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Report regarding resolution to approve on-call consulting service agreements with thirty (30) selected consultants for on-call municipal engineering 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’s Capital Improvement Program. (Audriana Hossfeld, Senior Civil Engineer)
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RECOMMENDATION
Recommendation
City staff recommends that the City Council adopt a resolution approving on-call consulting service agreements with thirty (30) selected consultants for on-call municipal engineering services for the City of South San Francisco in an amount not to exceed $3,000,000 for each firm over a three year term for the City of South San Francisco’s Capital Improvement Program, and authorizing the City Manager to execute the agreements on behalf of the City.
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BACKGROUND/DISCUSSION
Since 2018, the City of South San Francisco (“City”) Public Works Department has strategically utilized on-call consultant support to improve the efficiency and effectiveness of its Capital Improvement Program (CIP) delivery. This approach has proven essential in managing the increasing number, scale, and complexity of projects while ensuring timely completion within approved budgets. This is the fourth time the on-call municipal engineering services has been re-solicited through an RFP/RFQ process.
On November 8, 2017, City Council initially approved on-call municipal engineering services, formerly known as multi-disciplinary engineering services, with a contract authority of $1.7 million per firm. It was reapproved on July 24, 2019, with the limit increased to $4.5 million per firm. The most recent approval occurred on June 8, 2022, maintaining the $4.5 million per firm limit.
Continuing the current model of engaging consultants for comprehensive project delivery is crucial for the efficient execution of the 186 Council-approved CIP projects. This approach allows City staff to effectively manage and direct projects while leveraging the enhanced coordination and accountability of a single consultant team. Without on-call consultant support, the sheer volume of work will inevitably delay CIP projects, exceeding the capacity of existing staff. The alternative of individual RFPs for each project's services would create substantial delays and increase coordination burdens without any cost or time benefits.
Thanks to the City Council’s continued support and authorization of on-call municipal engineering services, the City has successfully delivered key infrastructure improvements that enhance mobility, sustainability, and public safety. The Bikes to Boulevards initiative, including the Junipero Serra Boulevard/Westborough Boulevard Corridor Feasibility Project, benefited from this program with on-call consultants providing critical transportation planning and analysis. The Pavement Management Program has also greatly relied on on-call services, with consultants leading design efforts and overseeing construction management for multiple surface seal projects that extend the life of our streets. Additionally, the Orange Memorial Park Stormwater Capture Project, a major environmental initiative, was successfully implemented with on-call consultants providing construction management support. These successes highlight the impact of the Council’s foresight in authorizing on-call services, ensuring the City can efficiently deliver high-quality projects that serve the community.
THE RFQ PROCESS
City Staff sought statements of qualification (SOQs) from firms to provide well-qualified and success-oriented teams to deliver comprehensive municipal engineering services to support the City’s CIP. City staff defined the general scope of services for the on-call municipal engineering RFQ as:
• Civil Engineering
• Traffic Engineering
• Land Surveying and Mapping
• Structural Engineering
• Environmental Services
• Hydrology and Hydraulic Engineering
• Construction Management and Inspection
• Geotechnical Engineering
• Landscape Architecture
• Utility Coordination
• Municipal Engineering Services
• Project Management
• Public Outreach and Communications
These services were identified as common needs within City projects.
Selection of consulting services is not based on the lowest bidder, but on the firm’s expertise, experience, and references. Once the most qualified firms are determined, staff review the selected firms’ fee rates and negotiate if necessary. Because these projects are locally funded, there are no Disadvantaged Business Enterprise (DBE) requirements.
Staff issued a Request for Qualifications (RFQ) for municipal engineering services on January 29, 2025, on the City’s OpenGov Procurement website. Forty-six (46) SOQs were received on the due date of February 20, 2025. A review panel was created consisting of three Public Works staff.
Qualifications were evaluated based on Familiarity and Understanding of the City, Staffing, Relevant Experience, and Specific Management Approach and Methodologies. Evaluation criteria can be found in Attachment 1. Based on these criteria, the 46 consultants were ranked. Due to the large volume of City projects, staff recommends executing a consultant agreement with the top thirty (30) firms. The list of top 30 ranked firms can be found in Attachment 2. Please note, after the SOQ submittals, Alta Planning + Design aquired CHS Consulting. As both firms were selected, CHS Consulting was removed.
CONTRACT AUTHORITY
The current municipal engineering services on-call contract authority is $4,500,000 per firm. As the CIP budget amount varies year by year, City staff conducted an analysis of past on-call contract authority use to appropriately size the future on-call contract authority. City staff found the average maximum use between the last two on-calls was $2,600,000. Based on this, it is recommended to lower the contract authority to $3,000,000.
The consultants will work on an on-call basis as defined by the City on a project-by-project basis. Accordingly, 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. Further, 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. These costs would be charged against the various projects through their sources of funding or approved operational budgets. There is no city obligation to expend any funds under these agreements.
FUNDING
There are no financial commitments associated with the proposed consultant service agreements. For an on-call work order to be processed, adequate funding must have already been allocated within the respective project to cover the on-call municipal engineering costs.
RELATIONSHIP TO STRATEGIC PLAN
Approval of the municipal on-call service agreements supports the City’s Strategic Plan to improve Quality of Life by advancing the City’s Capital Improvement Program.
CONCLUSION
City Staff recommends City Council adopt a resolution approving on-call consulting service agreements with thirty (30) selected consultants for on-call municipal engineering services for the City of South San Francisco in an amount not to exceed $3,000,000 for each firm over a three-year term, and authorizing the City Manager to execute the agreements on behalf of the City.
Attachments:
1. Rating Criteria and Scoring
2. Recommended Consultants by Rating
3. Presentation