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APPROVE MOTION TO AWARD A SERVICE AGREEMENT FOR ON-CALL PROFESSIONAL LAND SURVEYOR SERVICES, PROJECT NO. PUR-25-023
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a three-year Professional Service Agreement in the amount not to exceed $200,000 to Alexander & Associates, Inc. of Pleasanton, California, for On-Call Professional Land Surveyor Services, Project No. PUR-25-023;
2. Approve findings pursuant to Stockton Municipal Code Section 3.68.070 in support of an exception to the competitive bidding process; and
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Community Development processes applications for final subdivision maps, parcel maps, lot line adjustments, lot mergers, abandonments, and dedications. These applications involve the review of legal descriptions and plat maps for properties and easements that eventually end up on a legal property deed. Under the Rule of the State Board for Professional Engineers and Land Surveyors, Section 404.2, this information must be reviewed and signed off by a professional licensed land surveyor. The City does not have a licensed land surveyor on staff as required and instead has utilized a professional service agreement for on-call land surveyor services.
On January 30, 2025, the City advertised a Request for Proposals (RFP) for On-Call Professional Land Surveyor Services, Project No. PUR-25-023. Six firms submitted proposals for this project. The Selection Committee evaluated the proposals and found Alexander & Associates, Inc. of Pleasanton, California, to be the most qualified and highest ranked firm.
It is recommended that Council approve a motion authorizing the City Manager to execute a three-year Service Agreement in the not to exceed amount of $200,000 with Alexander & Associates, Inc. Contracted services will begin July 1, 2025, and continue through June 30, 2028, with the option of one (1) two-year extension. The contract will be funded by the Community Development Department’s Operating Budget.
DISCUSSION
Background
The Community Development Department (CDD) processes applications for final subdivision maps, parcel maps, lot line adjustments, lot mergers, abandonments, and dedications. These applications involve the review of legal descriptions and plat maps for properties and easements that eventually end up on a legal property deed. Under the Rule of the State Board for Professional Engineers and Land Surveyors, Section 404.2, this information must be reviewed and signed off by a professional licensed land surveyor. The City does not have a licensed land surveyor on staff as required and instead has utilized a professional service agreement for on-call land surveyor services.
Following an RFP process in 2017, the City retained Alexander and Associates, Inc. to provide on-call professional land surveyor services. The initial Agreement was executed under the City Manager’s authority and set to expire June 30, 2020. In April 2020, City Council approved Amendment No. 1 to the agreement to allow a two-year extension and additional compensation in the amount of $70,000. Under administrative authority, the City Manager executed Amendments No. 2 and No. 3. The agreement with Alexander and Associates, Inc. was ultimately amended three times for a total not-to-exceed amount of $240,000 and is set to expire June 30, 2025.
Present Situation
On January 30, 2025, the City advertised an RFP for On-Call Professional Land Surveyor, Project No. PUR-25-023. On March 13, 2025, six proposals were received from the following firms:
• Alexander & Associates, Inc. (Pleasanton, CA)
• Baumbach & Piazza, Inc. (Lodi, CA)
• Dudek (Sacramento, CA)
• R.E.Y. Engineers, Inc. (Folsom, CA)
• Ridgeline Engineering (Stockton, CA)
• Sandis (Modesto, CA)
A Selection Committee evaluated and ranked all proposals based on each firm’s experience, quality of work, qualifications of staff, communication, and cost. Alexander & Associates, Inc. of Pleasanton, CA received the highest ranking based on the noted criteria and was determined to be the most qualified firm for this project. Compensation will be on a time and materials basis, not exceeding 40 percent of the plan checking fee (per permit) collected by the City.
Staff recommends Council approve a motion to award a three-year Service Agreement with a not to exceed amount of $200,000 to Alexander & Associates, Inc. for On-Call Professional Land Surveyor Services, Project No. PUR-25-023. Contracted services will begin July 1, 2025, and expire June 30, 2028, with the option of one (1) two-year extension.
Findings
Pursuant to Stockton Municipal Code (SMC) Section 3.68.070, the Council may approve findings that support an exception to the competitive bidding process. These findings support such an exception:
1. The City does not have a licensed land surveyor on staff as required by the California Board to perform the professional land surveying work. Alexander and Associates, Inc. has demonstrated the capacity and capability to assist the City in meeting this requirement.
2. Use of the RFP process is appropriate for this Service Agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of these criteria helps ensure selection of a licensed land surveyor that will provide the highest quality professional service, which is in the public interest.
3. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC Section 3.68.070.A.3.
FINANCIAL SUMMARY
Pending adoption of the FY 2025-26 Annual Budget, funds will be available in the 220 Development Services Fund, Planning and Engineering Division (5520) Operational Budget for $67,000. The remaining $133,000 is expected to appropriated and funded from the same account according to the schedule below in FY 2026-27 and FY 2027-28.
FY 2025-26: $67,000
FY 2026-27: $67,000
FY 2027-28: $66,000
TOTAL $200,000
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Agreement with Alexander & Associates, Inc.