ACTION REQUESTED:
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Communication from the City Manager and Director of Public Works with a Request to APPROVE and for Authorization to Enter into the Following MASTER SERVICES AGREEMENTS for PROGRAM MANAGER - PROFESSIONAL ENGINEERING SERVICES (through December 31, 2023):
A. AGREEMENT with CRAWFORD, MURPHY & TILLY, in an Amount Not to Exceed $1,250,000.00, for STORMWATER PROGRAM MANAGER ENGINEERING SERVICES;
B. AGREEMENT with HANSON PROFESSIONAL SERVICES, INC., in an Amount Not to Exceed $1,250,000.00, for TRANSPORTATION PROGRAM MANAGER ENGINEERING SERVICES;
C. AGREEMENT with MILLENNIA PROFESSIONAL SERVICES OF ILLINOIS, LTD, in an Amount Not to Exceed $1,250,000.00, for CONSTRUCTION PROGRAM MANAGER ENGINEERING SERVICES;
D. AGREEMENT with SYMBIONT SCIENCE, ENGINEERING AND CONSTRUCTION, INC., in an Amount Not to Exceed $1,250,000.00, for COMBINED SEWER PROGRAM MANAGER ENGINEERING SERVICES;
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BACKGROUND: A majority of the Professional Engineers who work for the city of Peoria Public Works are eligible and are planning to take advantage of the Early Retirement Incentive (ERI) offered by the City. These vacancies coupled with the City protracted struggle to attract and hire qualified professional engineers creates an untenable condition requiring immediate action. These conditions have created the necessity of engaging/transferring major Program Management roles to consultants, so that the budget, CIP, Long Range Control Plan/CSO and construction projects can effectively continue.
The Request for Qualifications (RFQ) for Program Manager Municipal Engineering Services was advertised in the Peoria Journal Star and posted on the City web site. This selection will fulfill the need for program management professional services for the rest of 2021 and continue throughout 2023. The contracts may be extended for two one-year increments after 2023.
The professional engineering services requested under the RFQ include program manager roles in Construction, Combined Sewers, Stormwater and Transportation. The program management firms selected are subject matter experts in each of the categories.
The Public Works Engineering Division will continue to select consultants to complete work under the current master services agreement, and Engineering Division staff will oversee and direct the work completed by the program managers. To minimize conflicts of interest, if a program manager firm is selected to complete a project in their program management category, City staff or another program manager will oversee that project.
Public Works received submittals on February 24, 2021 at 11 a.m. with eleven (11) firms submitting. Because several firms submitted in more than one program management category, eighteen (18) evaluations were completed. The selection team included Assistant Public Works Director/City Stormwater Engineer Andrea Klopfenstein, P.E., Peoria County Assistant County Engineer Jeff Giles, P.E., and Illinois Civil Contractors Project Manager, Scott Reeise, P.E.
The selection criteria included technical approach, firm experience, specialized expertise, workload capacity and other (ability to staff the program locally, commitment to EEO goals, and quality of the proposal).
These contracts will function similar to the existing Master Services Agreements, in that they will use work orders to authorize their efforts on our behalf each year. The work orders will have a not to exceed budget. Staff and the program managers will discuss the work to be completed each year and then prioritize to build and add to accordingly within the available budget. As we ascertain more about the program manager roles, budgets may need to be adjusted in the future.
Millennia is an MBE (minority business enterprise). Minority Business Enterprises (MBE) account for 25% of the recommended program manager contracts. The other consultants have committed to using minority (MBE) and women (WBE) owned subconsultants, as needed, to complete their scope of work.
FINANCIAL IMPACT: Funding for the Program Managers will come from projects in the Community Investment Program and the Engineering Division operating budget.
NEIGHBORHOOD CONCERNS: These contracts will enable the City to continue to be responsive to citizen concerns.
IMPACT IF APPROVED: Staff will enter into engineering agreements and will issue work orders for program management services.
IMPACT IF DENIED: Due to staffing levels, the City is unable to complete all required engineering work in-house. If consultants are not used to support the engineering staff, many projects will not be able to be completed.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: Crawford, Murphy & Tilly #01746-220331, Hanson Professional Services #0032-210331, Millennia Professional Services #02363-210630, and Symbiont Science, Engineering and Construction, Inc. # 03506-210331
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
2. Grow Peoria
3. Beautiful Peoria
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Have an efficient government.
2. Invest in our infrastructure and transportation.
3. Support sustainability.
DEPARTMENT: Public Works