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HomeMy WebLinkAbout_4.5(b)--Approve 2023 On-Call Professional Services List GI �" Y � F � � � ° � � � " � � CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: April 4, 2023 FROM: Nick Zettel, Director of ITEM NO. 4.5(b} Redding Electric Utility ***APPROVED BY*** �4..ry �� � w� .. s.N,.�� , � -�°���� �k et e o� �rcctor�i9' e in r tric�Llt'rtity 3/21J2��3 �� �}r ippin,Ci ��� �na � � 3/'��/2423 nzettel@cityofredding.org btippin@cityofredding.org SUBJECT: 4.5(b)--Approve 2023 On-Call Professional Services List Recommendation Approve the list of qualified on-ca11 consultants to provide professional services related to City of Redding Electric Utility, consistent with City Manager Policy No. 22-03, Selection of Technical Consultants. Fiscal Impact There is no f scal impact from this recommendation. Funding for the future use of on-call consultants wi11 be determined per contract and subject to budget availability. Alter�native Action The City Council (Council) could choose not to approve the recommendation and provide alternative direction to staff. Background/Analysis Since May 2010, the City of Redding's (City) Engineering Division has utilized the "On-Call Professional Engineering and Architectural-Related Services List" to expedite the delivery of projects by providing a resource of preapproved consultants. Based on this success, Redding Electrie Utility (REU) developed a similar list in 2018 and desires an updated list for 2023. The use of this list wi11 �xpedite the delivery of projects over the next five years by providing a resource of preapproved consultants to deliver on-call services for projects utility-wide, including: • Resource planning and energy management. • Transmission and distribution asset management. • Utility engineering and operations. • Federal, state, and regional compliance. • Power operations, including natural gas generation. Report to Redding City Council March 28,2023 Re: 4.5(b)--Approve 2023 On-Call Professional Services List Page 2 To accomplish this, staff solicited Statements of Quali�cations (SOQ), through Request for Qualifications 5340, for on-call professional and technical services. While a consultant must be on the list to be selected �or on-call services, it does not guarantee that a consultant will be asked to submit on any project or receive any assignments. The volume of work assigned to consultants will depend on City staff's workloads and funding availability. Consultants will provide services as authorized and directed by the City under the standard Consulting and Professional Services Contract (CPSC). The consultant offering the best combination of expertise and value will be selected to provide the service. No services will be performed on any project until the City has approved and signed the CPSC for that particular project. No CPSC will exceed $200,000, nor will a consultant's work in any specific project be more than $200,000 unless further authorized by the Council. Large and/or complex projects will continue to go through the City's formal qualifications-based selection process by City Manager Policy 22-03, Selection of Technical Consultants. A total of 11 consultants submitted SOQs for 50 professional disciplines. Subject-matter experts within REU reviewed the SOQs and recommended the consultants who were qualified. This process determined that 11 of the ll consultants submitting SOQs would be eligible for the on- call list. Many of these firms have previously completed work successfully for the City. The remaining firms demonstrated the experience and qualifications necessary to create a successful work history with the City. The recommended firms are listed in the attachment. Due to the breadth of the scope of the services requested, REU may consider re-opening the SOQ for a short time to expand the list. The development of the On-Call List for electric utility services was qualifications-based and is consistent with City Manager Policy 22-03, Selection of Technical Consultants. On-call lists have proven to be a valuable tool for the City and will allow REU to expedite project delivery, saving time and money. Envir�onmental Review This is not a project defined under California Environmental Quality Act, and no further action is reguired. Council Priority/City Manager Goals � Government of the 21 sti Century - Be relevant and proactive to the opportunities and challenges of today's residents and workforce. Anticipate the future to make better decisions today. Attachments On-Call Services List of Qualified Consultants 2023 22-03 CM Policy Selection City of Redding 2023 On-Call Consultants for Electric Utility-Related Services Archer Energy Solutions, LLC EDM International, Inc. FERCo (Fossil Energy Research Corporation) GDS Associates, Inc. NewGen Strategies & Solutions Optimal Energy Pace Engineering PCS (Proven Compliance Solutions) SEL(Schweitzer Engineering Laboratories) SHN Ulteig ITY F l City anager's Palicy SUBJECT: PCILICY EFFE'CTIVE PAGE INITIAL NUMBER DATE SELECTI�N t)F SPEGIALITY ��-�� 08/Q3l2022 1 CQNSULTANTS BACKGRUUND In Qecember 1987, upon the recommendation of staff, City Couneil adopted City Gouncil Policy 1501, which permitted departments to retain cansultants to assist, on a shart-term basis, in areas where the department does not have sufficient staff or staff with sufficient knowledge in a specific and specialized area. This City Manager Palicy, cambined with the R�dding Municipal Code 4.20 — Purchasing System, replaces City Council Policy 1501. Purpose The purpose ofi this policy is to establish general guidefines for the selectian af these specialty consultants. It is the intent of the Gity of Redding (City)to select consultanfi(s) �n the basis af demonstrated campetence and/or prafessianal qualifications for the services required, and at a competitive price. This palicy is to be used in conjunction with Redding Municipal Cade Chapter 4,20 PurGhasing Systsm� This policy does not apply to the hiring of consultants for legal services under the authority of the City Attarney. Polic Except as otherwise provided, the Cifiy will salicit competitive pro�aosals by releasing Requests far Propasals (RFP) to perForm work for which the City does not have staff available or lacks the technical or specialized expertise required t� perfarm a projectlpragram. Consultants will be individually selected for specific projects with regard to the cansultants'experience, special knowledge of the subject matter, ability to perform the services within the time allowed, demonstrated recard of success on similar work, and the ability to perform effectively in the n�e�ssary diseussion, presentatian, coordination, and coaperation r�alms of the project. While the primary gQal of the cansuitant selection is �n the basis af demanstrated competence and professianal experi�nce, the cost af providing the s�:rvice to b� performed will also be considerad. Deviation from the RFP selection process (i.e., n�gatiated cantracts) shall oniy be allowed as described by this policy. It is the responsibility of the Department Director initiating the contract to determine whether the California Environmental Quality Act (CEQR) is applicable and to complete the proeess prior to execution ofi th� cantract. When utilizing certain fiunding saurces includirrg Federal Transit Administratian, Federal Aviation Administration, etc., other restrictians or procedures may apply outside of this policy. The Department Director shail be respansib[e for assuring the proper pracedures are followed. A�,aya{icafii�n This policy shall apply to the selectian of a cansultant for design, review, inspection, field supervision, contract managem�nt, f�asibility studies, master planning, and related services in connection with public improvement projeGts andlor governmental aperations for the City. The term "consultant" may include individuals, partnerships, a corporation, joint ventures, or any other combination of firms or persons deemed by the Gity to be qualified ta perform the required services. Far purposes of this policy, cansulting services include, buf are not limited to, servic�s which may be contracted by the City in the fallowing fields: e Planning (City and regianal, airports, electric, potable water, and wastewat�r utilities, solid waste dispo$al, etc. • Building and Landscape Architecture • Engineering {alf disciplines) • �inancial • Rates and Fees C/TY F l ity anager's Policy SUBJECT: PQLICY EFFECTIVE PAGE 1NITIAL SELECTIQN QF SPECIALITY NUMBER QATE CONSt1LTANTS 22-03 081C13/2022 2 Applicatian —cantinued • Recreation • Risk Management � Medical * Property Appraisal and Acquisifion • Human Resources (Key emplayee recruitment, training, etc.) � Cantract Management (Construction management, inspectian, etc.) • Administra#ive 5ervices • Environmental S�rviees • Land surveying + fnfarmafion Technology Services and Applicatians ! Safiety and Regulatary Services • Investigation Services General Criteria�or Selection The following general se�ectit�n factors will be cansidered, as applicable, in sel�cting a consultant for a particular study ar proj�ct: A. A demonstrated understanding of the Gity's capifial program, infrastrueture, and sfiandards or program area where work is to be done, positive work experience with City's project dev�lapmen# and operations staff, and availability ta the praject and City staff. B. Educational and background experience of the consultant's key staff that will be assigned to the primary elements af the projeet as well as th� individual, wi#hin the consuftant's argan'rzation, who will oversee the praject. C. Possess the nec�ssary license or ofiher professional credential{s) to perform the particuiar study; praject, ar wark. D. Demonstrated recent recard af success an pr�jects similar in nature and magnitude performed for the City or like entities. Key areas to cansider are the consultant°s ability ta deliver the required work or s�ruiees in acceptable form and detail, on schedule, and within budget. E. Documented rec�rd Qf successful delivery of completed design, estimating, construction management services, etc., af proven reliability as evidenced by the final completion costs af previaus projects af similar scc►pe and magnitude. F. The adequacy af the cansultant's staff to perform the work within the time allowance. G, The method(s) proposed by the cansultant for the work requir�d;the primary elernents of the wark shall be identified H. The ability of the consultant to mak� effective written reports and pUblic presentations of the wark or design, if required. I. Th� ability of th� consultant to work efFectively with Gity staff, other public agencies and related parties, as required during the course of the project. lTY F l ity anager's Poticy SUBJECT: PC3LICY EfFECTtVE PAGE INITIAL SELECTI(�N Of SPEGIALITY NUMBER DATE GONSULTAPITS 22_03 Q8/03/2022 3 General Grwteria for Sel�ction — cantinued J. New Qr innouative ideas that-are presented by the consultant, in the proposal, which demonstrate a clear ar advanced understanding of the wQrk, patentia! areas af cone�rn, and possible solutions. K. Adequate knowledge of local canditions. L. Past recard of canfinued interest in the success, efficiency, and wt�rkability of the program of services previously delivered M. Ability ta furnish effective eanstruction supervision services, where such services are an inherent part of a"package'" of services for which the cansuitant is employed. N. Abiiity to provide required insurance covera�es and applicable endorsements as may b� required by the City Attarney and/or Risk Manager. Each of the above fisted genera4 sefectian criteria factors may typically be employed in th� �valuation of any prt�posal. Rdditionally, any specific or unusual evaluation criteria necessary du� to #he specialized nature of the work, process; ar service requir�d. Each seEectian criteria factor may be w�ighted according ta its overall, perceived importance as established by the Department Director. The RFP shall include the criteria by which praposals will be reviewed as well as th� respective weighting of each criteria. While price is nof the singular guiding issu� in selecting a eansultant,the cansultanfi's proposal shall include the"fixed"or"not-to-exceed" cost (whichever is required by the RFP). The praposal shall also include any r�quired supporting data in the farm of cost/staff-hour of each employee classification fio be used; antieipated total project staff-haurs far each classification, overhead costs, �xpenses, etc. If a "not-ta- exceed" cast is required by the RFP, the final cost of the service(s) shall be the cans�altant's actual cost incurred or the agreed upon °'not-to-exceed cost,"whichever is less. Praposals will be reviewed for any deviatic�ns and exceptions taken, wark not included, or any other inconsistency between the City's RFP which details the°'wark required° and the consultant's proposal which details the "work offer�d.°'The consultant shall explain the reasons far the deviations and exceptions in the praposal, Deviatians and exceptions which demonstrate clear b�n�fit ar advantage to the City may receive special consideration. Pracess Genera/ Guidelines: The RFP shall be apprQved by the Purchasing Qfficer prior to issuance; uniess otherwise approved by the Purchasing Officer,the City Manager ar the Assistant City Manager. Firms that have been det�rmined by fh�dep�rtment to be the most familiar with the project or program, or are actively engaged in the business of praviding the required service will be invited to submit proposals. Advertisem�nt of the R�'P in strategic locatians sh�uld be considered in an effork to increase campetition and provide better value to the City. Qualified local firms (within Shasta Gounty) will be sent RFP's as part of the distributian. Far unusual or extraardinary consulting services, ar if required by the funding source, Request for Qualifications (RFQ}will be sent to s�lected firms, The RFQ's will be reviewed and evaluated to narrow and finaliz� th� Eield of qualified firms ta be sent R�Ps, Recognizing that the development and presentatiQr►of a professional proposal is often expensive, it is the City's intent to seriously consider all proposals for the program, project, or wark. For an-ealf professional architectural, engineering and afher cansulting related services, the City may establish a list of cansultants far services not ta exceed $200,000. The Iist will be established by formal l7'Y F l Ci anager's Policy SUBJECT: PC3�ICY EFFECTIVE PAGE INITIAL SELECTION QF SPEGIALITY NUMBER DATE Gt�NSUL.TANTS ��-p3 08/03/2022 4 Process—cantinued salicitation af Statement of Qualifications and will be vaiid for no more than five (5) yaars. The list will be approved by Gifiy Council. A consultant on the list affering the best combination of expertise and value may be selected ta pravide services to the city and the steps below may be avoided. Professional Servic� Cantracts Gasting$60,000 orless: Generally, th�se cantracts will b�one-year or less. The Department Dir�ctor may us� this ,process for muiti-year contracts sa I�ng as the Purchasing 4ffieer agrees or the Gity Manager, shauld a dispute occur. Unless otherwise approved, the minimum number af firms requested ta submit a propasal in response to an RFP shal! be three (3). Once a selection is made, com�leted evaluation farms and summary as to the selection shalf be emailed to the purchasing cantact listed c�n the solicitation. The Department Direcfior may request a waiver of the formal RFP process by su�mitting a justification for bypassing the competitive pracess to the Purchasing (�fficer. The Purchasing C►fficer will review the t�equest and either concur or seek additional jusfification prior to approving the req�aest. Should tbere be a disagreement during this prncess, the City Mar�ager or Assistant G'ity Manager shall be cansulted. 1f the waiver is approved by the Purchasing Officer,the Qepartment will interview one or more con�ultants which the Department Director believes is/are qualified to p�rform the work. The Department Direct�r will th�n sefeet a consultant and issue a contract, or at the discretic�n af the Purchasing C�fficer, a Purchase C?rder may b� issued. Prafessional S�rvice Contracts Costing More Than $60,000: RFP's wii) be issued in accardance to the Generat Guidelines listed above. The responses received to the RFP will be evaluated by a review/selection committee which shall provide a recamm�ndation af a specific consultant for consideration. The review/selection cammittee shall nt�rmally eonsist of requesting department staff appointed by the requesting Department Director. Far projects of particular interesf, camplexity, or confir�versy, the City Manager may designate additional stafffram other departments or request Gauncil or others to participate an th� review/selection comm'ittee. The review/selection committee will determine th� ranking of the cansultants. Final recammendatian for awards valued greater than $60,000 and less than, or equal tc� $200,000, wili be presented in writing with a summary as to the selectian made to the Gity Manager for signature. Recammendations for awards over$200,000 will be pr�sented to Councif for its consideration of contract award. A deviation fram the RFP pracess may be allowed as defined in RMG 4.2Q.120. In accordance with that sectian caf th� RMC, the Gity Manager may authorize the execution of a contraet for seruices up to $200,000 annually without any previous publicatian or pasting of notice invit�ng propasals. For contract for services in excess ofi $200,000 anr�ually, any deviation from fihe RFP pracess must be approved by the Cauncil. All of fihe abov� is to k�e done in accc�rd�ince with the Gavernment Gode r�quirements.