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Sparks City Council Meeting 7/13/2020 2:00:00 PM

Meeting Link: https://zoom.us/j/94015008238
Meeting Dial-in #: 669-900-6833 Meeting ID: 940 1500 8238

Consent Items: 8.3

Title: Consideration, discussion, and possible approval of the recommended Master Professional Services On-Call List for Civil Engineering Design, Surveying, and Materials/Testing & Inspection Services for FY 21 and FY 22 CIP Projects.
Petitioner/Presenter: John Martini, P.E., Assistant City Manager/Brian D. Cason, S.E., P.E., Capital Projects Manager
Recommendation: Staff is recommending approval of the Master Professional Services On-Call List for FY’s 21 and 22 CIP projects.
Financial Impact: No financial impact regarding the approval of the recommended Master Professional Services On-Call List. Funds will be available and budgeted directly for the individual Civil Engineering Design, Survey, or Materials/Testing & Inspection projects through the CIP projects. Individual contracts requiring Council review will go before Council for approval at the time work is required.
Business Impact (Per NRS 237):
    
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

Every two years the City advertises a request for proposal for Civil Engineering Design, Surveying, and Materials Testing.  The selected firms for fiscal years 21 and 22 are attached to this agenda for Council’s review.  Staff recommends approval.



Background:

The City of Sparks routinely needs to employ consultants in support of capital improvement or maintenance projects throughout the City.  Support requirements occur primarily in civil engineering design, surveying, and materials testing. While these services meet the legal definition of a “professional service” and are therefore exempt from the requirement to perform a formal solicitation (per NRS 332.115), the City of Sparks routinely performs a solicitation to establish an on-call list of firms to perform these services on an as-needed basis. 



Analysis:

A request for proposal for Design Services was advertised on April 1, 2020, with a response due on May 13, 2020. A total of twenty-five (25) civil engineering design, twelve (12) surveying, and eight (8) Materials/Testing & Inspection firms responded. A selection committee of ten professionals experienced in the management of these contracts (Including the Capital Projects Division, Utility Division, Traffic Division, and Inspection Division) reviewed and scored the proposals individually.  A weighted score was generated based on four categories with base scoring of one to ten (1-10).  The areas considered are capabilities, relevant project experience, local government experience, and personnel. 

The Purchasing Department compiled the scores and met with the Capital Projects Manager to determine a natural break in the scores for selection. Initial selection was made based purely on scores and expected work in the forthcoming Capital Improvements Plan (CIP), without names of awarded firms being known to the Capital Projects Manager.  Based on review of the scores and the size and nature of the FY 21 and FY 22 CIPs, the top ten (10) scores were selected for Civil Design, the top five (5) scores were selected for Surveying, and the top six (6) scores were selected for Materials/Testing & Inspection. Only after this determination was made, were the names of the firms disclosed to the Capital Projects Manager. A copy of the selected firms, listed in alphabetical order,  is attached for the council’s review. The selected firms will be used on an on-call basis for fiscal years 21 and 22 CIP projects. The Community Services Department will continue to request individual qualifications and/or proposals from consulting firms for projects, which due to their larger size or specific technical requirements are judged to require individual review and consultant selection. Contracts exceeding $50,000 will be brought back to the City Council for approval per the Sparks Municipal Code.



Alternatives:

1. Council may approve the recommended Master Professional Services On-Call List outlined by staff

2. Council could reject the recommended Master Professional Services On-Call List and provide direction to the City Manager



Recommended Motion:

 I move to approve the recommended Master Professional Services On-Call List for Civil Engineering Design, Surveying, and Materials/Testing & Inspection Services for FY 21 and FY 22 CIP Projects.



Attached Files:
     01 - Master On-Call FY21 to FY22.pdf

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