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HomeMy WebLinkAbout25A - AMEND AGMT FOR ENGINEERING TECH, AND ADMIN SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 21, 2020 TITLE: AMEND AGREEMENTS WITH GK & ASSOCIATES, INTERWEST CONSULTING GROUP, INC., PENCO, PROJECT PARTNERS, INC., AND TRANSTECH ENGINEERS, INC. TO INCREASE THE SHARED CONTRACT AMOUNT BY $2,600,000 FOR ON -CALL ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR A NEW TOTAL AMOUNT NOT TO EXCEED $6,000,000 (GENERAL FUND & NON -GENERAL FUND) CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 st Reading ❑ Ordinance on god Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager to execute amendments to the agreements with the firms listed below to increase the shared contract amount by $2,500,000, for a total shared aggregate amount not to exceed $5,000,000, for engineering, technical, and administrative support services for the remaining term of the agreement, beginning July 21, 2020, through July 15, 2024, including the two-year renewal option, if needed, subject to non -substantive changes approved by the City Manager and the City Attorney: 1. GK & Associates 2. Interwest Consulting Group, Inc. 3. Penco, a Cannon Company 4. Project Partners, Inc. 5. Transtech Engineers, Inc. DISCUSSION Along with overseeing all aspects of civil engineering for capital improvement projects, including managing project design and construction, the City of Santa Ana Public Works Agency also supports citywide development and utility permit -related services. Public Works contracts with consultant firms to provide temporary staffing to perform a variety of these tasks including processing permits and the design, management, and inspection of construction of projects. Public Works currently has 62 full-time vacancies and 35 part-time vacancies, which the Agency is unable to fill due to the City's hiring freeze. Additionally, the Agency is experiencing an increased workload as new programs are being implemented. In order to adhere to time -sensitive project delivery schedules, keep pace with projects and programs, particularly those involving grants and/or restricted funding, and to continue providing services in support of development activity that 25A-1 Amend the Aggregate Limit for On -call Support Services Agreements July 21, 2020 Page 2 exceeds staff capacity during peak periods, increased contract capacity is needed to temporarily augment staffing. On July 16, 2019, the City Council approved agreements with the following five consultants for on - call engineering, technical, and administrative support staffing services in a shared aggregate amount not to exceed $2,500,000 for a five-year period; GK & Associates, Interwest Consulting Group, Inc., Penco, a Cannon Company, Project Partners, Inc., and Transtech Engineers, Inc (Exhibits 1-5). Due to the ongoing vacancies and increased development activity, the agreement capacity is being consumed at a higher rate than expected; therefore, increased contract capacity is needed. The added capacity of the contracts will be reduced once grant -funded vacancies are filled or when development activity slows. 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 and Management Services Agency's 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 will be budgeted and available for expenditure for the remaining agreement term in the following Public Works Contract Services -Professional Accounts: City Facilities License Agreement 01117605-62300 Traffic and Transportation Engineering 01117620-62300 Street Light Maintenance 01117630-62300 Traffic Signal Maintenance 02917620-62300 Sanitary Sewer Enterprise 05417617-62300 Sanitary Sewer Enterprise 05517660-62300 Sanitary Sewer Enterprise 05617640-62300 Fed Clean Water Protection 05717640-62300 Residential Street Improvement 05817660-62300 Water Enterprise 06017645-62300 Water Enterprise 06617647-62300 SARTC Operations 06717650-62300 Building Maintenance 07317100-62300 Fleet Maintenance 07517100-62300 Stores and Property Control 07617102-62300 City Yard Operations 08517138-62300 Construction Engineering 08617611-62300 Design Engineering 08617612-62300 Traffic Engineering 08617620-62300 Administrative Services 10117601-62300 Development Engineering 10117605-62300 25A-2 Amend the Aggregate Limit for On -call Support Services Agreements July 21, 2020 Page 2 CIP Project Funding I Various Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management Services Agency Submitted By: Nabil Saba, P.E., Executive Director— Public Works Agency Exhibits: 1. First Amendment to Agreement with GK & Associates 2. First Amendment to Agreement with Interwest Consulting Group, Inc. 3. First Amendment to Agreement with Penco, a Cannon Company 4. First Amendment to Agreement with Project Partners, Inc. 5. First Amendment to Agreement with Transtech Engineers, Inc. 25A-3 EXHIBIT 1 FIRST AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (GK & ASSOCIATES) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 21, 2020, by and between EC&AM Associates, Inc. dba GK & Associates ("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. 19-045, the parties entered into Agreement No. A-2019-117-04, dated July 16, 2019, by which Consultant agreed to provide engineering, technical, and administrative support services on an as -needed basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of five consultants selected to provide services on an as -needed basis under REP No. 19-045. The total compensation for services provided by all consultants selected under REP No. 19-045 was not to exceed a shared aggregate amount of $2,500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through July 15, 2022, 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. 19-045 by the shared aggregate amount of $2,500,000 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. Daisy Gomez Clerk of the Council Kristine Ridge City Manager - signatures continue on next page - Page 1 of 2 25A-4 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By:. Min M. Funk Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 Ghazala Khan President 25A-5 EXHIBIT 2 FIRST AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECIINICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (INTERWEST CONSULTING) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 21, 2020, by and between Interwest Consulting Group, Inc. ("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. 19-045, the parties entered into Agreement No. A-2019-117-02, dated July 16, 2019, by which Consultant agreed to provide engineering, technical, and administrative support services on an as -needed basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of five consultants selected to provide services on an as -needed basis under REP No. 19-045. The total compensation for services provided by all consultants selected under REP No. 19-045 was not to exceed a shared aggregate amount of $2,500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through July 15, 2022, 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. 19-045 by the shared aggregate amount of $2,500,000 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. Daisy Gomez Clerk of the Council Kristine Ridge City Manager - signatures continue on next page - Page 1 of 2 25A-6 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: *�,. -f k, m M. Funk Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: ny Roc igue, PE, TE Title: President Page 2 of 2 25A-7 EXHIBIT 3 FIRST AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (PENCO) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 21, 2020, by and between Penco, 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. 19-045, the parties entered into Agreement No. A-2019-117-03, dated July 16, 2019, by which Consultant agreed to provide engineering, technical, and administrative support services on an as -needed basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of five consultants selected to provide services on an as -needed basis under REP No. 19-045. The total compensation for services provided by all consultants selected under REP No. 19-045 was not to exceed a shared aggregate amount of $2,500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through July 15, 2022, 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. 19-045 by the shared aggregate amount of $2,500,000 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. Daisy Gomez Clerk of the Council Kristine Ridge City Manager - signatures continue on next page - Page 1 of 2 25A-8 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: /s'. -f�L hn M. Funk Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Title: Page 2 of 2 Director, Public Infrastructure 25A-9 EXHIBIT 4 PUBLIC WORKS PROJECTS (PROJECT PARTNERS) THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 21, 2020, 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. 19-045, the parties entered into Agreement No. A-2019-117-01, dated July 16, 2019, by which Consultant agreed to provide engineering, technical, and administrative support services on an as -needed basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of five consultants selected to provide services on an as -needed basis under RFP No. 19-045. The total compensation for services provided by all consultants selected under RFP No. 19-045 was not to exceed a shared aggregate amount of $2,500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through July 15, 2022, 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: Section 2.a., Compensation, is amended to increase the total compensation for services provided by all consultants selected under RFP No. 19-045 by the shared aggregate amount of $2,500,000 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. Daisy Gomez Clerk of the Council Kristine Ridge City Manager - signatures continue on next page - Pagel of2 25A-10 APPROVED AS TO FORM CONSULTANT SONIA R. CARVALHO City Attorney By: 'Y,--f.w. Jd6n M. Funk Namc. w.' L.uc c— Assistant City Attorney Title: . RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency Page 2 of 2 25A-11 EXHIBIT 5 THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 21, 2020, by and between Transtech Engineers, Inc. ("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. 19-045, the parties entered into Agreement No. A-2019-117-05, dated July 16, 2019, by which Consultant agreed to provide engineering, technical, and administrative support services on an as -needed basis for the City's Public Works Agency ("Agreement"). B. Consultant was one of five consultants selected to provide services on an as -needed basis under RFP No. 19-045. The total compensation for services provided by all consultants selected under RFP No. 19-045 was not to exceed a shared aggregate amount of $2,500,000 during the term of the Agreement, including any extension periods. C. The Agreement remains in effect through July 15, 2022, 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. 19-045 by the shared aggregate amount of $2,500,000 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. Daisy Gomez Clerk of the Council Kristine Ridge City Manager - signatures continue on next page - Page 1 of 25A-12 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By 4 l� JdKn M. Funk Assistant City Attorney FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT iv jL�%L%/� /. • �� Page 2 of 2 25A-13