Title
On-Call Cost Estimating Services for Neighborhood Services Department (Ordinance S-45841)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Abacus Project Management, Inc. and Procon Consulting to provide On-Call Cost Estimating Services for the Neighborhood Services Department (NSD). Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract values, including all option years, will not exceed $195,000.
Report
Summary
NSD manages several grant programs funded by federal, state, and local agencies, including the U.S. Department of Housing and Urban Development. These agencies have specific requirements that ensure procurement processes are conducted in a fair manner, and program funds are efficiently administered. Neighborhood Services will utilize these contracts on an as-needed basis to provide cost estimating services, which continue to be a key component of the department's ability to meet funding requirements.
Procurement Information
A total of seven consulting firms responded to the Request for Proposals (RFP) that was issued on April 29, 2019. Each response was reviewed by an evaluation panel composed of NSD staff, which used the following criteria to score proposals (1,000 total points):
- Cost Estimating: 250 Points.
- Total Unit Price: 250 Points.
- Quality Assurance: 150 Points.
- Experience of Firm: 100 Points.
- Expertise of Personnel: 100 Points.
- Overall Evaluation: 100 Points.
- Office Location: 50 Points.
As a result of the evaluation process, staff recommends entering into contracts with the following two consulting firms:
- Abacus Project Management, Inc.: 911 Points.
- Procon Consulting: 631 Points.
Contract Term
The initial three-year contract term will begin on or about July 1, 2019, and end on June, 30, 2022. Provisions of the contracts include the option to extend the terms up to two additional years (through June 30, 2024) which may be exercised at the discretion of the City Manager, or his designee.
Financial Impact
The aggregate contract values, including all option years, will not exceed $195,000. These services are funded by the U.S. Department of Housing and Urban Development (HUD); there is no impact to the General Fund.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Neighborhood Services Department.