TO: Committee of the Whole - Planning and Public Works
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Public Works |
Aaron Bert |
425-556-2786 |
DEPARTMENT STAFF:
|
Public Works |
Rob Crittenden |
City Engineer |
|
Public Works |
Tom Hardy |
Sr. Environmental Scientist |
|
Public Works |
Chris Stenger |
Deputy Public Works Director |
TITLE:
title
Approve On Call Survey and Mapping Services Agreement
OVERVIEW STATEMENT:
recommendation
Through a standard request for qualifications (RFQ) process, Public Works teams evaluated and scored statements of qualifications submitted by consultants for on-call survey and mapping services. After awarding one of the two on-call contracts to a survey firm, that firm informed the city they were closing their offices and could not accept the offer. To maintain capacity for on-call survey services, the city offered the next highest qualified firm, David Evans and Associates, a 2-year on-call contract not to exceed $150,000, with two 1-year renewal options.
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☐ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☐ Receive Information ☒ Provide Direction ☐ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
Utility Strategic Plan, Capital Improvement Plan
• Required:
Council approval is required to award an architectural and engineering services agreement that exceeds $50,000 (2018 City Resolution 1503)
• Council Request:
N/A
• Other Key Facts:
A request for qualifications was advertised in October 2024. The city received and evaluated seven statements of qualifications. David Evans and Associates was ranked as the third best qualified consultant.
OUTCOMES:
The city benefits from having on-call agreements because of the efficiencies and support they provide to a wide variety of projects, programs, planning, and services. On-call agreements do not encumber budgets but are available for project managers to use with approved budget numbers on a task order basis. This provides flexibility with specialized services that are not available using City staff and shortens the turnaround time for using qualified firms for critical work.
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
N/A
• Outreach Methods and Results:
N/A
• Feedback Summary:
N/A
BUDGET IMPACT:
Total Cost:
There is no cost. This is a contracting mechanism for projects with previously approved budgets, as needed.
Approved in current biennial budget: ☐ Yes ☐ No ☒ N/A
Budget Offer Number:
N/A
Budget Priority:
Capital Investment Plan, Vibrant and Connected, Healthy and Sustainable
Other budget impacts or additional costs: ☐ Yes ☐ No ☒ N/A
If yes, explain:
N/A
Funding source(s):
There are no budget numbers encumbered by on-call contracts - only projects with approved budgets can charge to on-call contracts.
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
N/A |
Item has not been presented to Council |
N/A |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
9/2/2025 |
Business Meeting |
Approve |
Time Constraints:
Public Works is requesting this item to go forward for Council approval at the September 2, 2025, business meeting. The on-call agreement will be used starting in the fourth quarter of 2025.
ANTICIPATED RESULT IF NOT APPROVED:
Delays in project support may impact a range of design and planning across functional areas, leading to increased costs and delays in project delivery.
ATTACHMENTS:
Attachment A: On-Call Survey and Mapping Services David Evans and Associates