Subject
title
Authorize the City Manager to Execute Contract Amendments to the 28 Contracts Issued Pursuant to Request for Proposal #18-18, for Professional Architectural, Engineering and Other Related Services, for an Additional One-Year period through June 30, 2027, with a One Year-Period Option Through June 30, 2028, in Accordance with the Original Contract Terms and Conditions.
end
Department
PW - Engineering
Recommendation
Staff recommends that the Mayor and Council Authorize the City Manager to execute contract amendments to the 28 contracts issued pursuant to an additional one-year period through June 30, 2027, with a one year-period option through June 30, 2028, in accordance with the original contract terms and conditions, such amendments subject to approval as to legal form by the City Attorney.
Discussion
This contract extension is needed to continue using the architectural, engineering, and other related consulting firms under Contract #18-18. The City uses these firms to implement Rockville's Capital Improvements Program (“CIP”) and the major maintenance and repair programs within the Council-Approved Operating Budget to plan, assess, design, improve, and maintain City assets and infrastructure. These consultants also support the master planning process. This contract extension is in conformance with Section 17-62 Formal Solicitation - Competitive Sealed Proposals of the Rockville City Code.
This contract amendment to extend these contracts will only be used to award new work and tasks in FY 2027 and into FY 2028, and to complete work and tasks in progress which were initiated before the new contracts are executed. This extension enables access to the many consulting firms, without interruption, until the next city-wide consulting contracts are executed. Contract #18-18 will only be used on new tasks in FY 2028 until the next contracts of this type are executed and available for use. RFP#26-26 Architectural and Engineering Services is currently advertised with proposals due on June 30, 2026. Staff anticipates completing proposal evaluations, selecting consulting firms, and recommending award to the Mayor and Council in late FY 2027 or early FY 2028, as is typical for this type of contract.
The task orders issued under the extension period will be with the same terms and conditions as the contracts under which they are issued.
The Departments of Public Works, Recreation and Parks, and Community Planning and Development Services have successfully used requirements contracts since 2003 for professional architectural, engineering, planning, and related consulting services on an as-needed basis. A task order or on-call services contract of this type shortens the time it takes to begin design on CIP projects, planning projects, and major maintenance and repair projects in the Operating Budget. These consultants are also used to obtain professional services quickly on smaller projects that are typically initiated by citizen requests; or for urgent or critical and time-sensitive projects. There are multiple (generally three) consultants available to provide services in the 16 architectural, engineering and related services disciplines included in this contract. The service contracts do not obligate the City to a minimum purchase.
The following is a list of contractors for the Contracts issued pursuant to RFP #18-18, extended via Amendment 1 as authorized by Mayor and Council on June 10, 2024:
Architectural Services (Category A)
• Delta Engineers, Architects & Land Surveyors, DPC (Non-MFD-V)
• Wheeler Goodman Masek & Associates (Non-MFD-V)
Mechanical, Electrical, Plumbing (MEP) Engineering Services (Category B)
• EBL Engineers, LLC (Non-MFD-V)
• Setty & Associates International, PLLC (MFD-V)
Civil Engineering Services (Category C)
• Charles P. Johnson & Associates, Inc. (Non-MFD-V)
• Gannett Fleming, Inc. (Non-MFD-V)
• Wallace, Montgomery & Associates, LLP (Non-MFD-V)
Landscape Architect Services (Category D)
• Charles P. Johnson & Associates, Inc. (Non-MFD-V)
• Floura Teeter Landscape Architects, Inc. (MFD-V)
Water and Sewer Engineering Services (Category E)
• CDM Smith Inc. (Non-MFD-V)
• Hazen & Sawyer, DPC (Non-MFD-V)
Engineering Consulting for Pipeline Condition Assessment Services (Category F)
• CDM Smith Inc. (Non-MFD-V)
• Whitman, Requardt and Associates, LLP (Non-MFD-V)
Stormwater Management and Ecological Engineering Services (Category G)
• Bayland Consultants & Designers, Inc. (Non-MFD-V)
• Biohabitats, Inc. (Non-MFD-V)
• Gannett Fleming, Inc. (Non-MFD-V)
• Hazen & Sawyer, DPC (Non-MFD-V)
Traffic Engineering Services (Category H)
• Wallace, Montgomery & Associates, LLP (Non-MFD-V)
Transportation Planning Services (Category I)
• Wallace, Montgomery & Associates, LLP (Non-MFD-V)
Geotechnical Engineering and Construction Support Services (Category J)
• ECS Mid-Atlantic, LLC (Non-MFD-V)
• Hillis-Carnes Engineering Associates (Non-MFD-V)
• DIW Group t/a Specialized Engineering (Non-MFD-V)
Surveying Services (Category K)
• Charles P. Johnson & Associates, Inc. (Non-MFD-V)
• Wallace, Montgomery & Associates, LLP (Non-MFD-V)
Environmental, Health and Safety Engineering Services (Category L)
• ECS Mid-Atlantic, LLC (Non-MFD-V)
• AZ-RI LLC (MFD-V)
Structural Engineering Services (Category M)
• EBA Engineering, Inc. (Non-MFD-V)
• Wallace, Montgomery & Associates, LLP (Non-MFD-V)
Mayor and Council History
At the March 25, 2019, meeting, the Mayor and Council made awards and authorized contracts with the firms that were responsive to RFP #18-18 for $15,000,000 to be used on an as-needed basis through June 30, 2022, with the option to renew for two (2) additional one (1) year periods.
At the June 10, 2024, meeting, the Mayor and Council extended the contracts through June 30, 2026.
Procurement
Staff prepared and publicly advertised Request for Proposal (“RFP”) #18-18 on November 2, 2017, in accordance with Rockville City Code, Section 17-62: Formal Solicitation - Competitive Sealed Proposals. A total of 116 proposals were received from 67 different firms, 8 of which are Rockville firms. The RFP included 13 categories of engineering, architectural, and related services, allowing firms to submit proposals within their discipline specialties. On March 25, 2019, Mayor and Council awarded 39 contracts across 13 categories of engineering, architectural, and related services.
The solicitation for RFP #18-18 reserved the right to extend agreements past five (5) years, if deemed in the best interest of the City and mutually agreeable to both parties. Additionally, staff is not seeking an increase to the $15,000,000 previously awarded by Mayor and Council as there is sufficient funding to complete existing task orders, and FY 2026 and FY 2027 task orders. Amendment One was executed by 28 contractors, to extend the contracts through June 30, 2026. Certain categories of architecture and engineering services were not utilized as often as others, causing attrition of RFP #18-18 contracts.
It is in the City's best interest to extend this contract to continue ongoing projects, implement new tasks in FY 2026, and implement new tasks in FY 2027 until the new contracts are awarded. Staff has advertised a new RFP for professional architectural, engineering and other related services in the last quarter of FY 2026. The goal of RFP #26-26 Architectural and Engineering Services is to equitably establish multiple contract awards across many architectural and engineering disciplines.
The Contract Amendment to the contracts issued pursuant to RFP #18-18 in a form substantially as attached, is provided as Attachment 1.
To view individual Contract Amendments, please click the link provided below. Please note that Contract Exhibits are not provided due to the proprietary and confidential nature of the information contained therewithin.
Agenda 26-2234 RFP 18-18 Amendment 2 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177595&GUID=5d3ddec1-c8d0-420f-a56d-5c9e596e84d7&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4IEFtZW5kbWVudCAyIERyYWZ0cw%3d%3d>
To view RFP #18-18, addenda, and Amendment 1, please click the link provided below:
Agenda 26-2234 RFP 18-18 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177588&GUID=fbadb8d0-2979-42bf-972c-3a15e0e1af2d&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4>
Agenda 26-2234 RFP 18-18 Addendum 1 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177589&GUID=4b7c00d9-9c56-4ab4-8421-9463c4a3855b&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4IEFkZGVuZHVtIDE%3d>
Agenda 26-2234 RFP 18-18 Addendum 2 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177590&GUID=e76f3b27-3039-470a-92ab-c641e21af9a9&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4IEFkZGVuZHVtIDI%3d>
Agenda 26-2234 RFP 18-18 Addendum 3 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177591&GUID=ae9973d4-727f-4de6-9526-de35e354f2a7&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4IEFkZGVuZHVtIDM%3d>
Agenda 26-2234 RFP 18-18 Addendum 4 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177592&GUID=bb608d26-f456-46d9-b154-61ad627d81ad&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4IEFkZGVuZHVtIDQ%3d>
Agenda 26-2234 RFP 18-18 Amendment 1 Draft <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177593&GUID=428100e0-3e04-408b-88a6-f01b7435ab7c&N=QWdlbmRhIDI2LTIyMzQgUkZQIDE4LTE4IEFtZW5kbWVudCAxIERyYWZ0>
Fiscal Impact
No additional authority is required as the original award amount of $15 million is adequate to meet the needs of these contracts. Below is a list of CIP projects and operating accounts that likely will use architectural, engineering, and related services from this contract. This is a representative list of projects, which demonstrates the variety and extent of uses for these services. These services can also be used for other projects and needs not listed, however all uses are subject to Mayor and Council appropriation.
|
CIP Project |
Project Code |
|
King Farm Farmstead Park Master Plan Implementation- Phase 1 |
RB27 |
|
Flood Resiliency Master Plan |
SA23 |
|
Storm Drain Rehab & Improvement: FY26‐FY30 |
SA26 |
|
Stream Restoration Spot Repairs: FY26‐FY30 |
SB26 |
|
SWM Facilities Improvement: FY26‐FY30 |
SC26 |
|
Bridge Rehabilitation: FY26‐FY30 |
TB26 |
|
Sewer Rehab & Improvement: FY26‐FY25 |
UC26 |
|
Water Main Rehab & Improvement: FY26‐FY30 |
UE26 |
|
WTP Facility Master Plan and Water Regulatory Compliance |
UA24 |
|
SCADA Improvements |
UE16 |
|
Water Treatment Plant Sludge Dewatering Replacement |
UB23 |
|
Water Treatment Plant Clarifier Improvements |
UD16 |
|
Pedestrian and Bicycle Safety: FY26-FY30 |
TD26 |
|
Sidewalks: FY26-FY30 |
TE26 |
|
Senior Center Entrance |
TA24 |
|
Electric Vehicle Infrastructure |
GA23 |
|
Rothgeb Drive Maintenance Facility Improvements |
GB26 |
|
Operating Cost Center Department |
|
|
Facilities Maintenance Services (8511) |
Recreation and Parks |
|
Park Maintenance Services (7530/7532) |
Recreation and Parks |
|
Horticultural Services (7522) |
Recreation and Parks |
|
Trails and Open Spaces Services (7533) |
Recreation and Parks |
|
Engineering (3305) |
Public Works |
|
Environmental Management (9401) |
Public Works |
|
Traffic Operations and Streetlights (0403) |
Public Works |
|
Construction Management (0201) |
Public Works |
Next Steps
The Procurement Department will issue Contract Amendments for execution and will continue to maintain insurance certificates throughout the new term of the Amendments.