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Home My WebLink About25B - AGMT ON-CALL ENGINEERING SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 5, 2019 TITLE: AMEND AGREEMENTS WITH PROJECT PARTNERS, INC., INTERWEST CONSULTING GROUP, AND PENCO ENGINEERING, INC., TO INCREASE THE AGGREGATE LIMIT FOR ON-CALL ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES {STRATEGIC PLAN NO. 6, 1C} CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15' Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute amendments to the agreements with Project Partners, Inc., Interwest Consulting Group, and Penco Engineering, Inc., to increase by $500,000, the shared aggregate not -to -exceed amount to $1,000,000 for Engineering, Technical, and Administrative Support Services, for the remaining term of the agreement, beginning February 5, 2019 through September 3, 2021, including the two-year renewal option, if needed, subject to nonsubstantive changes approved by the City Manager and the City Attorney. DISCUSSION On September 4, 2018, City Council authorized the City Manager and Clerk of the Council to execute agreements with Project Partners, Inc., Interwest Consulting Group, and Penco Engineering, Inc., for on-call engineering, technical, and administrative support staffing services in Public Works Agency. The purpose of these consultant services is to augment Public Works Agency staff and thereby maintain development services responsiveness during peak development activity periods which exceed existing staff capacity. The three approved agreements were authorized to share an aggregate not to exceed amount of $500,000 until September 3, 2021. Beginning in Fiscal Year 2016/2017, Public Works staff began experiencing unprecedented levels of plan checking and inspection workloads related to sustained land development activity and increased volume of utility permits and wireless antenna installations. The on-call support staffing contracts are intended to respond to the increased activity. However, based on recent additional increases in development activity trends and our current rate of expenditures, the contract limit will be expended by March of 2019. 2513-1 Amend the Aggregate Limit for On-call Support Services Agreements February 5, 2019 Page 2 In anticipation of continued peak workloads which exceed the Public Works Agency capacity, staff recommends increasing the shared aggregate not to exceed amount from $500,000 to $1,000,000 (Exhibits 1-3, Amendments). This will help maintain time -sensitive project delivery schedules, meet commitments related to private property development activity, and meet the agency goals. The plan checking and permit fees that the City charges developers are based on cost recovery, and the on-call nature of the recommended contracts assures that the City can maintain responsiveness. The table shown in Exhibit 4 summarizes the plan checking and permitting activity level experienced by Public Works Agency Development Engineering and associated revenues received over the last 13 fiscal years. The length of time in the table includes the last period of increased development activity in the mid -2000s. The last two fiscal years and the current year-end projection actual revenues exceed or will exceed the estimated/budgeted revenue by over $1,000,000 each year. Prior to issuing a notice to proceed to any of these three consultants for plan checking and/or permitting work, Public Works and Finance staff would verify that sufficient revenues have been received to support the costs. Each of the accounts listed in the Fiscal Impact (below) have funds budgeted and/or available for temporary staff support services. Staff recommends approval of this Recommended Action to allow all Public Works operations the ability to access the services provided through the agreements as needed. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy C (invest resources and technology to extend the service life of existing infrastructure to protect the City's investment and support a high quality of life standard). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact at this time. Prior to utilizing any of these on-call services, Public Works staff must receive Finance & Management Services Agency approval of funding and accounts to ensure that funds are available under the authorization and aggregate limit of these agreements. Upon successful completion of this fiscal review, a corresponding Notice to Proceed containing specific scope and maximum expenditure for the task order will be issued to a firm. Funds are available for expenditure in FY 2018-2019 in the following Public Works Contract Services -Professional Accounts: 25B-2 Amend the Aggregate February 5, 2019 Page 3 Limit for On-call Support Services Agreements Division Account Traffic and Transportation Engineering 01117620-62300 Traffic Signal Maintenance 02917620-62300 Sanitary Sewer Service 05617640-62300 Fed Clean Water Protection 05717640-62300 Residential Street Improvement 05817660-62300 Water Admin/Engineering 06017645-62300 Construction Engineering 08617611-62300 Design Engineering 08617612-62300 Administrative Services 10117601-62300 Development Engineering 10117605-62300 CIP Project Funding Various n APPROVED AS TO FUNDS AND ACCOUNTS: Fuad S. Seiss, PE, PLS Kathryn Downs, CPA Executive irector Executive Director Public Wor Agency Finance and Management Services Agency FSS/EWG Exhibits: 1. First Amendment to Agreement with Project Partners 2. First Amendment to Agreement with Interwest Consulting Group 3. First Amendment to Agreement with Penco Engineering, Inc. 4. Summary of Public Works Plan Check & Permitting Revenues 25B-3 25B-4 FIRST AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADiVHNISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (PROJECT PARTNERS) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 5, 2019, by and between Project Partners ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. Following City's issuance of Request for Proposal No. 18-047, the parties entered into Agreement No. A-2018-213, dated September 4, 2018, by which Consultant agreed to provide engineering, technical, and administrative support services on an on-call basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of three consultants selected to provide services on an as -needed basis under RFP No. 18-047. The total compensation for services provided by all consultants selected under RFP No. 18-047 was not to exceed a shared aggregate amount of $500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through September 3, 2021, with provision for extension, and the parties now wish to amend the Agreement to increase the maximum shared aggregate expenditure under the Agreement. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to increase the total compensation for services provided by all consultants selected under RFP No. 18-047 by the shared aggregate amount of ;$500,000 during the term of the Agreement, including any extension periods. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. NORMA MITRE STEVEN A. MENDOZA Acting Clerk of the Council Acting City Manager - signatures continue on next page - Page 1 of 2 Exhibit 1 25B-5 APPROVED AS TO FORM SONIA R CARVALHO City Attorney By: 7VL,. -f,.L HN M. FUNK Assistant City Attorney RECOMMENDED FOR APPROVAL FUAD S. SWEISS, PE, PLS Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 r FIRST AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (INTERWEST CONSULTING) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 5, 2019, by and between Interwest Consulting Group; hic. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. Following City's issuance of Request for Proposal No. 18-047, the parties entered into Agreement No. A-2018-214, dated September 4, 2018, by which Consultant agreed to provide engineering, technical, and administrative support services on an on-call basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of three consultants selected to provide services on an as -needed basis under RFP No. 18-047. The total compensation for services provided by all consultants selected under RFP No. 18-047 was not to exceed a shared aggregate amount of $500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through September 3, 2021, with provision for extension, and the parties now wish to amend the Agreement to increase the maximum shared aggregate expenditure under the Agreement. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to increase the total compensation for services provided by all consultants selected under RFP No. 18-047 by the shared aggregate amount of $500,000 during the term of the Agreement, including any extension periods. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. MARIA D. HUIZAR Clerk of the Council RAUL GODINEZ II City Manager - signatures continue on next page - Page 1 of 2 29T2 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney JOHN M. FUNK Assistant City Attorney RECOMMENDED FOR APPROVAL FUAD S. SWEISS, PE, PLS Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 FIRST AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (PENCO ENGINEERING) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 5, 2019, by and between Penco Engineering (a Cannon Company) ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. Following City's issuance of Request for Proposal No. 18-047, the parties entered into Agreement No. A-2018-215, dated September 4, 2018, by which Consultant agreed to provide engineering, technical, and administrative support services on an on-call basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of three consultants selected to provide services on an as -needed basis under RFP No. 18-047. The total compensation for services provided by all consultants selected under RFP No. 18-047 was not to exceed a shared aggregate amount of $500,000 during the tern of the Agreement, including any extension periods. C. The Agreement remains in effect through September 3, 2021, with provision for extension, and the parties now wish to amend the Agreement to increase the maximum shared aggregate expenditure under the Agreement. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to increase the total compensation for services provided by all consultants selected under RFP No. 18-047 by the shared aggregate amount of $50000 during the term of the Agreement, including any extension periods. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. MARIA D. HUIZAR RAUL GODINEZ II Clerk of the Council City Manager - signatures continue on nextpage - Page 1 of 2 • APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: J HN M. FUNK Assistant City Attorney FOR APPROVAL FUAD S. SWEISS, PE, PLS Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 25B-10 PWA DEVELOPMENT ACTIVITY 2006-2019 E5B11 PWA DEVELOPMENT PLAN CHECKS 2000 1500 1500 — 1000 Soo — 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/18 18/19 (Projected) FISCAL YEAR 0 0 06/07 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/18 18/19 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/38 18/19 (Pmjeaed) IPm)eded) FISCAL YEAR E5B11 PWA STREET AND UTILITY PERMITS ISSUED 4,000,000 1500 1000 — 500 06/07 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/18 18/19 (Projected) FISCAL YEAR 0 06/07 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/38 18/19 IPm)eded) FISCAL YEAR E5B11 PWA PERMIT RELATED REVENUE 4,000,000 3,000,000 2,000,000 1,000,000 06/07 07/08 08/09 09/10 10/11 11/12 12/13 13/14 14/15 15/16 16/17 17/18 18/19 (Projected) FISCAL YEAR E5B11 25B-12