Title
An Ordinance approving award of RFQ 2025-23 to Affinis Corporation and Wilson & Company, Inc., for on-call professional land surveying services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewals. (PWC 11/18/24)
Body
Issue/Request:
An Ordinance approving award of RFQ 2025-23 to Affinis Corporation and Wilson & Company, Inc., for on-call professional land surveying services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewals.
Key Issues:
• The City uses on-call surveying services to support several departments
• City staff issued RFQ No. 2025-023 seeking qualified firms to provide on-call land surveying services (hereinafter "Services")
• After review of those submissions for RFQ No. 2025-023, Affinis Corp. and Wilson & Company, Inc. were selected based on their qualifications and varied expertise
• Funding for the Services is provided by specific projects or programs approved by Council in the City's annual operating budget or Capital Improvement Plan
• The City desires to enter into an agreement with each firm to provide the Services
Proposed Committee Motion:
I move to recommend to City Council approval of an Ordinance approving award of RFQ 2025-23 to Affinis Corporation and Wilson & Company, Inc., for on-call professional land surveying services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewals.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving award of RFQ 2025-23 to Affinis Corporation and Wilson & Company, Inc., for on-call professional land surveying services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewals.
SECOND MOTION: I move for approval of an Ordinance approving award of RFQ 2025-23 to Affinis Corporation and Wilson & Company, Inc., for on-call professional land surveying services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewals.
Background:
Several departments within the City require land surveying services for a variety of reasons. The typical users are Public Works, Parks and Recreation, and Administration. The services needed include detailed topographic survey data to prepare in-house engineering design plans, performing boundary surveys, construction staking, emergency services for infrastructure repairs, surveying utility locations, prepare legal descriptions and exhibits for property, right of way and easements, and many other miscellaneous services.
Staff selected two surveying companies based on their qualifications to increase the flexibility, responsiveness and expertise of the resources available to the City. The firms selected will provide a wide range of services that include construction support, advanced surveying technology in support of design, and extensive local historical records for boundary and legal survey issues.
Specific funding for the surveying services is not allocated in an on-call account. The funding is sourced from specific projects or programs where the work is performed in-house. The budgets for each program or project include money for land surveying, which is approved by Council as part of the annual budget process.
The Public Works Department issued RFQ 2025-023 on September 25, 2024. The RFQ was advertised in the City website and www.PublicPurchase.com. 74 possible firms were notified by Public Purchase along, and the RRQ was published on the City’s website for public viewing. 21 firms downloaded the RFQ packet and 5 firms provided responsive submittals by the closing date of October 16, 2024. All submittals were evaluated by a four (4) member City Staff evaluation team from Public Works. The evaluation team selected the top ranking firms to negotiate contracts for professional services.
Impact/Analysis:
• If not approved, Staff will be unable to perform activities that need survey services.
• The use of two firms will greatly expand the responsiveness of services.
• There is no additional fiscal impact; funding will be provided by specific projects or programs authorized by the annually approved City Budget.
Timeline:
Start: November 19, 2024
Finish: 1 to 5 years, depending on renewal options
Presenter
George Binger, Deputy Director of Public Works/City Engineer
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 3-0 (Councilmember Rader "Absent"), to recommend to City Council approval of an Ordinance approving award of RFQ 2025-23 to Affinis Corporation and Wilson & Company, Inc., for on-call professional land surveying services, and authorizing the City Manager to execute individual agreements of the same for a period of one year with four possible one-year renewals.