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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Department of Public Works
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DATE:
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May 12, 2011
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BOARD MEETING DATE:
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May 24, 2011
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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James C. Porter, Director of Public Works
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SUBJECT:
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On-Call Fire Protection Engineering Consulting Services for Public Works Projects
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RECOMMENDATION:
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Adopt a Resolution authorizing the President of the Board to execute agreements with two “on-call” Fire Protection Engineering firms: (1) AON Risk Solutions and (2) Tmad Taylor & Gaines to provide Fire Protection Engineering professional services effective July 1, 2011 to June 30, 2014, for a maximum aggregate amount of $600,000 ($300,000 per agreement).
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BACKGROUND:
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The Department of Public Works has previously entered into a group of agreements with “on-call” engineering firms to provide consulting services on an “as needed” basis. The “on call” professional service process has worked well, and has expedited and facilitated a variety of County public work projects. Therefore, we are now proposing agreements with “on-call” Fire Protection Engineering Firms. The Department of Public Works conducted a Request for Proposals (RFP) to select consultants for the Fire Protection Engineering Services Agreements. The Request for Proposals Process Matrix describing the process and selected firms is attached as Exhibit “A”.
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DISCUSSION:
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Proposals were solicited from Fire Protection Engineering firms, through a newspaper advertisement and through advertising on the Public Works website. Representatives from the Department of Public Works participated on the selection committee that reviewed the qualifications of two (2) firms submitting proposals. Based on that review, the selection committee determined that retaining both firms: (1) Aon Risk Solutions and (2) Tmad Taylor & Gaines would best meet the County’s needs, and that both should be retained to provide “on-call” professional Fire Protection Engineering consulting services on as “as-needed” basis.
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It is anticipated that a wide variety of construction and remodel projects will be performed within the next three years. The Department does not have in-house fire protection engineering expertise and relies on consultants to provide this service.
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By executing the agreements, the Department will have the ability to utilize the Consultants’ expertise in designing and planning construction related projects, which includes completing tasks, such as preliminary studies, alternative design studies, specific designs, and permitting.
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The Department will issue Task Orders including the scope of work and a not-to-exceed amount to the Consultant. The not-to-exceed amount for the individual Task Orders will vary; however, the cumulative sum of the Task Orders will not exceed the maximum amount of the Agreement. Any increase above the limit of the Agreement would be brought back to your Board for approval.
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The terms for these two agreements will be for three (3) years, from July 1, 2011 through June 30, 2014.
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County Counsel had reviewed and approved the Resolution and Agreements as to form.
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Executing “on-call” Fire Protection Engineering Services agreements contributes to Shared Vision 2025 outcome of Collaborative Community by reducing the cost and time required to execute major construction and renovation projects throughout all county facilities.
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Performance Measure(s):
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Measure
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FY 2010-11
Actual
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FY 2011-12
Projected
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Percent of funded facilities / capital projects managed by Public Works project management staff completed on time and within budget
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98%
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98%
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FISCAL IMPACT:
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A not-to-exceed fee will be established for each approved project that the firms are assigned, and will be based on a detailed scope of work. The total of the fees for all approved projects will not exceed the maximum amount of $300,000 per contract, or an aggregate of $600,000.
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The cost of these contracts will be paid for out of the budgets for the individual projects that are assigned to the contractor. These projects are generally funded by the Capital Projects Fund or the individual departments that are requesting the project.
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Attachment:
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Exhibit “A”
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