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19-0124_STETSON ENGINEERS, INC._Bid Recap Report c; CITY CITY OF SAN JUAN CAPISTRANO BID RECAP REPORT L it � AlItlNtftl t, [NUMIt � 9b1 O • 77(1 tit, • Date: 01/24/2019 From: Eric Bauman Service or Product Requested ( ) Informal Quotes ( ) Informal Bid ( ) Formal Bid (x ) Sole Source Bids/proposals were solicited from available, qualified firms for the above referenced project. The following firm(s) were/was considered: 1 . Stetson Engineers Inc. (Stetson) 2. 3. After evaluating the bids/proposals submitted, it is our recommendation that the contract be awarded to Stetson Engineers Inc. (Stetson) in an amount, not to exceed $6,650.00. This vendor was selected because: Sole source If bids were not received, document what steps were taken to obtain quotes, any vendors contacted that declined to bid, and if applicable why it is not practical to receive three quotes. To maintain the validity of its water rights claim, the City must annually file a statement of Diversion and Use with the State Water Board (SWB) by 07/01/2019. This statement was first filed for 2015 by Stetson Engineers Inc. (Stetson) in July of 2016, with legal direction provided by the City's water rights attorney (Brownstein Hyatt Farber Schreck, LLP). Stetson has also filed this report in July of 2017, and 2018. Stetson is the only firm with the staff knowledge of the process, the information data base, the hydrologic experience with the San Juan Basin, and familiarity with the claim made by the City of San Juan in 2015 to be qualified to perform the work. This action is not subject to the California Environmental Quality Act (CEQA) pursuant to section 15060(c)(3) of CEQA Guidelines because the activity is not a project as defined in Section 15378 of the CEQA Guidelines, California Code of Regulations, Title 14,Chapter 3, as reporting on activities has no potential for resulting in physical change to the environment, directly or indirectly. Staff recommends the work be awarded to Stetson. Per Section 3-4.304(b)(1) of the San Juan Capistrano's Municipal Code, professional services contracts of $25,000 or less may be procured pursuant to an informal quote process. Pursuant to Section 3- 4.305(a) of the San Juan Capistrano Municipal Code, the informal quote process requires the City to obtain three quotes whenever possible. The work requires specialized knowledge of the claim made by Stetson on behalf of the City of San Juan Capistrano beginning in 2015. In addition, due to Stetsons familiarity with the work, it has lowered is costs in each of the successive years from $8,405 in 2016, to $7,978 in 2017, and now to $6,650 for the 2018 filing. As such, no other quotes were solicited because Stetson is uniquely qualified to perform this work any other firm would have to spend time and money gaining familiarity with the project that Stetson already possesses based on its prior experience. Staff recommends waiving the formal bidding requirements, and that the City Manager approve a Professional Services Agreement with Stetson Engineers Inc. for Consulting Services for the filing of 2016 Statement of Diversion and Use with the State Water Board. If Sole Source purchase or contract, provide detailed justification for this selection: Staff recommends the work be awarded to Stetson. Per Section 3-4.304(b)(1) of the San Juan Capistrano's Municipal Code, professional services contracts of $25,000 or less may be procured pursuant to an informal quote process. Pursuant to Section 3- 4.305(a) of the San Juan Capistrano Municipal Code, the informal quote process requires the City to obtain three quotes whenever possible. The work requires specialized knowledge of the claim made by Stetson on behalf of the City of San Juan Capistrano beginning in 2015. In addition, due to Stetsons familiarity with the work, it has lowered is costs in each of the successive years from $8,405 in 2016, to $7,978 in 2017, and now to $6,650 for the 2018 filing. As such, no other quotes were solicited because Stetson is uniquely qualified to perform this work any other firm would have to spend time and money gaining familiarity with the project that Stetson already possesses based on its prior experience. Staff recommends waiving the formal bidding requirements, and that the City Manager approve a Professional Services Agreement with Stetson Engineers Inc. for Consulting Services for the filing of 2016 Statement of Diversion and Use with the State Water Board. If applicable, date approved by City Council: Not applicable.