COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

 

DATE:

November 21, 2001

BOARD MEETING DATE:

December 18, 2001

 

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Retention of Consulting Engineer - Omnibus Engineering Services - County Wide

 

Recommendation

Adopt a resolution authorizing the President of the Board to execute Agreements with eight (8) consulting firms that would be retained for future projects as the need arises.

 

Previous Board Action

Authorized execution of a similar agreement with five (5) consultants for omnibus engineering services in August of 2000.

 

Key Facts

Having consultants under contract to provide design services as the need arises will aid the Department in delivering projects that have or will be funded.

 

The consultant selection procedures in the County's Administrative Memorandum B-1 were used to select eight (8) consultants that can be used for future Public Works projects.

 

Discussion

One way to continue to deliver projects is to retain consultants to supplement our staff as the need arises. Retaining consultants also provides us with flexibility to bring in specific expertise for any given project and for any phase of a project that can include preliminary studies, specific designs or construction management.

 

Proposals were solicited from thirty (30) engineering consultants by direct mail and by advertisements in a trade journal. We received qualifications from eight (8) firms and they all are being recommended to be retained to provide engineering services on an as needed basis.

 

The Omnibus Agreements are set up with a maximum fee of $200,000. A firm assigned to a project by the Department will be given a "Task Order" which will detail the requirements of the project and a scope of work. A Not-to-Exceed fee will be established specific to the project. The sum of the fees for the various individual "Task Orders", should a firm be assigned more than one project, will not exceed the Not-to-Exceed amount of $200,000. Any increase above the $200,000 limit per Agreement would be brought back to your Board for consideration and approval. The term of the individual agreements is two years from the date of execution by the County, with the ability to extend the term for two additional years, in one-year increments, as authorized by the Director of Public Works.

 

RFP Information

 
    General Description of RFP
 

    Provide various engineering services on an "as needed" basis by the County.

 
    Key Evaluation Criteria
 

    Comparable Project Experience

    Experience of Project Manager

    Experience of Key Staff

    Understanding of Project Requirements

    Project Management

    Project Approach and Proposed Staffing Plan

    Location of Firm

 

    Where Advertised

 

    Hawkins/Mark-Tell

 

List Others to Whom RFP was Sent

 

    Direct mail to twenty-three engineering firms in the Bay Area and Northern California.

 

Total Number Sent to Prospective Proposers

 

    Thirty (30)

 

Number of Proposals Received

 

    Eight (8)

 

Who Evaluated Proposals

 

    Evaluation Committee consisting of the Programs & Engineering Services Division Manager and the Principal Civil Engineers for the Design and Construction Sections.

 

Names of Finalists and Location

 

    Brian Kangas Foulk - Redwood City

    Harris & Associates - Concord

    Kleinfelder - South San Francisco

    Korve Engineering - Oakland

    Mark Thomas - Redwood City

    Sandis Humber Jones - Mountain View

    Wilsey Ham - Foster City

    Winzler and Kelly - San Francisco

 

Fiscal Impact

Each Omnibus Engineering Service Agreement has a Not To Exceed amount of $200,000 or $1,600,000 for all eight agreements. Funds to pay for the assigned work will come from the budgets of the projects and are anticipated to be primarily road or sewer projects. The consultants may also work on General Fund financed projects that are appropriated in the Capital Projects budget.

 

There is no impact to the General Fund for projects financed with Road or Sewer District funds and no additional impact for projects in the Capital Improvement Budget that are financed with General Funds.

 

A form of agreement and resolution have been reviewed and approved by County Counsel and the eight (8) recommended firms have executed their respective agreements.