HomeMy WebLinkAboutStaff Report 14785
City of Palo Alto (ID # 14785)
City Council Staff Report
Meeting Date: 10/24/2022 Report Type: Consent Calendar
City of Palo Alto Page 1
Title: Approval of a Professional Services Agreement Contract Number
C23185658 With BKF Engineers for the Amount of $900,000 Over a 3-year
Term for On-Call Surveying and Design Support Services
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or their designee to
execute a contract with BKF Engineers (Attachment A) in the amount of $300,000 per year, for
three years, for a total amount not to exceed $900,000, for on-call surveying and design
support services.
Background/Discussion
The City currently has one land surveyor on-staff who primarily handles grade checking for
Public Works Capital Improvement Program (CIP) construction projects and administrative
documents and does not have the time or capability to perform large surveys. The proposed
on-call contract for surveying will augment the staff surveyor resource to meet this need. The
proposed contract would replace a previous on-call surveying contract which will expire on
October 22, 2022 (Staff Report ID #10699).
On July 7, 2022, the City released a Request for Proposals (RFP) for On-Call Surveying Services.
Seven proposals were received in response to the RFP but two proposals have been deemed
nonresponsive. Public Works Engineering Services staff carefully reviewed each firm's
qualifications and submittal in response to the criteria identified in the RFP. Siegfried and BKF
Engineers were ranked number one and two, respectively, on the first round of selection. On
September 6, 2022, staff conducted interviews with Siegfried and BKF Engineers to select the
top firm. BKF Engineers was selected as the top ranked proposer based on their presentation
at the interview, hourly billing rates, in-house ability to perform surveying, studies, and design,
as well as their familiarity with City projects and standards.
The scope of services of the on-call proposed contract includes providing on-call support to
help advance street resurfacing projects, including the survey and drainage design for various
City streets. The contract capacity allows for these professional services to be utilized for other
CIP projects (including storm drain, parks, and buildings projects) requiring surveying,
City of Palo Alto Page 2
including large roadway survey needs. Work will be assigned to the consultant on a task order
basis.
Summary of Solicitation Process
Name/Number On-Call Surveying Services RFP #185658
Proposed Length of Project 36 months
Number of Notices sent to Vendors via City’s
eProcurement System (PlanetBids) 2,271
Number of RFP Packages downloaded by
Consultants
19
Total Days to Respond 21
Pre-Proposal Meeting No
Number of Proposals Received: 5
Proposal Price Range N/A
Public Link to Solicitation https://pbsystem.planetbids.com/portal/
25569/bo/bo-detail/95879
Resource Impact
Funding for on-call project work will be encumbered as survey and design task orders are
issued and assigned to specific CIP projects. Task orders will be funded within existing CIP
project budgets as approved by the City Council through the annual budget process.
Stakeholder Engagement
Stakeholder engagement will be conducted as necessary for each project. Over 2,000 notices
were sent through the City’s public procurement process to notify potential service providers
of this opportunity.
Policy Implications
This project is in conformance with the City of Palo Alto’s Comprehensive Plan and does not
represent any changes to existing City policies.
Environmental Review
Council action on this item is not a project as defined by CEQA because a contract award for
on-call surveying and design services is a continuing administrative or maintenance activity.
CEQA Guidelines section 15378(b)(2).