HomeMy WebLinkAboutF-6.1. Award PSAs for On-Call Professional Wtr Engineering Services CONSENT ITEM F-6
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: TIKAN SINGH, GENERAL MANAGER
DATE: JULY 24, 2023
SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENTS WITH FOUR
ENGINEERING FIRMS FOR ON-CALL PROFESSIONAL WATER
ENGINEERING SERVICES
BACKGROUND:
Azusa Light & Water (ALW) issued a Request for Qualifications (RFQ) for on-call professional
engineering services on March 31, 2023. ALW reached out to fourteen engineering firms and
received proposals from eight engineering firms on May 4, 2023. All eight proposals were
thoroughly reviewed by staff and met all requirements for professional water engineering services.
Staff recommends the award of four Professional Services Agreements to the top four rated
engineering firms that best meet ALW’s engineering needs. The Professional Services Agreements
will have a term of three years with the possibility to extend the agreements for two (2) additional
one-year periods.
RECOMMENDATION:
Staff recommends the Utility Board approve the following actions:
1)Approve a Professional Services Agreement and Blanket Purchase Order for on-call
professional water engineering services with Lee+Ro Inc. for an annual not-to-exceed
amount of $400,000;
2)Approve a Professional Services Agreement and Blanket Purchase Order for on-call
professional water engineering services with Stetson Engineers Inc., for an annual not-
to-exceed amount of $400,000;
3)Approve a Professional Services Agreement and Blanket Purchase Order for on-call
professional water engineering services with Civiltec Engineering Inc., for an annual
not-to-exceed amount of $400,000;
Approved
Utility Board
07/24/2023
Award Professional Services Agreements – On-Call Professional Water Engineering Services
July 24, 2023
Page 2
4) Approve a Professional Services Agreement and Blanket Purchase Order for on-call
professional water engineering services with TKE Engineering Inc., for an annual not-
to-exceed amount of $400,000;
5) Authorize the Mayor to execute the four agreements for water engineering services in
a form acceptable to the City Attorney.
ANALYSIS:
On March 31, 2023, ALW issued a request for qualifications for on-call professional water
engineering services to support the Water Division in the design, bidding, and construction
management of capital infrastructure improvement projects within the ALW water system.
Services to be performed include but are not limited to coordinating, administrating, and managing
ALW’s Water Division capital improvement projects and providing the Water Division with as-
needed professional engineering services necessary for the preparation and submission of state-
mandated reports and to assist technical staff on projects in various phases of design and
construction.
The RFQ was sent directly to fourteen engineering firms in the Southern California area. The RFQ
was also published on Planet Bids and the City of Azusa website. Eight engineering firms
submitted qualifications for on-call professional water engineering services. After thoroughly
reviewing all proposals, ALW staff determined that Lee+Ro Inc., Stetson Engineers Inc., Civiltec
Engineering Inc., and TKE Engineering Inc., can provide the highest quality of service at the
lowest rates.
ALW’s water system engineering service needs for the next five years will be approximately
$400,000 per year under approved Capital Improvement Project and Operation & Maintenance
budgets. Staff recommends that Lee+Ro Inc., Stetson Engineers Inc., Civiltec Engineering Inc.,
and TKE Engineering Inc., each be awarded a Professional Services Agreement for on-call
professional water engineering services for a minimum period of three (3) years with options to
extend the agreement for two (2) additional one (1) year periods with a not to exceed amount of
$400,000 per contract year. To initiate a project, ALW Engineering Staff will utilize the short-list
and will issue a Task Order, requesting a scope of work, schedule, and cost proposal from the four
firms. The Task Order will be processed through the City for approval. Task Orders over $50,000
will go to the Utility Board for approval.
Under the on-call process, each firm will enter into an Agreement for Professional Services. Once
the agreements are executed, there is no guarantee that any firm will be asked to perform services
for ALW. ALW will not guarantee a specific total contract amount for the selected engineering
firms for any given contract year.
Award Professional Services Agreements – On-Call Professional Water Engineering Services
July 24, 2023
Page 3
FISCAL IMPACT:
Funding for on-call professional water engineering services for an annual not to exceed the amount
of $400,000 will be available in the Water Funds Operation & Maintenance and Water System
Capital Improvement Projects budgets for the next five fiscal years.
Prepared by: Reviewed and Approved:
Melissa Barbosa Tikan Singh
Assistant General Manager General Manager
Water Operations
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachments:
1) Master Professional Services Agreement for On-Call Professional Water Engineering
Services
2) Lee+Ro Inc., Proposal
3) Stetson Engineers Inc., Proposal
4) Civiltec Engineering Inc., Proposal
5) TKE Engineering Inc., Proposal