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Finance Committee

Meeting Date:	08/14/2018
FROM:	Bill Gallardo

Subject:

Professional Services Agreements for As-Needed Landscape Architect Services for Capital Improvement Projects

RECOMMENDATION

1. Approve Professional Services Agreement with Land Concern in the amount not-to-exceed $75,000 per year;
2. Approve Professional Services Agreement with BMLA in the amount not-to-exceed $75,000 per year; and
3. Authorize City Manager to execute up to two (2) one year extensions for each of these agreements

BACKGROUND/DISCUSSION

The City of Brea is proposing to install approximately $800,000 worth of landscape improvements at various locations. These Capital Improvement Projects include renovation and turf removal at City facilities, medians and greenbelts.

On June 7, 2018, staff issued a Request for Proposal (RFP) to seven firms. The intent of the RFP was to select firms that can provide landscape architectural design and construction inspection services for various projects over the next three years and provide a separate fee proposal for design services for the medians on Lambert Road, parkways on north Associated Road and medians on south Associated Road. The recommended action in this staff report only pertains to the as-needed landscape architectural and construction inspection services. Any agreements resulting from the separate proposals for the mentioned median and parkway improvement projects will be handled separately under a future City Council agenda item.

Since the City administers several design projects simultaneously, it intends on retaining two as-needed firms that would be available to provide these services. The exact projects to be assigned, along with the scope of services to be performed will be determined on a case by case basis by Park Division staff. On June 28, 2018, proposals were received from the following six firms:

Brightview Design Group
Land Concern
Nuvis
RJM
BMLA
David Evans and Associates Inc.

The proposals were reviewed and evaluated based on the firms’ relevant experience, qualifications, scope of services provided and cost effectiveness. Based on the above criteria, Nuvis, Land Concern, RJM, and BMLA were selected as the top four firms (not necessarily ranked in order). Of the four, Land Concern and BMLA are staff's recommendation for contracts. All four firms have extensive experience with the requested design services. Their hourly rates are all comparable and competitive.

SUMMARY/FISCAL IMPACT

The proposed contracts are for a one-year term, with provisions for two one-year extensions. The total fee per consultant for all assignments to be authorized during a single year would be limited to a “not to exceed fee” of $75,000 for each firm and a "not to exceed" amount of $225,000 over the term of the three years. Since the consultant fees are paid from corresponding CIP project accounts, an appropriation of funds for these consultant contracts is not required. There is no General Fund impact.

RESPECTFULLY SUBMITTED

William Gallardo, City Manager
Prepared by: Bill Bowlus, Public Works Superintendent
Concurrence: Tony Olmos, P.E., Public Works Director

Attachments
PSA - BMLA
PSA - Land Concern