls/footings 2. Building pads/seismic retrofits and rehabilitation 3. Underground utility vaults 4. Inspections 5. Reservoir inspections and rehabilitation Category 4 Surveying (As-needed) If required, services may include, but are not limited to, the following types of projects as related to the water and sewer facilities: 1. Topographic (including aerial and hydrographic) 2. Boundary surveying 3. Horizontal and vertical control establishment 4. Monitoring surveys Category 5 Hydraulic Analysis (As-needed) If required, services may include hydraulic studies, analyses, modeling, report writing and peer review. These services shall consist of the following tasks: 1. Compile and review previous models and existing model-related information 2. Calibrate all models 3. Prepare technical memorandums 4. Conduct hydraulic analyses 5. Conduct transient analyses Category 6 Geotechnical Engineering (As-needed) If required, services may include, but are not limited to the following types of studies and documents: 1. Retaining walls/trench backfill 2. Site inspections and monitoring 3. Subsurface investigations 4. Feasibility studies/peer review Category 7 Electrical Engineering and Instrumentation & Controls (As-needed) Services may include system design for electrical power, instrumentation, control communications, fire alarm, supervisory control and data acquisition (SCADA) system, and security systems. Services shall include, but are not limited to, the following types of documents:

4 Page 4 1. Electrical site plans 2. Power plans and conduit schedules 3. Remote terminal units (RTU) input/output diagrams, layout and wiring diagrams/process and instrumentation diagrams Evaluation Process: The City will conduct a two-step evaluation process to select the best qualified firms. The process will be overseen by the City s Interim Public Works Consultant, Deputy Director of Public Works, and Water Systems Superintendent. The proposals that are deemed to be complete and conform to the requirements contained in the RFP will be evaluated on the following criteria: Proposal Evaluation Criteria Point Value Firm experience 20 Experience of personnel assigned to the project team Project approach 20 Project management 20 Sample project proposal 20 TOTAL POSSIBLE POINTS The committee will rank the proposers written proposals and invite a subset of firms (top tier based on the internal ranking process) to interview. The interviews will be evaluated on the following criteria: Interview Evaluation Criteria Point Value Understanding of the requested services 20 Project team experience 30 Methods and procedures 20 Sample project proposal 30 TOTAL POSSIBLE POINTS 100 Upon conclusion of the interviews, the firms will be ranked by the selection committee. Following the interviews and ranking of firms, the committee will open the sealed fee envelope of the two (2) highest ranking proposers. The City shall enter into negotiations for pricing with the highest ranking proposers. If negotiations are not successful between the committee and the highest ranking proposers, the committee shall open

5 Page 5 the fee envelope of the next highest ranking proposers and enter into negotiations. This process shall continue until two (2) total negotiations are successful. Staff recommends that City Council authorize the Public Works Department to release the RFP for on-call engineering services. The release of the RFP is expected by early April Proposals will be due by May, with an award of contract scheduled for City Council review and consideration in May Approved: Charlie Honeycutt Attachment