CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: June 10, 2009
SUBJECT/TITLE: Approval of Continuing Consulting Civil Engineering Services
TARGET ISSUE: N/A
STATEMENT OF ISSUE
The Public Works Department, through the Procurement Services Office, solicited proposals for Continuing Consulting Civil Engineering Services for Capital Projects.
A total of 26 proposals were received on January 27, 2009. The Selection Committee reviewed the proposals submitted, ranked each firm, and recommends the City Commission approve the attached rankings.
RECOMMENDED ACTION
Approve Option 1 – Approve the Selection Committee’s ranking (see Attachment) for the Continuing Consulting Civil Engineering Services, (RFQ 0007-09-ER-RC), and authorize the City Manager to execute the related general contracts with the top 10 ranked firms.
FISCAL IMPACT
There will be no immediate fiscal impact. Individual task orders will be issued to contract firms on an as-needed basis. Fiscal impact will occur at the time individual task orders are approved and issued. The costs will be funded from the projects for which the work is performed.
Gabriel P. Menendez, Director, Public Works Department
Anita Favors Thompson, City Manager
For information, please contact: Bill Woolery, Public Works, Project Management Division, (850) 891-8470
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The Public Works Department, through the City’s procurement process, solicited proposals for Continuing Consulting Civil Engineering Services for Capital Projects. The Selection Committee consisted of staff from Project Management, City Engineering, Traffic Engineering and Water Utilities.
A total of 26 proposals were received on January 27, 2009. The Selection Committee reviewed the proposals submitted and ranked each firm. This ranking was forwarded to Procurement on May 15, 2009 for posting.
The final ranking of these firms is a result of the Selection Committee’s review of the proposals and an evaluation of the City’s proposed needs over the anticipated life of the contract. This would also provide the City with more flexibility to contract for specific services required and would provide a means to obtain the required independent estimates and submission reviews required by the Florida Department of Transportation (FDOT) in fulfilling the requirements of the Local Agency Program Certification. To fully meet the anticipated needs, the committee recommends negotiating with the top 10 ranked firms in order.
The proposed continuing contracts with the above firms do not guarantee a minimum level of compensation with respect to volume of work or fees. The proposed contract also reserves the right for the City to solicit separate project-specific competitive proposals for any or all projects and contains a termination clause. There is also a contract requirement for maintenance of at least $1,000,000 of professional liability insurance during the term of the contract. The term of the contract shall commence July 1, 2009 and last three (3) years.
City Commission policy allows City departments to enter into continuing contracts, without limitation on fees, for professional engineering services of a specified nature as long as the work is of a recurring and/or routine type. Maximum allowable fees for individual non-recurring and/or routine assignments will be $300,000 for an engineering only project, and $50,000 for an architectural related project. These professional engineering services are needed to support design, construction, and maintenance of City infrastructure.
As work under the continuing contracts is needed, the consultants will be contacted to determine the scope of services, schedule, and fee (in accordance with the contract fees) for the work. A Purchase Order will be issued under the City Manager’s authority if the total fee for the individual project assignment is less than $250,000. The project assignment will be presented to the Commission for approval if the total project fee is greater than $250,000
CHARITABLE CONTRIBUTIONS
N/A - Professional Services exempt per Charitable Contribution Ordinance.
OPTIONS
1. Approve the Selection Committee’s ranking (see Attachment) for the Continuing Consulting Civil Engineering Services, (RFQ 0007-09-ER-RC), and authorize the City Manager to execute the related general contracts with the top 10 ranked firms.
2. Do not approve the Selection Committee’s ranking. City Commission may proceed at its discretion to interview chosen consultants and prepare its own ranking.
ATTACHMENT/REFERENCES
Consultant Ranking Form (prepared by Selection Committee).