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Home My WebLink About2021-11-16; City Council; ; Approve 82 Master Agreements with Consulting Firms to Provide Professional ServicesMeeting Date: Nov. 16, 2021 To: Mayor/President and City Council/Board From: Scott Chadwick, City Manager Staff Contact: Craddock Stropes, Senior Management Analyst craddock.stropes@carlsbadca.gov, 760-602-2726 Subject: Approve 82 Master Agreements with Consulting Firms to Provide Professional Services Districts: All Recommended Action Adopt resolutions approving 82 master agreements with consulting firms to provide professional services to the city and the Carlsbad Municipal Water District. Executive Summary The city and the Carlsbad Municipal Water District hold master agreements with consulting firms in a variety of disciplines to secure access to professional services that facilitate the timely completion of departmental and Capital Improvement Program projects. To ensure that the city and the CMWD continually receive the best possible value for professional services from a diverse pool of consultants, the master agreements are reviewed, revised, re-bid and re- evaluated every three years. The existing set of master agreements expires on Nov. 30, 2021. Staff recommend approval of a new set of master agreements for a variety of professional services to be effective Dec. 1, 2021, through Nov. 30, 2024. Discussion The city and the CMWD currently hold 69 expiring master agreements that expire on Nov. 30, 2021. In preparation for the expiration of these agreements, staff posted a request for qualifications on the city website on April 9, 2021 and sent electronic notifications to 1,250 registered potential bidders. The maximum number of disciplines for which each firm could be considered was limited to three to encourage a more diverse pool of available consultants. Statements of qualifications were accepted through May 28, 2021. Exhibit 3 summarizes the number of statements received for each discipline. These statements of qualifications were reviewed and ranked by selection committees made up of city and CMWD staff members. Rankings were based on a weighted scoring system using the following criteria: Nov. 16, 2021 Item #6 Page 1 of 14 • Specialized experience • Technical competence • References and past performance • Capacity to accomplish work in the required time • Personnel • Location, familiarity with the local environment Based on the ranking of the statements by the selection committees, and consistent with Carlsbad Municipal Code Section 3.28.060, staff recommend the city and the CMWD execute master agreements with the selected firms for amounts listed in Exhibit 4. These amounts are for three-year terms. Two of the disciplines did not receive any bidders. Upon consultation with staff and with the approval of the purchasing officer, it was deemed in the city’s best interest to proceed with negotiating agreements with firms qualified to perform the scope of work in these disciplines in keeping with the criteria established in the request for qualifications. This is in accordance with Carlsbad Municipal Code Section 3.28.050(C)(4), which provides that “if no bids are received or if no bids meet the requirements as specified in the solicitation documents, the purchasing officer may reissue the solicitation using the informal bidding procedures, negotiate the contract based upon the solicitation without further complying with this section or the city may cease the procurement.” Options Staff recommend the City Council and the Carlsbad Municipal Water District Board of Directors adopt the attached resolutions awarding 82 master agreements with consulting firms to provide professional services to the city and the CMWD. (Exhibits 1 and 2) These master agreements will facilitate timely completion of departmental and Capital Improvement Program projects, and the award of the agreements complies with applicable purchasing policies and municipal code sections, including Carlsbad Municipal Code Sections 3.28.050 and 3.28.060. Staff have identified no benefit to the city in not awarding the master agreements, which would result in significant delays in project delivery because of the additional time needed to procure the professional services covered by these agreements. Fiscal Analysis The actual value for each of the services provided using the master agreements will be established by the individual Project Task Description and Fee Allotment. Allotment values are constrained by the availability of project and program funding appropriated through regular annual budgeting processes. Next Steps Upon the City Council or the CMWD Board’s approval, staff will finalize execution of the master agreements. Staff will execute Project Task Description and Fee Allotments for specific tasks as needed with firms awarded master agreements in an appropriate discipline. As project-specific work tasks are identified, individual allotments are negotiated with the appropriate master agreement consultant based on the hourly rates established in the master agreement. Each allotment will include an exhibit that defines a detailed scope of services Nov. 16, 2021 Item #6 Page 2 of 14 which corresponds to the type of work defined for each master agreement and a total cost based on the approved hourly rates. Environmental Evaluation This action does not constitute a project within the meaning of the California Environmental Quality Act under Public Resources Code section 21065 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Public Notification and Outreach Public notice of this item was posted in keeping with the state's Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1. City Council resolution approving 59 master agreements 2. Carlsbad Municipal Water District Board of Directors resolution approving 23 master agreements 3. Statements of qualifications received for each discipline 4. Selected firms by discipline Nov. 16, 2021 Item #6 Page 3 of 14 RESOLUTION NO. 2021-255 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING 59 MASTER AGREEMENTS WITH CONSULTING FIRMS TO PROVIDE PROFESSIONAL SERVICES EXHIBIT 1 WHEREAS, the City Council of the City of Carlsbad, California has determined that securing access to a diverse pool of available consultants for professional services that facilitate timely completion of departmental and Capital Improvement Program projects is needed; and WHEREAS, the city solicited, received and reviewed Statements of Qualifications (SOQs) for professional services consistent with the Carlsbad Municipal Code section 3.28.060; and WHEREAS, following a review and ranking of the SOQs based on a weighted scoring system, staff recommend the firms most qualified in providing the best value to the City of Carlsbad for the corresponding disciplines for the term Dec. 1, 2021 through Nov. 30, 2024 as follows: • Architecture/Bridging, Domusstudio Architecture, LLP (Attachment A) • Architecture/Bridging, Ferguson Pape Baldwin Architects (Attachment B) • Civil Engineering (General), Dokken (Attachment C} • Civil Engineering (General), Kimley-Horn (Attachment D) • Civil Engineering {General), Michael Baker International (Attachment E) • Civil Engineering (General), Nasland Engineering (Attachment F) • Civil Engineering (General), O'Day Consultants, Inc. (Attachment G) • Communications/Outreach, Kearns and West (Attachment H) • Communications/Outreach, MIG, Inc (Attachment I) • Communications/Outreach, NVS, Inc. (Attachment J) • Cost Estimating Services, Cummings Corporation (Attachment K) • Electrical Engineering, IDS Group, Inc. (Attachment L) • Environmental Outreach and Services, I Love A Clean San Diego (Attachment M) • Environmental Outreach and Services, S. Groner Associates (Attachment N) • Environmental Outreach and Services, Tierra Data Inc. (Attachment O) • Environmental Planning/Studies, Dudek (Attachment P) • Environmental Planning/Studies, Environmental Science Associates (Attachment Q) • Environmental Planning/Studies, RECON Environmental, Inc. (Attachment R) • Environmental/Storm Water Services, D-Max Engineering, Inc. (Attachment S) • Environmental/Storm Water Services, Mikhail Ogawa Engineering, Inc. (Attachment T) • Environmental/Storm Water Services, NVS, Inc. (Attachment U) • Financial Services, Carollo Engineers, Inc. (Attachment V) • Financial Services, Hoch Consulting, APC (Attachment W) • Geotechnical Services, Atlas Technical Consultants LLC (Attachment X) • Geotechnical Services, Ninyo & Moore Geotechnical and Environmental Sciences Consultants (Attachment Y) • Geotechnical Services, NVS, Inc. (Attachment Z) Nov. 16, 2021 Item #6 Page 4 of 14 • Geotechnical Services, Twining, Inc. (Attachment AA) • Landscape Architecture, In-Site Landscape Architecture, Inc. (Attachment AB) • Landscape Architecture, MIG, Inc. (Attachment AC) • Landscape Architecture, Rick Engineering Company (Attachment AD) • Mechanical/Plumbing Engineering, IDS Group Inc. (Attachment AE) • Mechanical/Plumbing Engineering, IMEG Corp. (Attachment AF) • Policy and Sustainable Materials Management Program Implementation, HF&H (Attachment AG) • Policy and Sustainable Materials Management Program Implementation, R3 Consulting (Attachment AH) • Real Property Services, lnterwest Consulting Group (Attachment Al) • Real Property Services, Paragon Partners Ltd. (Attachment AJ) • Storm Drain Asset Management, Dudek (Attachment AK) • Storm Drain CCTV Inspection Services, Downstream Services (Attachment AL) • Storm Water TCBMP Inspection, D-Max Engineering, Inc. (Attachment AM) • Storm Water TCBMP Inspection, Mikhail Ogawa Engineering Inc. (Attachment AN) • Structural Engineering, Dokken Engineering (Attachment AO) • Structural Engineering, IDS Group, Inc. (Attachment AP) • . Surveying Services, O'Day Consultants, Inc. (Attachment AQ) • Surveying Services, Psomas (Attachment AR) • Surveying Services, Right-of-Way Engineering (Attachment AS) • Traffic Engineering, Michael Baker International (Attachment AT) • Traffic Engineering, STC Traffic, Inc. (Attachment AU) • Transportation Planning, Chen Ryan Associates, Inc. (Attachment AV) • Transportation Planning, Kimley-Horn (Attachment AW) • Transportation Planning, Michael Baker International (Attachment AX) • Utilities Modeling, Kennedy/Jenks Consultants, Inc. (Attachment AV) • Utility Locating/Potholing, Underground Solutions (Attachment AZ) • Wastewater Engineering, GHD Inc. (Attachment BA) • Wastewater Engineering, Kennedy/Jenks Consultants, Inc. (Attachment BB) • Water Resources Studies and Engineering, HDR Engineering, Inc. (Attachment BC) • Water Resources Studies and Engineering, Rick Engineering Company (Attachment BD) • Water Resources Studies and Engineering, Tory R. Walker Engineering (Attachment BE) • Water/Wastewater Asset Management, HDR Engineering, Inc. (Attachment BF) • Water/Wastewater Asset Management, Hoch Consulting, APC (Attachment BG) Nov. 16, 2021 Item #6 Page 5 of 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That 59 master agreements with the aforementioned firms, attached hereto as Attachments A through BG, to provide professional services are hereby approved. 3. That the Mayor is authorized and directed to execute the attached 59 master agreements to provide professional services on behalf of the City of Carlsbad. 4. That the Mayor is hereby authorized to delegate the responsibility to the City Manager or designee to sign, for and on behalf of City of Carlsbad, future project task descriptions and fee allotments issued under these master agreements. PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the City Council of the City of Carlsbad, California, and Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad, California on the 16!.b. day of November 2021, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. MATT HALL, Mayor (SEAL) ity Clerk Services Manager Nov. 16, 2021 Item #6 Page 6 of 14 Attachments A-BG Agreements (Attachments A-BG) (on file in the Office of the City Clerk) Nov. 16, 2021 Item #6 Page 7 of 14 RESOLUTION NO. 1665 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT, APPROVING 23 MASTER AGREEMENTS WITH CONSULTING FIRMS TO PROVIDE PROFESSIONAL SERVICES EXHIBIT 2 WHEREAS, the Carlsbad Municipal Water District Board (CMWD) has determined that securing access to a diverse pool of available consultants for professional services that facilitate timely completion of departmental and Capital Improvement Program projects is needed; and WHEREAS, staff solicited, received and reviewed Statements of Qualifications (SOQs) for professional services consistent with the Carlsbad Municipal Code section 3.28.060; and WHEREAS, following a review and ranking of the SOQs based on a weighted scoring system, staff recommend the firms most qualified in providing the best value to the CMWD for the corresponding disciplines for the term Dec. 1, 2021 through Nov. 30, 2024 as follows: · • Communications/Outreach, NVS, Inc. (Attachment A) • Communications/Outreach, S. Groner Associates (Attachment B) • Environmental Planning/Studies, HELIX Environmental Planning, Inc. (Attachment C) • Financial Services, Carollo Engineers, Inc. (Attachment D) · • Financial Services, Hoch Consulting, APC (Attachment E) • Geotechnical Services, Atlas Technical Consultants LLC (Attachment F) • Geotechnical Services, Ninyo & Moore Geotechnical and Environmental Sciences Consultants (Attachment G) • Real Property Services, Clark Land Resources, Inc. (Attachment H) • Real Property Services, lnterwest Consulting Group (Attachment I) • Real Property Services, Paragon Partners Ltd. (Attachment J) • Structural Engineering, Dokken Engineering (Attachment K) • Structural Engineering, IDS Group, Inc. (Attachment L) • Surveying Services, O'Day Consultants, Inc. (Attachment M) • Surveying Services, Psomas (Attachment N) • Surveying Services, Right-of-Way Engineering (Attachment O) • Utilities Modeling, HDR Engineering, Inc. (Attachment P) • Utility Locating/Potholing, Underground Solutions (Attachment Q) • Water/Recycled Water Engineering, Dudek (Attachment R) • Water/Recycled Water Engineering, GHD Inc. (Attachment S) • Water/Recycled Water Engineering, Kleinfelder, Inc. (Attachment T) • Water Resources Studies and Engineering, Tory R. Walker Engineering (Attachment U) • Water/Wastewater Asset Management, HDR Engineering, Inc. (Attachment V) • Water/Wastewater Asset Management, Hoch Consulting, APC (Attachment W) Nov. 16, 2021 Item #6 Page 8 of 14 NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Municipal Water District Board of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That 23 master agreements with the aforementioned firms, attached hereto as Attachments A through W, to provide professional services are hereby approved. 3. That the President is authorized and directed to execute the attached 23 master agreements on behalf of the Carlsbad Municipal Water District. 4. That the President is hereby authorized to delegate the responsibility to the Executive Manager or designee to sign, for and on behalf of the CMWD, future project task descriptions and fee allotments issued under these master agreements. PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the Board of Directors of the Carlsbad Municipal Water District of the City of Carlsbad, California, and the City Council of the City of Carlsbad, California, on the 16th day of November 2021, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. r (SEAL) Nov. 16, 2021 Item #6 Page 9 of 14 Attachments A-W Agreements (Attachments A-W) (on file in the Office of the City Clerk) Nov. 16, 2021 Item #6 Page 10 of 14 Statements of qualifications received for each discipline Discipline Statements received Architecture/bridging 7 Civil engineering (general) 11 Communications/outreach 5 Cost estimating services 1 Electrical engineering 3 Environmental outreach and services 4 Environmental planning/studies 10 Environmental services/storm water 3 Financial services 3 Geotechnical services 8 Landscape architecture 8 Mechanical/plumbing engineering 3 Policy and Sustainable Materials Management Program implementation 0 Real property services 3 Storm drain asset management 1 Storm drain closed circuit television inspection services 0 Storm water treatment control best management practices inspection 3 Structural engineering 4 Surveying services 7 Traffic engineering 8 Transportation planning 9 Utilities modeling 5 Utility locating/potholing 3 Wastewater engineering 10 Water/recycled water engineering 11 Water resources studies and engineering 8 Water/wastewater asset management 3 EXHIBIT 3 Nov. 16, 2021 Item #6 Page 11 of 14 Discipline Firm Name Amount Agency Architecture/bridging Domusstudio Architecture, LLP. $300,000 City Architecture/bridging Ferguson Pape Baldwin Architects $300,000 City Civil engineering (general) Dokken Engineering $500,000 City Civil engineering (general) Kimley-Horn $500,000 City Civil engineering (general) Michael Baker International $500,000 City Civil engineering (general) Nasland Engineering $300,000 City Civil engineering (general) O'Day Consultants Inc. $300,000 City Communications/outreach Kearns and West $200,000 City Communications/outreach MIG, Inc $300,000 City Communications/outreach NV5 Inc. $300,000 City Communications/outreach NV5 Inc. $300,000 CMWD Communications/outreach S.Groner Associates $300,000 CMWD Cost estimating services Cummings Corporation $200,000 City Electrical engineering IDS Group Electrical Engineering $300,000 City Environmental outreach and services I Love A Clean San Diego $300,000 City Environmental outreach and services S.Groner Associates $300,000 City Environmental outreach and services Tierra Data Inc. $300,000 City Environmental planning/studies Dudek $300,000 City Environmental planning/studies Environmental Science Associates $300,000 City Environmental planning/studies HELIX Environmental Planning Inc. $100,000 CMWD Environmental planning/studies RECON Environmental Inc. $300,000 City Environmental services/storm water D-Max Engineering Inc.$300,000 City Environmental services/storm water Mikhail Ogawa Engineering Inc. $300,000 City Environmental services/storm water NV5 Inc. $300,000 City Financial services Carollo Engineers Inc. $200,000 City Financial services Carollo Engineers Inc. $250,000 CMWD Financial services Hoch Consulting, APC $200,000 City Financial services Hoch Consulting, APC $250,000 CMWD Geotechnical services Atlas Technical Consultants LLC $200,000 City Geotechnical services Atlas Technical Consultants LLC $100,000 CMWD Geotechnical services Ninyo & Moore $200,000 City Geotechnical services Ninyo & Moore $100,000 CMWD Geotechnical services NV5 Inc. $200,000 City Geotechnical services Twining Inc. $200,000 City Landscape architecture In-Site Landscape Architecture Inc. $300,000 City Landscape architecture MIG, Inc $300,000 City EXHIBIT 4 Nov. 16, 2021 Item #6 Page 12 of 14 Discipline Firm Name Amount Agency Landscape architecture Rick Engineering Company $300,000 City Mechanical/plumbing engineering IDS Group Electrical Engineering $300,000 City Mechanical/plumbing engineering IMEG Corp. $300,000 City Policy and Sustainable Materials Management Program Implementation HF&H $450,000 City Policy and Sustainable Materials Management Program Implementation R3 Consulting $450,000 City Real property services Clark Land Resources Inc. $75,000 CMWD Real property services Interwest Consulting Group $400,000 City Real property services Interwest Consulting Group $75,000 CMWD Real property services Paragon Partners Ltd. $400,000 City Real property services Paragon Partners Ltd. $75,000 CMWD Storm drain asset management Dudek $300,000 City Storm drain cctv inspection services Downstream Services $300,000 City Storm water tcbmp inspection D-Max Engineering Inc. $150,000 City Storm water tcbmp inspection Mikhail Ogawa Engineering Inc. $150,000 City Structural engineering Dokken Engineering $300,000 City Structural engineering Dokken Engineering $150,000 CMWD Structural engineering IDS Group Electrical Engineering $300,000 City Structural engineering IDS Group Electrical Engineering $150,000 CMWD Surveying services O'Day Consultants Inc. $300,000 City Surveying services O'Day Consultants Inc. $300,000 CMWD Surveying services Psomas $300,000 City Surveying services Psomas $300,000 CMWD Surveying services Right-of-Way Engineering $300,000 City Surveying services Right-of-Way Engineering $300,000 CMWD Traffic engineering Michael Baker International $300,000 City Traffic engineering STC Traffic Inc. $300,000 City Transportation planning Chen Ryan Associates Inc. $200,000 City Transportation planning Kimley-Horn $200,000 City Transportation planning Michael Baker International $200,000 City Utilities modeling HDR Engineering Inc. $300,000 CMWD Utilities modeling Kennedy/Jenks Consultants $300,000 City Utility locating/potholing Underground Solutions $200,000 City Utility locating/potholing Underground Solutions $100,000 CMWD Wastewater engineering GHD Inc. $300,000 City Wastewater engineering Kennedy/Jenks Consultants $300,000 City Water/recycled water engineering Dudek $300,000 CMWD Nov. 16, 2021 Item #6 Page 13 of 14 Discipline Firm Name Amount Agency Water/recycled water engineering GHD Inc. $300,000 CMWD Water/recycled water engineering Kleinfelder Inc. $300,000 CMWD Water resources studies and engineering HDR Engineering Inc. $300,000 City Water resources studies and engineering Rick Engineering Company $300,000 City Water resources studies and engineering Tory R. Walker Engineering $300,000 City Water resources studies and engineering Tory R. Walker Engineering $150,000 CMWD Water/wastewater asset management HDR Engineering Inc. $300,000 City Water/wastewater asset management HDR Engineering Inc. $300,000 CMWD Water/wastewater asset management Hoch Consulting, APC $300,000 City Water/wastewater asset management Hoch Consulting, APC $300,000 CMWD Nov. 16, 2021 Item #6 Page 14 of 14 Approve Master Agreements Craddock Stropes, Senior Management Analyst Public Works Nov. 16, 2021 {city of Carlsbad RECOMMENDED ACTION •Adopt resolutions approving 82 master agreements with consulting firms to provide professional services to the city and the Carlsbad Municipal Water District. {city of Carlsbad WHY THIS ACTION IS NEEDED •Facilitates timely completion of public works and Capital Improvement Program projects •Current agreements expire Nov. 30, 2021 •Awarded for three-year terms {city of Carlsbad PROCESS RFQ POSTED PROPOSALS EVALUATED AND RANKED MASTER AGREEMENTS AWARDED TASKS EXECUTED • • • RESULTS •Electronic notifications sent to 1,250 potential bidders •27 disciplines •141 proposals received •82 total master agreements to be awarded {city of Carlsbad FISCAL ANALYSIS •Specific task scopes define costs •Rates firm for three-year agreement term •Available funding constrained by project budgets approved during annual city budgeting process {city of Carlsbad RECOMMENDED ACTION •Adopt resolutions approving 82 master agreements with consulting firms to provide professional services to the city and the Carlsbad Municipal Water District. {city of Carlsbad Thank you