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Resolution approving on-call consulting service agreements with twenty (20) selected consultants for on-call architectural, engineering, and other professional services in an amount not to exceed $3,000,000 for each firm over a three-year term for the City of South San Francisco.
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WHEREAS, since 2016, the City of South San Francisco (“City”) Public Works Department has strategically utilized architectural, engineering, and other professional (A&E) on-call consultant support to improve the efficiency and effectiveness of its Capital Improvement Program (“CIP”) delivery; and
WHEREAS, this approach has proven essential in managing the increasing number, scale, and complexity of projects while ensuring timely completion within approved budgets; and
WHEREAS, on November 7, 2016, City Council initially approved fifty-five (55) on-call consultant agreements for A&E services; and
WHEREAS, the A&E on-call was reapproved on June 10, 2022, expanding the selected consultant list to seventy-nine (79) consultants to meet growing project demands; and
WHEREAS, continuing the current model of engaging consultants for comprehensive project delivery is crucial for the efficient execution of the 186 Council-approved CIP projects; and
WHEREAS, without on-call consultant support, the sheer volume of work will inevitably delay projects, exceeding the capacity of existing staff; and
WHEREAS, on April 14, 2025, City staff issued a Request for Qualifications (RFQ) for the selection of firms to undertake the on-call architectural, engineering, and other professional services; and
WHEREAS, on May 12, 2025, staff received SOQs from thirty-six (36) firms; and
WHEREAS, several firms applied for multiple service areas. Thus, forty-six (46) Service Area submittals were received; and
WHEREAS, selection of consulting services is not based on the lowest bidder, but on the firm’s expertise, experience, and references; and
WHEREAS, a review panel was created consisting of three Public Works Staff, one Capital Projects staff and one Parks and Recreation staff; and
WHEREAS, after reviewing the scope and volume of anticipated capital and operational projects over the coming years to determine appropriate coverage across service areas, staff recommends executing consultant agreements with twenty (20) firms based on their experiences, resources, familiarity/understanding of South San Francisco and positive references (Exhibit A); and
WHEREAS, the consultants will work on an on-call basis as defined by the City on a project-by-project basis and all work performed under the agreements will be pursuant to individual work orders that will have a specifically defined scope and schedule that will be negotiated on a project-by-project basis. Therefore, staff will issue individual task orders for this specific work under this contract authority not to exceed project budget; and
WHEREAS, the individual agreements will acknowledge that the individual work orders will dictate the work done under each agreement, up to the not to exceed amount; and
WHEREAS, these costs would be charged against the various projects through their sources of funding and there is no City obligation to expend any funds under these agreements.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco, that the City Council hereby approves a consulting services agreement, draft attached herewith as Exhibit B, for on-call architectural, engineering and other professional services for the City of South San Francisco in an amount not to exceed $3,000,000 per firm for a three year term, with the City Manager having an option to extend any agreement for an additional two (2) years and increase the not to exceed amount by an additional $2,000,000 per firm.
BE IT FURTHER RESOLVED, that the City Council of the City of South San Francisco hereby authorizes the City Manager to execute the on-call consulting services agreements on behalf of the City in substantially the same form as Exhibit B, for the selected consulting firms listed in Exhibit A, upon timely submission by the selected consultants' signed contracts and all other required documents, subject to approval as to form by the City Attorney.
BE IT FURTHER RESOLVED, by the City Council that the City Manager is authorized to take any action consistent with the intent of the associated Staff Report or this Resolution that does not materially alter the City's obligations hereunder.
BE IT FURTHER RESOLVED, that the City Council authorizes the City Manager or their designee to approve and issue task orders pursuant to executed on-call consulting services agreements provided the work or projects were approved as part of the annual CIP budget or departments’ operating budget.
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