Submitted By: Noel Cooper
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Presentation By: Sean Lanier
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Department: Engineering
FORMAL TITLE:
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One-year renewal agreements for continuing professional engineering services with multiple firms for citywide projects that require engineering services
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Fiscally Sustainable
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala (City) has an ongoing need for general and specialty professional engineering services for many of its projects. Consulting engineers assist with stormwater, wastewater, roadway, traffic, lighting, geotechnical, construction engineering inspection, surveying, mapping, environmental, and planning services on an as-needed basis.
On May 19, 2020, the City issued its Request for Proposal (RFP) No.: ENG/190603 for the procurement of citywide engineering services pursuant to the Consultants’ Competitive Negotiations Act (CCNA). Under the CCNA, these professional services are procured through a qualifications-based selection process that prioritizes qualifications and experience over price. Under RFP No. ENG/190603, the City endeavored to procure services from general, specialty, and Florida Department of Transportation (FDOT) pre-qualified engineering firms.
On September 20, 2022, City Council approved the award of five-year contracts for continuing professional engineering services to 17 firms. Master Services Agreements (MSAs) were successfully negotiated with and fully executed by 10 firms for an initial term of five years from October 1, 2020, through September 30, 2025. Each MSA provided the option for two consecutive one-year renewal terms.
On August 19, 2025, City Council approved the first one-year renewal with the 10 firms for the period October 1, 2025, through September 30, 2026.
FINDINGS AND CONCLUSIONS:
The Engineering Department recommends the second and final one-year renewal of MSAs with the 10 firms beginning on October 1, 2026, and terminating September 30, 2027. Each firm and its respective estimated aggregate contract expenditure for the renewal term are listed below:
No work is promised under these agreements, and each executed agreement will allow the City to utilize the services of each firm for only the category of work awarded. The City will award work at its sole discretion, based on need and availability, and on the firm’s negotiated loaded billing rates.
Staff recommends approval of the second and final one-year renewal of MSAs with the 10 firms beginning on October 1, 2026, and terminating September 30, 2027.
FISCAL IMPACT:
Individual task work orders will assign all work, allocate staff hours, and designate appropriate staff classifications, as negotiated and approved between the City and the assigned firm, subject to the terms and conditions of the Master Services Agreements, as amended. Negotiated task work orders must be signed by the City Engineer, the head of the utilizing department, the Procurement & Contracting Officer, and the appropriate executive leader (the City Manager or the City Council). Any task work orders exceeding $50,000 in value must be calendared for a City Council agenda for approval. No engineering services will be approved without budgeted allocations. All fully loaded labor rates will remain the same as the previous year.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s procurement policy.
LEGAL REVIEW:
The amendments will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny