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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />OCTOBER 20, 2015 <br />TITLE: <br />AGREEMENTS WITH PROJECT <br />PARTNERS, INC., PENCO ENGINEERING, <br />INC., AND CIVILSOURCE, INC., FOR <br />ENGINEERING, TECHNICAL AND <br />ADMINISTRATIVE SUPPORT SERVICES <br />{STRATEGIC PLAN N 6, 1C} <br />CITY MA' GER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1° Reading <br />❑ Ordinance on 2ntl Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and the Clerk of the Council to execute agreements with Project Partners, <br />Inc., PENCO Engineering, Inc„ and CivilSource, Inc., subject to nonsubstantive changes approved by <br />the City Manager and City Attorney, to provide engineering, technical, and administrative support <br />services, for a three -year period expiring October 20, 2018, with provisions for one 2 -year renewal <br />option exercisable by the City Manager and City Attorney, in an amount not to exceed $500,000 for <br />each firm over the entire term of the agreement, including any renewal. <br />DISCUSSION <br />The Public Works Agency oversees all aspects of civil engineering for capital improvements projects, <br />including managing project design and construction. The approval of this recommended action will <br />allow the City to temporarily augment staff as needed for various time - sensitive engineering, <br />technical, and administrative duties to meet the agency goals and deliver projects in a timely manner. <br />In the past, the City has contracted with firms to provide temporary staff for the Public Works Agency <br />to perform a wide range of tasks such as design engineering, construction administration, plan <br />checking, grant funding reimbursement, and other duties related to delivery of the Capital <br />Improvement Program (CIP). The approved FY 2015 -16 CIP contains a very ambitious plan to <br />design and construct $150 million in capital infrastructure improvements over the next three years. In <br />anticipation of peak workloads which could exceed our staffing capacity, the recommended staff <br />augmentation will help to maintain time - sensitive project delivery schedules and grant commitments. <br />On June 24, 2015, the Public Works Agency released a Request for Proposals on the City's website <br />and notified qualified consulting firms, Five proposals were received and evaluated by a review <br />committee from the Public Works Agency. Each firm was rated according to Its organization, <br />credentials, resumes, references, and fees to provide the required services. The list of the firms and <br />their respective scores is as follows: <br />25F -1 <br />