HomeMy WebLinkAboutEngineering Solution Services - 2024-08-06 (2) ,2,\ INg70 t 2000 Main Street,
roc r«,,,o„�.r,� Huntington Beach, CA
, City of Huntington Beach 92648
APPROVED 7-0
File #: 24-475 MEETING DATE: 8/6/2024
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Eric G. Parra, Interim City Manager
VIA: Chau Vu, Director of Public Works
PREPARED BY: Sarah Whitecotton, Management Analyst
Subject:
Approve and authorize execution of Professional Services Contracts for On-Call Grant Writing
and Administration Consulting Services with Advanced Avant-Garde, Inc., CWE, Engineering
Solution Services, Harris & Associates, Inc., KOA Corporation, and Villa Civil, APC
Statement of Issue:
The Public Works Department requires professional grant writing and administrative services on an
on-call or as-needed basis to prepare and administer grant applications for federal, state, regional,
and local funding opportunities. Consultants will conduct research to identify grant resources that
support the City's funding needs and priorities; provide community outreach services, including
developing community involvement strategies; and coordinate with funding agencies on post-award
procedures, project delivery, funding requests, quarterly reporting, and labor compliance.
Financial Impact:
The City's Fiscal Year (FY) 2024/25 Capital Improvement Program (CIP) Budget was adopted on
June 4, 2024, and totals $35.2 million (All Funds) for approved projects citywide. Each approved CIP
project has a budget containing sufficient funding for project administration and other required costs.
The six recommended contracts, totaling $1.5 million, will be funded out of the CIP or department
operating budget, as needed. As such, no additional funding is required by this action.
Recommended Action:
-' A) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and Advanced Avant-Garde Corporation, for On-Call Grant
Writing and Administrative Consulting Services," in an amount not to exceed $250,000; and,
B) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and CWE for On-Call Grant Writing and Administrative
Consulting Services," in an amount not to exceed $250,000; and,
C) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
City of Huntington Beach Page 1 of 3 Printed on 7/31/2024
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File #: 24-475 MEETING DATE: 8/6/2024
Between the City of Huntington Beach and Engineering Solutions Services for On-Call Grant Writing
and Administrative Consulting Services," in an amount not to exceed $250,000;,and,
D) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and Harris & Associates, Inc. for On-Call Grant Writing and
Administrative Consulting Services," in an amount not to exceed $250,000; and,
E) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and KOA Corporation for On-Call Grant Writing and
Administrative Consulting Services," in an amount not to exceed $250,000; and,
F) Approve and authorize the Mayor and City Clerk to execute, "Professional Services Contract
Between the City of Huntington Beach and Villa Civil, APC, for On-Call Grant Writing and
Administrative Consulting Services," in an amount not to exceed $250,000.
Alternative Action(s):
Do not authorize the proposed contracts and direct staff accordingly.
Analysis:
The City of Huntington Beach relies on grant funding to carry out numerous CIP projects citywide
related to water, wastewater, stormwater, transportation, and park improvements. Federal, State,
Regional, and Local grant opportunities and requirements vary greatly. Examples of these grant
opportunities include Active Transportation Program (ATP), Highway Safety Improvements Program
(HSIP), Prop 1 Groundwater, Recreational Trails Program, Prop 68 Sustainable Groundwater
Management, Rebuilding America Infrastructure with Sustainability & Equity Program (RAISE),
CalOES Flood Mitigation Assistance, Infrastructure State Revolving Fund, USBR Water Smarts
Program, and Drinking Water State Revolving Fund.
To ensure the City of Huntington Beach is pursuing all available grant funding, the City has
historically made use of On-Call Grant Writing and Administration Consulting Services. In 2021 , four
firms were awarded three-year contracts for these services. They were subsequently hired for a total
of $673,070 in task orders to apply for and manage over $22 million in awarded grants.
On March 26, 2024, the City advertised a Request for Qualifications (RFQ) for On-Call Grant Writing
& Administrative Consulting Services. Proposals were requested and submitted in compliance with
Chapter 3.03 of the Huntington Beach Municipal Code. Fourteen (14) proposals were received for On
-Call Grant Writing & Administrative Consulting Services. In accordance with qualifications-based
elected procurement per the Federal "Brooks Act," State SB 419, and the City of Huntington Beach
Municipal Code Section 3.03 "Professional Services," the Public Works Department established a
review board. Each firm submitted a proposal indicating their category of expertise. Proposals were
then evaluated and ranked by the review board. The top eight firms were selected to interview with
the review board to increase opportunity for competitive proposals for future projects from qualified
on-call consultants.
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File #: 24-475 MEETING DATE: 8/6/2024
The six contracts recommended for City Council approval are for on-call support staff to pursue grant
funding and administer existing grant funds related to water, wastewater, stormwater, transportation,
and park improvement projects. These services will be utilized to supplement City staff in meeting
annual CIP goals, as an extension of staff, and/or to provide required expertise for unique projects.
Additionally, these services will be required to secure federal stimulus grants anticipated this year.
Each project is evaluated on a case-by-case basis to determine if these services are necessary.
Typical grant application and administrative support costs from the use of consultants on a CIP
project varies between three to ten percent of the total costs for a CIP project. Therefore, it is
practical to conservatively assume minimum annual consultant costs would be around $250,000 to
the City for total CIP projects, or approximately $1 .5 million over the next three years.
These consultants have been selected to meet the projected workload over the next three years, with
a total not to exceed amount of $250,000 per firm. As with all on-call professional services contracts,
funds shall be encumbered on a per project basis as opposed to a contract basis.
Environmental Status:
This action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections
15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change
in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the
CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for
resulting in physical change to the environment, directly or indirectly.
Strategic Plan Goal:
Non Applicable - Administrative Item
Attachment(s):
1. Professional Services Contract between the City of Huntington Beach and Advanced Avant-
Garde Corporation for On-Call Grant Writing and Administrative Consulting Services
2. Professional Services Contract between the City of Huntington Beach and CWE for On-Call
Grant Writing and Administrative Consulting Services
3. Professional Services Contract between the City of Huntington Beach and Engineering
Solutions Services for On-Call Grant Writing and Administrative Consulting Services
4. Professional Services Contract between the City of Huntington Beach and Harris &
Associates, Inc. for On-Call Grant Writing and Administrative Consulting Services
5. Professional Services Contract between the City of Huntington Beach and KOA Corporation
for On-Call Grant Writing and Administrative Consulting Services
6. Professional Services Contract between the City of Huntington Beach and Villa Civil, APC, for
On-Call Grant Writing and Administrative Consulting Services
7. Grants Award Analysis 2024
8. PbwerPoint Presentation
City of Huntington Beach Page 3 of 3 Printed on 7/31/2024
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
ENGINEERING SOLUTIONS SERVICE
FOR
ON-CALL GRANT WRITING AND ADMINISTRATION
THIS AGREEMENT ("Agreement") is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as
"CITY," and ENGINEERING SOLUTIONS SERVICE, hereinafter referred to as
CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to perform on-call grant
writing and administration; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Sudi Shoja who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this Agreement.
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
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3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on Ample , 20? (the "Commencement Date"). This Agreement
shall automatically terminate three (3) years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than two (2) years from the Commencement Date. The time for performance of the tasks
identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be
amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the Effective Date, CONSULTANT
shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees to
pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is
attached hereto and incorporated by reference into this Agreement, a fee, including all costs and
expenses, not to exceed Two Hundred Fifty Thousand Dollars ($250,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
work only after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval of CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
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7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices, calculations,
computer code, language, data or programs, maps, memoranda, letters and other documents, shall
belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or
termination of this Agreement or upon PROJECT completion, whichever shall occur first. These
materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
A. CONSULTANT hereby agrees to protect, defend, indemnify and hold
harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from
and against any and all claims, damages, losses, expenses, judgments, demands and defense costs
(including, without limitation, costs and fees of litigation of every nature or liability of any kind or
nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors,
if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with
any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or
employees except such loss or damage which was caused by the sole negligence or willful
misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and
CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all
claims and liability regardless of whether any insurance policies are applicable. The policy limits
do not act as limitation upon the amount of indemnification to be provided by CONSULTANT.
B. To the extent that CONSULTANT performs "Design Professional Services" within
the meaning of Civil Code Section 2782.8, then the following Hold Harmless provision applies in
place of subsection A above:
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"CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless
CITY and its officers, elected or appointed officials, employees, agents and volunteers, from and
against any and all claims, damages, losses, expenses, demands and defense costs (including,
without limitation, costs and fees of litigation of every nature or liability of any kind or nature) to
the extent that the claims against CONSULTANT arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of CONSULTANT. In no event shall the cost to defend charged
to CONSULTANT exceed CONSULTANT's proportionate percentage of fault. However,
notwithstanding the previous sentence, in the event one or more other defendants to the claims
and/or litigation is unable to pay its share of defense costs due to bankruptcy or dissolution of the
business, CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid
defense costs. The duty to indemnify, including the duty and the cost to defend, is limited as
provided in California Civil Code Section 2782.8.
C. Regardless of whether subparagraph A or B applies, CITY shall be reimbursed by
CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation.
This indemnity shall apply to all claims and liability regardless of whether any insurance policies
are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be
provided by CONSULTANT.
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability insurance
policy covering the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT'S professional liability in an amount not less than One Million Dollars
($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not
contain a self-insured retention without the express written consent of CITY; however an insurance
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policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made
policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of the
scope of work (including subsequent policies purchased as renewals or
replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that might
give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during the
required extended period of coverage following PROJECT completion. If insurance is terminated
for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two
(2) years to report claims arising from work performed in connection with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid
for its time and materials expended prior to notification of termination. CONSULTANT waives the
right to receive compensation and agrees to indemnify the CITY for any work performed prior to
approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
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C. shall promise that such policy shall not be suspended, voided or canceled by
either party, reduced in coverage or in limits except after thirty (30) days'
prior written notice; however, ten (10) days' prior written notice in the event
of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate
from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this
Agreement. CITY or its representative shall at all times have the right to demand the original or a
copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the
premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT
shall secure at its own cost and expense, and be responsible for any and all payment of all taxes,
social security, state disability insurance compensation, unemployment compensation and other
payroll deductions for CONSULTANT and its officers, agents and employees and all business
licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike manner.
CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and
whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall
be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the
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event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at
the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the
prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all
approved assignees, delegates and subconsultants must satisfy the insurance requirements as set
forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee in
the work performed pursuant to this Agreement. No officer or employee of CITY shall have any
financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either by
personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as
the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and
depositing the same in the United States Postal Service, to the addresses specified below. CITY and
CONSULTANT may designate different addresses to which subsequent notices, certificates or
other communications will be sent by notifying the other party via personal delivery, a reputable
overnight carrier or U. S. certified mail-return receipt requested:
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TO CITY: TO CONSULTANT:
City of Huntington Beach Engineering Solutions Services
ATTN: Director of Public Works ATTN: Sudi Shoja
2000 Main Street 23232 Peralta Drive, Suite 112
Huntington Beach, CA 92648 Laguna Hills, CA 92653
17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to any
subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid unless in
writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive phrases
at the beginning of the various sections in this Agreement are merely descriptive and are included
solely for convenience of reference only and are not representative of matters included or excluded
from such provisions, and do not interpret, define, limit or describe, or construe the intent of the
parties or affect the construction or interpretation of any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent
upon any other unless so expressly provided here. As used in this Agreement, the masculine or
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neuter gender and singular or plural number shall be deemed to include the other whenever the
context so indicates or requires. Nothing contained herein shall be construed so as to require the
commission of any act contrary to law, and wherever there is any conflict between any provision
contained herein and any present or future statute, law, ordinance or regulation contrary to which
the parties have no right to contract, then the latter shall prevail, and the provision of this
Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to
bring it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the
date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed
an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provisions of the
United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside the
scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
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24. ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or enforce the
terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear
its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's
fees from the nonprevailing party.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context survive
the expiration or termination of this Agreement, shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of the
State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement freely
and voluntarily following extensive arm's length negotiation, and that each has had the opportunity
to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and
agree that no representations, inducements, promises, agreements or warranties, oral or otherwise,
have been made by that party or anyone acting on that party's behalf, which are not embodied in this
Agreement, and that that party has not executed this Agreement in reliance on any representation,
inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this
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Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the
parties respecting the subject matter of this Agreement, and supersede all prior understandings and
agreements whether oral or in writing between the parties respecting the subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Council.
This Agreement shall expire when terminated as provided herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
and through their authorized officers.
CONSULTANT, CITY OF HUNTINGTON BEACH, a
ENGINEERING SOLUTIONS SERVICES municipal corporation of the State of
California
By:
-a . Mayor
print nat
ITS: (circle one)Chairm: residen ice President
City Clerk
AND
By: 2),(Aok D INITIATED AND APPROVED:
/
print Director of-Public
Works
ITS: (circle one)Secretary hief Financial Officer/ sst.
Secretory-Treasurer
REVIEWED AND APPROVED:
COUNTERPART City Manager
APPROVED AS TO FORM:
City Attorney
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Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the
parties respecting the subject matter of this Agreement, and supersede all prior understandings and
agreements whether oral or in writing between the parties respecting the subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Council.
This Agreement shall expire when terminated as provided herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
and through their authorized officers.
CONSULTANT, CITY OF HUNTINGTON BEACH, a
ENGINEERING SOLUTIONS SERVICES municip• . .oration of the State of
Californbb
By: f�:�c
•
•or
print name Z )l42,U4_.I*t.'
ITS: (circle one)Chaircnan/PresidentNice President
City Clerk OSAA,�
AND
INITIATED AND APPROVED:
By:
print name Director o Public Works
ITS: (circle one)Secretary/Chief Financial Officer/Asst.
Secretary-Treasurer
REV ED AN P VED
COUNTERPART
City Manager
APPROVED A •
CC('
ity Attorney
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EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
CONSULTANT shall provide consulting services on an"as-needed"basis for projects to be
determined during the term of the agreement. During the term of the agreement, CITY may elect to
solicit proposals for CONSULTANT. CITY shall issue task order for each project based upon the
Scope of Services, work schedule, and fee proposal submitted to City for its review and approval.
GRANT WRITING SERVICES
Consultant shall provide experienced personnel, equipment, and facilities to perform the
following tasks.
• Prepare grant applications for available Federal, State, regional, local and other grant
funding opportunities.
• Conduct research to identify grant resources that support the City's funding needs
and priorities
• Provide community outreach services including developing community involvement
strategy, facilitation of outreach meetings,preparations and distribution of bilingual
outreach materials including mailing pieces, surveys, interviews and creation of
content for project specific web sites as needed for projects assigned by the City.
GRANT ADMINISTRATION
• Serve as the City liaison on project related activities.
• Assist in the preparation of agreements and miscellaneous project related documents
(i.e., Caltrans E-76)
• Coordinate with funding agencies on project delivery and prepare funding requests.
• Coordinate with City Attorney for preparation of agreements.
• Prepare agenda reports for City Council meetings and presentations as needed.
• Prepare quarterly progress reports and reimbursement as needed.
• Coordinate with engineering team and/or technical services team as needed.
• Attend scheduled project development team meetings.
• Provide support for community relations and preparation of informational materials
• Prepare miscellaneous reports and assist City staff as needed.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
Shall be per CONSULTANT'S State of Qualifications (Exhibit A), consistent with the City
of Huntington Beach's Request for Qualifications for On Call Grant Writing and
Administrative Consulting Services. Upon award, the contract period, if CONSULTANT
chooses to assign different personnel to the project, CONSULTANT must submit the names
and qualifications of these staff to CITY for approval before commending work.
EXHIBIT A
C. CITY'S DUTIES AND RESPONSIBILITIES:
1. Furnish scope of work request for each project.
2. Furnish any relevant plans, studies, documents, or drawings to the CONSULTANT.
D. WORK PROGRAM/PROJECT SCHEDULE:
A project schedule will be developed for each project assigned by City.
•
•
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost
schedule:
B. Travel Charges for time during travel are not reimbursable.
C. Billing
1. All billing shall be done monthly in fifteen (15) minute increments and matched to an
appropriate breakdown of the time that was taken to perform that work and who
performed it.
2. Each month's bill should include a total to date. That total should provide, at a glance,
the total fees and costs incurred to date for the project.
3. A copy of memoranda, letters, reports, calculations and other documentation prepared
by CONSULTANT may be required to be submitted to CITY to demonstrate progress
toward completion of tasks. In the event CITY rejects or has comments on any such
product, CITY shall identify specific requirements for satisfactory completion.
4. CONSULTANT shall submit to CITY an invoice for each monthly payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is
making satisfactory progress toward completion of tasks in accordance with this
Agreement, CITY shall approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be
unreasonably withheld. If CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non-approval and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until
the parties agree that past performance by CONSULTANT is in, or has been brought
into compliance, or until this Agreement has expired or is terminated as provided
herein.
5. Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly
rate charged for such time. Such invoices shall be approved by CITY if the work
performed is in accordance with the extra work or additional services requested, and if
CITY is satisfied that the statement of hours worked and costs incurred is accurate.
Such approval shall not be unreasonably withheld. Any dispute between the parties
concerning payment of such an invoice shall be treated as separate and apart from the
ongoing performance of the remainder of this Agreement.
9
EXHIBIT B
The below table shows ESS's hourly rates. All ESS staff track hours to 15-minute increments so
we can provide fair and accurate cost for the tasks assigned. Cost increases will follow the City's
policy and the acceptable escalation rates.
Fee Scheduler,.45
.. h.
Hqurl `Rate`
w
Principal $218
Project Manager $208
Senior Associate $188
Associate $166
Support Associate $140
Technical Experts $225-280
Reproduction Cost
Courier Services Cost
Transportation (time for travel
will not be billed) Cost
, h,i,,
� � DATEIU:ATXLYYYLT
.tI:( RL�"' CERTIFICATE OF LIABILITY INSURANCE 07/15/24
THIS CERTIFICATE'S ISSUED AS A MATTER OF INFORMATIONONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATEHOLOER.THIS
CERTIFICATE DOES NOT AFFIRMATTVELYOR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATWa1R PRODUCER,AND THE CERTIFICATEHOLDER.
IMPORTANT:If lho eertlfreatehelder)e an ADDITIONAUNSURED,the pelleyges)nust have ADDITIONALIHSUREOprovIdenaer be endorsed.
If SUBROGATOMS WAIVED,subject 10 the tonneau'conditioned the pollcy,cortalnpeIIclosmayrequIreen ondorsomonL A statement on
this eenlfcetedoesnot confer rights to the conlRreleholdarIn'loud such enderuemenlfe).
PRODUCER ICONTtwEADT 9haghayegh
PRIME INSURANCE SERVICES, INC. PHONE
H/TINE* (949)450-2300 lac.w) (949)450-2311
9891 IRVINE CENTER DRIVE #160 E+ADMESS Sha@primepolicy.com
IRVINE, CA 92618-4319 INSURERS)AFFORDING COVERAGE NAICO
License 8:0D48024 INSURERA: SENTINEL INSURANCE COMPANY 11000
INSURED ENGINEERING SOLUTIONS SERVICES INC. INSURFRB: HARTFORD ACCIDENT & INDEMNITY 22357
23232 PERALTA DR INSURER C: PROPERTY & CAS INS. OF HF 34690
STE 112 INSURERD: Gemini Insurance Company 10833
LAGUNA HILLS, CA 92653 INSURERE:
(949)637-1405 INSURERF:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POU=Y PER)OD
INSCATED.NONATHSTANDSTG ANY RECUIREI.IFM,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT MATH RESPECT TO VACCH THIS
CFRTI TCATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRBEO HEREIN IS SUBJECT TO ALL THE TERMS.
ECCLUSIONSANDCONDITIONS OF SUCHPOUOES.UNITS SWAN MAY HAVEBEENREDUCED BYPAIO CLAWS
NSR ADM. BURR POLICY EFF POLICY EXP
LTR TYPEOFUSU ANCE INSD IWO POLICY IANSER ,MhoDryYYY) yROAD YYYY) UNITS
x CONUERCIALGENERAL mABILITY oec OCCURRENCE $ 2,000,000
DAMAIWN TO RENTED
I CUM4lMDE El OCCUR PREMISES(Es orLVRCnn) $ 1.000.000
WED EXP(Amon$mew) $ 10,000
A X Y PERsoNALaADvuwRv $ 2,000,000
72SBAIT9447 S/19/2023 8/19/2024
GENLAGGREGATE UNIT APPLIES PER: GENERAL AGGREGATE S 4,000,000
X POLICY El JECT 0 LOC PRODUCTS-OOUP/OPAGG s 4,000,000
OTHER i
ALITOMOBLELIADIUTY COYBPEDSI.YGLELIVIT a 1,000,000
(Ea a,edUNI
X.- Al1YAUTO EODILYUMIRYIPnpDRRn) a
OWNED SCHEDULED BODILY INURY(Paacddeml e
B X
AUTOS//BRED ONLY NONE/.'NEO X 72UECCD2464 5/1/2024 5/1/2025 PROPERTY DAMAGE $
_ AUTOS ONLY X AUTOS ONLY (Per acddenll
$
UUORELLA UABOCCUR EACH OCCURRENCE $
! EXCESS IIAB I I ,ADE AGGREGATE 1
DEO I I RETENTION $ $
AORNERS COWENSAIIOV X I STATUTE I I ER
AND EMPLOYERSLIABRRY YIN
ANY PROPRIETORPARTNEREXECUTIVE �'Y ' EL EACH ACCIDENTS 1,000,000
C OFFIFRMWBER EXcLUOE01 NIA Y(Yandnoyn NH) .72WECGG6484 8/20/2023 8/20/2024 ELDISEASE.EAEMaOYEE $ 1,000,000
SEAL deeods under 1,000,000
DESCRIPTION OFOPERA110NS bean EL DISEASE-POLICY LAST $
A BUSINESS PERSONAL PROPERTY 72SBAIT9447 8/19/2023 8/19/2024 B.p.p $16,400
X
D PROFESSIONAL LIABILITY VIPL055552 8/29/2023 8/29/2024 PLIABILITY $5M/$5
DESCRIPTION OFOPERATIONS/LOCATIONS/VEHICLES LIICORD'S%AdA RRM RemarkSSdiedW,may be*ladled N me pan Is required)
Those usual to the Insured operation. City of Huntington Beach, its officers, electedAPROVED AS TO FOR
appointed
officials, employees, agents and volunteers are named as Additional Insured with liab
flarta
limited toclaims arising out of Insured's operation only. This coverage is primary/non- CHAEL E.GATES
contributory. Blanket CITY ATTORNEY
Waiver, applies per the commercial form SS0008 attached to this Policy Should any orll tri5OF HUNTINGTON BEACH
CERTIFICATE HOLDER CANCELLATION
ADDITIONAL INSURED:
City of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POUCI S BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF. NOTICE 1MM. ES DELIVERED IN
2000 Main Street ACCORDANCEWTHTHE POLICY PROVISIONS
Huntington Beach, CA 92648
AUMORDED REPRESENTATIVE �"'�
FV
01988-2015 ACORD CORPORATION. All rights reserved.
ACORD25(2018/03) The ACORD name and logo ere registered marks of ACORD
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
• • administration.
VENDOR:
OVERALL RANKING: 1 out of 6
SUBJECT MATTER EXPERTS/RATERS:
1. PW Director 2. Administrative Services Manager 3. Jessica Framson
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 466 out of 475
'VILLA CML Ct RPL liaimun iQua rfiaation R3 vaew;; 3�N
Total Weighted Maximum
Criteria Score Score
Proposal Clarity 150 150
Firm Qualifications 375 375
Staffing 350 375
Understanding&
Methodology 225 225
References 150 150
Interview 150 150
_. t� 'j'. 4i140lllx '3l :`�` Toy„�, znl425 ; :S
Total M 7, _ A-Z2Ri. ,[0: ?-5 �._.{V
II. DUE DILIGENCE REVIEW
• Interview Ranking: Tied for 1st
lla t;�tnl, rp `Surr ma�yof Rev eyu; .� ,s. , �-, x x t
i t e.a.S ua r,g :fir 4Y r 3` t �jsy.3%: f 1 xm to
'rr n'�...t,�::=�......,e�d�"� d�i._3. ..�.<r 3-�¢ �1.;.rsSl-�^, y,_ya.�!r. .�„`tx max•.:.,
• Engineering staff who secured State & Federal
funds for stormwater,transportation; & provide
labor compliance. Strategic engineers who
develop grants for multi-benefit,storm water
projects.VC has pending projects w/ HB.
' 11a ivi1 Carp P�ac�r�g F .. h� f
• Admin.Asst. from $110/hr to Principal Eng.
$330/hr
606
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR:
OVERALL RANKING: 2 out of 6
SUBJECT MATTER EXPERTS/RATERS:
• PW Director 2. Administrative Services Manager 3. Jessica Framson
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 455 out of 475
�ADV +ICED AVANT'iGA`RDE COOP IIVI�r imum Qualifications
7pxSD .e .h �5.�'Pi{ t 3,,tv F fxta l�ra.�!'t.l' -tbi•.�ess•is z �*y c t �
y
.,�`µ`y y'.S'y r(ys�l�,.� '''i ey 3�;5�*k',�;t.. -Ga''*r.�".,t Msr yY�. .s, ,Vq` .9n.' t P #' i
.-.+t`y,,..,.,>:,+,�3 u.�..s�.eY a .ss .,ana::.�• x�.ft:�+.'i�'.::ardia.t..u.+...ucaR� .�a31;ud'.�e '4 i
Total Weighted Maximum
Criteria Score Score
Proposal Clarity 140 150
Firm Qualifications 350 375
Staffing 375 375
Understanding&
Methodology 210 225
References 140 150
Interview 150 150
Total x}' ��F.r. '..�.-+7 {:M:� sii:
II. DUE DILIGENCE REVIEW
• Interview Ranking: Tied for 1st
Advanced°Avant Garde`Corp 'Snr�nary of Revie i x ' , `
C *7 � 5 )J `r; J)3 ri F Yr.�
• Admin staff who secured State& Federal funds &
provide labor compliance. Firm has secured
$532M in grants. They got HB$5M from Caltrans
and$9M from OCTA.They understand DAC
component that we struggle with.
A vancec AvantGarde Co Pricing , �� "}; "�
• Program Asst.from $100/hr to Program Director
$150/hr
607
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR:
OVERALL RANKING: 3 out of 6
SUBJECT MATTER EXPERTS/RATERS:
1. PW Director 2. Administrative Services Manager 3. Jessica Framson
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 450 out of 475
3ENGINEERING SOLUTIONS SERIIJCES Minim) i Qualifications "
iRevievy ( a ? a ti{ s
�(tr It J t r f t 4 4r
. 4�� •-y t�-i N { -+Lp L,,� 9 ( r�q .a (",k ,ql� 1 1 •rk ,c'i. t ( t y d ,
tag
Total Weighted Maximum
Criteria Score Score
Proposal Clarity 140 150
Firm Qualifications 375 375
Staffing 350 375
Understanding&
Methodology 210 225
References 140 150
Interview 135 150
Total
II. DUE DILIGENCE REVIEW
• Interview Ranking: Tied for 2nd
gins ng Sol onsServices' Sluaaraaaa�r of Raevie�w
• Engineering staff who secured funds for water,
sewer,stormwater, transportation, parks &
facilities.We need them for cybersecurity&sea
level rise mitigation grants. Diverse firm of
engineers and admin who can do benefit costs
analysis and audits from the Feds/State. ESS
secured $383k for Shipley Nature Center.
`Engirieerb g Solutions Serices -Pricing T ' h ' s
• Support Associate from $140/hr to Technical
Experts $280/hr
608
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR:
OVERALL RANKING: 4 out of 6
SUBJECT MATTER EXPERTS/RATERS:
2. PW Director 2. Administrative Services Manager 3. UNK
III. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 433 out of 475
HA S&ASSOiCAATES "lVlirnmuin Qdal1fica1 ons Revilew
.. 1,-'.r •.1,•., LT.M
Total Weighted Maximum
Criteria Score Score
Proposal Clarity 130 150
Firm Qualifications 350 375
Staffing 350 375
Understanding&
Methodology 195 225
References 140 150
Interview 135 150
Proposal Clarity 150
Total
IV. DUE DILIGENCE REVIEW
• Interview Ranking: Tied for 2nd
aTlil$a1'�c,.a�SS:6160:9� Siii#Ti 0,42 11 Revile�u n{ < :.; _4
n _ �i c^ '1 x L,n -r i ?x} r Yq.x.. �n 8'"3
�' s w`d
• y Harris is well-rounded, multi-disciplinary firm
such as redevelopment, economic development,
housing funding specialty in addition to
transportation. We could use them for federal
EDA funding of Main Street Imps. Good working
history for Oak View design, Sunset Beach
assessment study. They meet short deadlines.
,94arras Ass�ciates�°�rilrangv 3 �" " "
i s
• Administration from $110/hr to Principal-in-
Charge$330/hr
609
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR:
OVERALL RANKING: 5 out of 6
SUBJECT MATTER EXPERTS/RATERS:
1. PW Director 2. Administrative Services Manager 3. Jessica Framson
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 433 out of 475
KOA COIF-1lilaraamum Quahfacatuons tevie�nr i
•,"�'' t r t'6 am% � a"e r A'.'^t^q r .r" °F"`t4 ! P �^t�'{ r fi t`x�iP ;re,rz
Total Weighted Maximum
Criteria Score Score
Proposal Clarity 140 150
Firm Qualifications 325 375
Staffing 350 375
Understanding &
- Methodology 210 225
References 140 150
Interview 135 150
Total 1 yf t
II. DUE DILIGENCE REVIEW
• Interview Ranking: Tied for 2nd
KOA corp Sunall�a � f PReviell41 " K '
.-y 'r' � k.sl 1. y�y �'� s "Tr`' t
E?..rir S�.a..•...�;e_.....$:,k'L'r»z F�ae�'���..V.r...';'1 t'�"�}v.t,..^� .. .'i,»=ti:,...,.y�_.�...-�'�..4..i:l.b rw.e.:T
• Team of engineers & planners who secured
funds for transportation projects. KOA
understands what funding agency wants & how
to improve elements. Secured $700K in HSIP for
HB.
• very detailed tracking platform & prepared
grants handbook
WA'c— . 'c Pa7ca g -, r.-. W r j It mrt . ,
• Intern from $100/hr to Regional Manager$378/hr
610
PROFESSIONAL SERVICE AWARD ANALYSIS
SERVICE: On-Call Grants & Administrative Services
SERVICE DESCRIPTION: Staff support for grant writing and post-award funding
administration.
VENDOR:
OVERALL RANKING: 6 out of 6
SUBJECT MATTER EXPERTS/RATERS:
2. PW Director 2. Administrative Services Manager 3. Jessica Framson
- _ III. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: Avg. of 425 out of 475
TeiNt
' .+✓,.,+:,����:'c.;5...i.{�4^a..rS:.,.v'1��.:.�a.�."'k%.:.,..�w......t..°fit .u�S. �r.t»�.�"">rt'".w.:.r�d�'. t.,,....;� ,..�aG._
Total Weighted Maximum
Criteria Score Score
_--. - Proposal Clarity 130 150
Firm Qualifications 350 375
Staffing 325 375
Understanding&
Methodology 195 225
References 140 150
Interview 135 150
Total
IV. DUE DILIGENCE REVIEW
• Interview Ranking: Tied for 2nd
CWE+ ` S�rratrJaa3r�f view �° r,� } 4
• CWE are all engineers who can spin a grant to
meet maximum points from grant agency.
• CWE does post monitoring programs & plans
• Successful track record for winning Storm Drain
funding across OC & LA County.
• Admin Asst.from $116/hr to Project Manager
$275/hr
611
L
II TANle.
GT On -Call
•••••••%• 0
RA
f.4 FO •••
• * lik
_ ___PI P Writing and
_________ _ _ _:_ __ _ __, , ,„____
`I I'r /l__.-__ l ,,,,,
1 - •
Ai Administration
- _ ip
-_ - - _ •
J- ! Professional Services Contracts
1.0-40110 ,i/ ,, )_/; _-: ..,_ . i
: . . • .AO
s
'_ 'B Po `• 0
b••'/;, 19;u,••••
•..•
1UNT'( U1/4\°1#F
612
On -Call
Professional services support staff needed :
• Prepare and administer grant applications for various funding
sources and compliance requirements
• Federal
• State
• Regional
• Local
• Consultant duties
• Identify grant resources ,, o caNG A\
• Community outreach 1 \SI
• Project coordination and administration •
��GE ..:::tan,. ,��
�O�NTV i0
613
Details and S
• 2024 RFQ for Grant Writing and Administration Services
• 14 firms submitted proposals
• Top eight interviewed
• Qualifications-based selected procurement for six firms
• Advanced Avant-Garde, Inc. , CWE, Engineering Solution
Services, Harris & Associates, Inc. , KOA Corporation, and
Villa Civil , APC selected
• $250,000 each- 3-year contracts — funded through
existing CIP budget as needed i(�NTINGTO2f
• No additional funding necessary _
Y Q
614
if° TING7
af � ��aRFUh......"v City of Huntington Beach
r`0o
4aU 4== _� 2000 Main Street ♦ Huntington Beach, CA 92648
- 0 (714) 536-5227 • www•huntingtonbeachca.gov
a
��`�4� Office of the City Clerk
�0UNTY �if1r Robin Estanislau, City Clerk
August 16, 2024
Engineering Solutions Services
Attn: Sudi Shoja
23232 Peralta Drive, Suite 112
Laguna Hills, CA 92653
Dear Sudi Shoja:
Enclosed is a fully executed copy of the Professional Services Contract between the
City of Huntington Beach and Engineering Solutions Services for On-Call Grant Writing
and Administration, approved by the Huntington Beach City Council on August 6, 2024.
Sincerely,
(*74141) 9A6/221
Robin Estanislau, CMC
City Clerk
RE:ds
Enclosure
Sister City: Anjo, Japan