CONSENT CALENDAR AGENDAITEM# VZ_- CITY OF VILLA PARK CITYCOUNCIL January 25, 2011 To: Honorable City Council 5~~) From: Lori Sassoon, City Manager~J2( SUBJECT: AUTHORIZATION TO SEEK PROPOSALS FOR ENGINEERING SERVICES DATE: January 18, 2011 BACKGROUND The City has contracted with Winzler & Kelly (previously Norris-Repke) for engineering, planning, and building services for roughly the last 10 years. We are currently evaluating our options for planning services, in accordance with the Council s authorization in December. At this time I am further recommending we restructure our engineering services arrangements. The current contractual structure provides for a City Engineer to provide general supervision of land development and public works matters (encroachments, tract maps, grading, interface with OCTA and other agencies, maintenance of the pavement management system, etc.) and public works capital projects (street and sewer projects). The City contracts with the same firm to provide capital project design and construction management/inspection of those projects. For capital projects, the firm provides a cost estimate, the Council approves the agreement, and the City Engineer monitors and signs off on those invoices. Over the past year, staff has been researching this matter and has concluded that a better structure would separate the supervisory City Engineer functions from other general engineering services, most importantly the design and management of capital projects. Separating the two would allow the City to obtain quotes for design and management work, probably to a pool of vendors that would be pre-qualified to participate in this process. The City Engineer, under a separate contract, would then supervise and manage these other vendors and approve their invoices. This will provide a system of checks and balances that simply cannot exist in the current structure. Current City staff does not have the expertise in-house in order to manage an RFP/RFQ process for these types of highly specialized and technical services. It is recommended that the City retain the services of Kerry Morford, a retired Public Works Director, to conduct this process. I have previously worked with Mr. Morlord and have the highest regard for his expertise with regard to public works matters. For this task, he would act in a staff capacity with general oversight by the City Manager. Mr. Morford has provided
Engineering Services January 25, 2011 Page 2 of 2 a proposal to manage the entire process for a flat fee of $2,550; his proposal and resume are attached. Mr. Morford has confirmed our research and noted that the City is also not geffing the advantage of a competitive marketplace when it comes to costs for capital project design/management. Creating a pool of pre-qualified firms that provide quotes on individual projects will likely result in cost savings on the capital projects side. Following the RFP/RFQ process, this matter will come back to the Council and staff will likely recommend multiple contracts at that time. The City s existing agreement with Winzler & Kelly would need to be modified at that time to reflect those decisions. It is anticipated that this project will be concluded in time for new contracts to take effect on July 1,2011. FISCAL IMPACT The cost for conducting this process is a flat fee of $2,550. Funds for this project are available in the City Manager s department budget, where funds have been budgeted for miscellaneous contractual services. RECOMMENDATION That the City Council authorize staff to retain the services of Mr. Kerry Morford, and to proceed with the RFP/RFQ processes for engineering services.
Lori Sassoon, City Manager 17855 Santiago Blvd. Villa Park, CA 92861 December 14, 2010 Dear Lori, I will be pleased to assist the City with recommending a new approach to providing contract engineering services including the drafting of an RFP, managing the entire process, drafting an agreement or agreements and preparing reports to you and/or the City Council. Below is a proposed scope of services and a fixed price to perform the services. SCOPE OF WORK: 1. Consult with the City Manager regarding the Request for Proposal process, proposed scope of work, budget, proposed projects, types of engineering services (civil, traffic, environmental, etc.) timeframe and other pertinent items related to development of the RFP. 2. Prepare a schedule beginning with the first draft of the RFP to submittal of the staff report to the City Manager. 3. Prepare the Request for Proposal and submit to the City for review. Contractor will make any suggested or required changes and re-submit to the City for another review, if desired. 4. Develop a proposed consultant mailing list to include any consultant list the City has already developed. 5. Make sufficient copies of the RFP, provide postage and mail them to the consultant list. 6. City will provide boiler plate and legal language to contractor to use in the RFP. 7. Respond to consultant questions and issue addendums, if necessary. 8. Review proposals to ensure each proposal is responsive. Based on this review, Contractor will make a recommendation for a short list, if the City doesn t want to interview all the firms who submitted an RFP. The recommended short list will be submitted to the City Manager for approval. 9. Suggest interview board members after consulting with City staff. 10. Develop proposal review criteria and questions for interview board. 11. Provide copies of the RFP, proposals, and proposal review criteria to the interview board members. 12. Make arrangements with City staff for a room to conduct the interview, schedule interviews with consultants, brief the interview board and provide questions. 13. Review the interview results with the interview board. 14. Provide a report to the City Manager regarding the recommended consultants. 15. Notify consultants who are recommended for a contract and those who were not recommended. 16. City will provide Contractor with City format, boiler plate language and legal provisions for consultant agreements. 17. Draft consultant agreements. 18. Prepare the staff report recommending City Council approval of the consultant agreements.
19. Contractor will invoice City on a monthly basis based on percentage of work completed. TOTAL FIXED COST: $2,550.00 I based my cost and scope on your comment that you wanted only minimal involvement, providing just general oversight. The cost can be reduced if the City wants to perform certain aspects of the project. My initial thoughts on the process is to issue one RFP for both general engineering services and the provision of City Engineer services, but there would be at least two separate agreements. It may be of value to have at least two firms available for general engineering services, which would require 3 separate agreements, but we can talk more if you proceed. Thanks for the opportunity to be of assistance Kerry Morford
KERRY L. MORFORD 16662 WEEPING WILLOW DRIvE, RIVERSIDE, CALIFORNIA E-MAIL ADDRESS: KMoRFoR1)1@cf1,\RTER.Ni~r 951-785-7961 OBJECTIVE After working for local government for thirty years, the last seven as the Director of Public Works for the City of Glendale, California, I retired effective December 7, 2002. It is my desire to remain active in the management field through temporary assignments. EXPERIENCE December 17, 2007 to June 17, 1010 C i!y ofsan Bernardino Interim Assistant Director of Development Services San Bernardino, Ca January 9, 2007 May 11, 2007 Citj of San Bernardino Interim Parks, Recreation and Communiçy Services Director San Bernardino, Ca November 8, 2004 April 29, 2005, Cit3 of San Bernardino Interim Public Services Director San Bernardino, Ca May, 2004. City of Pasadena Pasadena, California Consultant: Work Flow Ana/ysisfor the Traniportation Department July 1, 2003-September 19, 2003 City of Glendale Glendale, California Interim Director ofparks, Recreation and Communitji Services February 18, 2003-June 30, 2003 City of Pasadena Interim Director of Pub/ic Works Pasadena, California 1996 2002 City of Glendale Glendale, California Director of Public Works (Retired 12-07-2002) Managed department of 300 employees, 7 divisions (Maintenance Services, Building & Safety, Engineering, Traffic & Transportation, Mechanical Maintenace, Project Management, Intergrated Waste Management) and $70 million budget. Responsible for project management of $50 million new police facility project, a $38 million joint City-School project and various other City projects. Negotiated waste water agreement with the City of Los Angeles valued at approximately $300 million ultimately resulting in savings to Glendale rate payers.
Implemented highly successful community outreach program. Implemented City s first traffic calming program. 1996 1988 City of Glendale Glendale, California Assistant Director of Pub/ic Works Project manager for negotiating and implementing public-private landfill gas project which generated $1 million in annual revenue in FY 2001-2002. Recommended and oversaw the development of the Integrated \Vaste Management division. Assigned as Acting Permit Services Administrator for 6 months to improve operations. As emergency operations center officer for Public Works, managed our response during two earthquakes and one firestorm. Directly responsible for Maintenance Services, Mechanical Maintenance and Integrated Waste Management operations. 1981 1988 City of Glendale Glendale, California Senior Executive Assistant! Executive Assistant Developed and managed the City s first transit program. (today the fixed route component carries 2.5 million passengers annually) 1971-1981 City of Stanton Stanton, California Administrative Assistant! T/ariousfieldpositions Worked on every maintenance crew (asphalt, parks, traffic painting, building maintenance, tree trimming, vehicle maintenance and concrete crew) in various capacities including as supervisor. EDUCATI ON 1981 California State University, Long Beach Masters, Public Administration 1974 California State University, Long Beach Bachelors, History 1967 Fullerton Community College Associate Arts, Business REFERENCES 1. James E. Starbird, City Manager, City of Glendale. 818-548-4844 2. Robert Eisenbeisz, City Engineer, City of San Bernardino. 909-384-5203 3. Fred Wilson, City Administrator, City of Huntington Beach. 714-536- 5202 2