BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT:
Title
Approve the Standard On-Call Consultant Agreements with Four Consultant Firms: Arup US, Inc., Agreement No. A5242A; ENGEO Incorporated, Agreement No. A5243A; Kleinfelder, Inc., Agreement No. A5244A; Mott MacDonald Group, Inc., Agreement No. A5245A; to Provide On-Call Geotechnical Engineering and Design-Related Services, PlanetBids (PB) File No. VW0435, for a Shared Not-To-Exceed Aggregate Fee of $11,000,000.
End
RECOMMENDATION:
Recommendation
A. Approve the Standard On-Call Consultant Agreement No. A5242A, with Arup US, Inc., for on-call geotechnical engineering and design-related services;
B. Approve the Standard On-Call Consultant Agreement No. A5243A, with ENGEO Incorporated, for on-call geotechnical engineering and design-related services;
C. Approve the Standard On-Call Consultant Agreement No. A5244A, with Kleinfelder, Inc., for on-call geotechnical engineering and design-related services;
D. Approve the Standard On-Call Consultant Agreement No. A5245A, with Mott MacDonald Group, Inc., for on-call geotechnical engineering and design-related services; and
E. Approve a Shared Aggregate Not-To-Exceed fee of $11,000,000 for all Agreements, with task orders issued based on project needs and consultant availability.
Body
SUMMARY:
The Santa Clara Valley Water District (Valley Water) implements a number of capital and operational projects and programs to meet its mission and goals in water supply, flood protection and watershed stewardship. The on-call services provided pursuant to the Agreements will augment the services of Valley Water staff and provide additional geotechnical engineering and design-related services as needed. The current on-call agreements with Kleinfelder and Haley & Aldrich (formerly Cal Engineering & Geology Inc) were approved by the Board on May 28, 2019. Through subsequent Amendments, the original total not-to-exceed fee of $1,000,000 was increased to $2,750,000 for each agreement, due to the use of the on-call geotechnical services to meet the demands from internal staff and the needs of Valley Water projects. The original 3-year term expired on May 28, 2022, and two time extensions were executed to extend the term of the on-call service contracts to December 31, 2025. The Board’s approval of the Standard On-Call Agreements (Agreements) with the four selected firms will provide the necessary bandwidth and continued services for the next 5-year term.
Consultant Selection Process
Prior to publishing the Request for Proposals (RFP) to solicit On-Call Geotechnical Engineering and Design-Related Services, staff conducted outreach to eight hundred ninety-nine (899) firms registered with the National Institute of Governmental Purchasing, Inc., (NIGP), category code 91842 - Engineering Consulting, which is one of twenty-six (26) targeted categories within Valley Water’s Procurement Portal, PlanetBids (PB). Staff also issued advertisements in the San Jose Post Record newspaper and Small Business Exchange, Inc.
On May 7, 2024, staff published the RFP for On-Call Geotechnical Engineering and Design-Related Services Project. The publication enacted the automatic notification to the nine hundred sixty-nine (969) firms registered with NIGP, category code; 91842 - Engineering Consulting, one of twenty-six (26) targeted categories within PB.
Of the total 969 firms informed of the solicitation, thirty-two (32) firms confirmed interest as prospective proposers in PB. A total of ten (10) proposals were received on June 20, 2024, from the following consultant firms: AECOM Technical Services, Inc.; Arup US, Inc.; ENGEO Incorporated; Geo-Logic Associates; Haley & Aldrich, Inc.; Kleinfelder, Inc.; Mott MacDonald Group, Inc.; Ninyo & Moore Geotechnical & Environmental Services Consultants; PARIKH Consultants, Inc.; and Wood Rodgers, Inc.
An Evaluation Committee (EC), consisting of four (4) Valley Water panelists with subject matter expertise with Geotechnical Engineering and Design-Related Services, evaluated and ranked the written proposals. Based on the technical and interview evaluations, the EC recommended that staff proceed with the highest ranking four (4) firms: Arup US, Inc.; ENGEO Incorporated; Kleinfelder, Inc.; and Mott MacDonald Group, Inc., for contract negotiations.
Negotiations with Arup US, Inc., ENGEO Incorporated, Kleinfelder, Inc., and Mott MacDonald Group, Inc., have been successfully completed. Staff recommends Board approval of the Standard On-Call Consultant Agreements with Arup US, Inc., ENGEO Incorporated, Kleinfelder, Inc., and Mott MacDonald Group, Inc., to provide On-Call Geotechnical Engineering and Design-Related Services, for a shared aggregate not-to-exceed (NTE) fee of $11,000,000 over a five-year term. The $11,000,000 shared NTE fee will be distributed among the four consultant firms based on project needs and consultant availability.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no Environmental Justice and Equity impacts associated with this item.
FINANCIAL IMPACT:
The shared aggregate NTE fee for these Agreements is $11,000,000 to be shared with four (4) consultant firms: Arup US, Inc., ENGEO Incorporated, Kleinfelder, Inc., and Mott MacDonald Group, Inc. The term for the Agreements is for five years. No funds will be encumbered at this time. On-call services will be charged in accordance with each approved task order to budgeted funds from the respective projects that utilize the on-call agreement(s).
CEQA:
The recommended action to approve the Agreement does not constitute a project under the California Environmental Quality Act (CEQA) because it does not have the potential to result in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment A: Government Code Section 84308
Attachment 1: Agreement, Arup US, Inc.
Attachment 2: Agreement, ENGEO Incorporated
Attachment 3: Agreement, Kleinfelder, Inc.
Attachment 4: Agreement, Mott MacDonald Group, Inc.
UNCLASSIFIED MANAGER:
Manager
Bhavani Yerrapotu, 408-630-2735