Agenda Item Wording:
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Authorization to Award On-Call Civil Engineering Services Contract - Award and authorize the City Manager to execute a one-year contract, with the option of up to four one-year extensions, with six (6) Civil Engineering Consultants to Peters Engineering Group, 4 Creeks, Inc., Provost & Pritchard Consulting Group, TRC Engineers, Inc., Lane Engineers, Inc., and CWE; and place these firms on an on-call list to provide civil engineering and related services in support of the City’s Capital Improvement Projects. The annual contract for each consultant shall not exceed $500,000 without additional authorization from the City Council.
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Deadline for Action: 4/21/2025
Submitting Department: Community Development
Contact Name and Phone Number:
UnChong Parry, Senior Project Manager, Unchong.Parry@visalia.city, 713-4491
Christopher Crawford, City Engineer, Chris.Crawford@visalia.city, 713-4331
Jason Huckleberry, Eng. & Bldg. Director, Jason.Huckleberry@visalia.city, 713-4495
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to execute a one-year contract with six (6) On-call Civil Engineering consulting firms consisting of Peters Engineering Group, 4 Creeks, Inc., Provost & Pritchard Consulting Group, TRC Engineers, Inc., Lane Engineers, Inc., and CWE; and place these firms on an on-call list to provide civil engineering and related services in support of the City’s Capital Improvement Projects. Each contract will be eligible for annual renewal up to four (4) additional consecutive years. The annual contract for each consultant shall not exceed $500,000 without additional authorization from the City Council.
Background Discussion:
The On-Call Civil Engineering Request for Qualifications (RFQ) 24-25-29 was released on January 10, 2025, and the proposals were due on February 25, 2025. The city received seventeen (17) proposals in response to the RFQ. The selected qualified firms will be able to provide engineering and related services for the city’s local, state & federally funded Capital Improvement Projects (CIP). The Engineering & Building Department regularly requires civil engineering services for various city projects throughout the year. These projects can include but are not limited to the following: safe route to school projects, active transportation projects, street improvements, street maintenance, sanitary sewer and storm drain infrastructure, bridge culverts, other underground utility infrastructure, traffic signal and street light infrastructure, parking lot repairs, parks, various pedestrian/bicyclist trails, and other similarly related work throughout the city.
The City received proposals from the following seventeen (17) consultants:
1. 4 Creeks, Inc. - Visalia, CA
2. Peters Engineering Group - Clovis, CA
3. Provost & Pritchard Consulting Group - Visalia, CA
4. TRC Engineers, Inc. - Fresno, CA
5. Kimley-Horn and Associates, Inc. - San Mateo, CA
6. Lane Engineers, Inc. - Tulare, CA
7. Quad Knopf, Inc.- Visalia, CA
8. CWE - Fullerton, CA
9. MKN & Associates, Inc. - Fresno,
10. Interwest Consulting Group, Inc. - Fresno, CA
11. Precision Engineering - Visalia, CA
12. Westwood Professional Services, Inc. - Fresno/Madera, CA
13. Dokken Engineering, Inc. - Folsom, CA
14. A & M Consulting Engineers - Visalia, CA
15. Bedrock Engineering - Madera, CA
16. IMEG Consulting Corp. - Ontario, CA
17. Authority Engineering and Surveying, Inc. - Bakersfield, CA
According to the RFQ, the City is selecting the top six (6) consultants based on their total scores from the selection criteria outlined in the RFQ. Given the anticipated yearly workload, it is neither advantageous for the City nor the consultants to select more than six (6) consultants for this contract. Additionally, selecting more than six (6) consultants would mean that each consultant receives minimal work. Limiting the number of selected consultants will also help them establish more effective working relationships with the engineering staff and will provide consistency in projects. Staff anticipates that this will result in higher quality bidding documents that will reduce costs, change orders, and keep projects on schedule.
The proposal review committee evaluated and scored the proposals based on the selection criteria outlined in the RFQ. Eight (8) top consultants were chosen to participate in the interview process. Each consultant was given 45 minutes for an in-person presentation and to answer 11 questions.
The following consultants were the top six (6), ranked by their highest scores, and have been recommended by the staff to be awarded this contract:
1. Peters Engineering Group
2. 4 Creeks, Inc.
3. Provost & Pritchard Consulting Group
4. TRC Engineers, Inc.
5. Lane Engineers, Inc.
6. CWE
The six (6) consultants mentioned above met all the requirements specified in the RFQ. Locally funded and some state funded projects will be distributed to consultants on a rotational basis through this on-call list where this is acceptable to the funding agency. On all federal and/or some state-funded projects, these On-Call Consultants will be requested to submit a Mini RFP (Request for Proposal) to identify the most qualified firm for the project, to refine the scope of services, and meet the funding guidelines. The Mini RFPs will be evaluated based on the consultants’ proposed approach to the scope of work and their qualifications.
Fiscal Impact:
Consultant services will be charged to the applicable CIP for each project. Given the large number of projects anticipated for the next five years, the total amount payable by the City for each contract will be eligible for annual renewal for up to four (4) additional consecutive years. The yearly contract for each consultant shall not exceed $500,000 without further authorization from the City Council. Consultant proposals for larger CIP projects will utilize these on-call contracts but will come back to the City Council for approval of the purchase order dollar amount for the design services. These additional Council approvals will increase the authorized yearly contract amounts accordingly.
Prior Council Action: None
Alternatives: None Recommended
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to Award and execute one-year contracts with six (6) Civil Engineering Consultants consisting of Peters Engineering Group, 4 Creeks, Inc., Provost & Pritchard Consulting Group, TRC Engineers, Inc., Lane Engineers, Inc., and CWE; and place these firms on an on-call list to provide civil engineering and related services in support of the City’s Capital Improvement Projects. Each contract will be eligible for annual renewal up to four (4) additional consecutive years. The annual contract for each consultant shall not exceed $500,000 without additional authorization from the City Council.
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CEQA Review: NA
NEPA Review: NA
Attachments:
- Draft Contract
- Fee Schedules
- Ownership Disclosure