HomeMy WebLinkAboutItem 26 - On -Call Engineering, Technical, and Administrative Support ServicesPublic Works Agency
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Item # 26
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 7, 2023
TOPIC: On -Call Engineering, Technical, and Administrative Support Services
AGENDA TITLE
Amend Agreements with GK & Associates; Interwest Consulting Group, Inc.; Penco, a
Cannon Company; Project Partners, Inc.; and Transtech Engineers, Inc. to Increase the
Shared Contract Amount by $2,500,000 for On -Call Engineering, Technical, and
Administrative Support Services (General Fund & Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute amendments to the agreements with GK &
Associates; Interwest Consulting Group, Inc.; Penco, a Cannon Company; Project
Partners, Inc.; and Transtech Engineers, Inc. to increase the shared contract amount by
$2,500,000, for a total shared aggregate amount not to exceed $10,000,000, for
Engineering, Technical, and Administrative Support Services for the remaining term of
the agreement, beginning May 18, 2021, through July 14, 2024 subject non -substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
Along with overseeing all aspects of civil engineering for capital improvement projects,
including managing project design and construction, the 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
construction of projects.
Additionally, the Agency is experiencing an increased workload as new programs are
being implemented. In order to adhere to time -sensitive project delivery schedules,
maintain pace with projects and programs involving grants and/or restricted funding,
and continue providing services in support of development activity that exceeds staff
capacity during peak periods, increased contract capacity is needed to temporarily
augment staffing.
On July 16, 2019, 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 &
Amend On -Call Engineering Services Agreements
February 7, 2023
Page 2
Associates; Interwest Consulting Group, Inc.; Penco, a Cannon Company; Project
Partners, Inc.; and Transtech Engineers, Inc.
On July 21, 2020, City Council approved amendments to the agreements with GK &
Associates; Interwest Consulting Group, Inc.; Penco, a Cannon Company; Project
Partners, Inc.; and Transtech Engineers, Inc. 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.
On May 18, 2021, City Council approved amendments to the agreements with GK &
Associates; Interwest Consulting Group, Inc.; Penco, a Cannon Company; Project
Partners, Inc.; and Transtech Engineers, Inc. to increase the shared contract amount by
$2,500,000, for a total shared aggregate amount not to exceed $7,500,000, for
engineering, technical, and administrative support services for the remaining term of the
agreement.
On April 12, 2022, City Manager and City Attorney approved an extension to the
agreements with GK & Associates; Interwest Consulting Group, Inc.; Penco, a Cannon
Company; Project Partners, Inc.; and Transtech Engineers, Inc. for an additional two-
year period, from July 15, 2022 through July 14, 2024.
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. Staff
recommends approving the amendment to the agreement in order for contract capacity
to increase (Exhibits 1-5).
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 will be budgeted and available for expenditure for the remaining agreement term
in the following Public Works Contract Services -Professional Accounts:
E-a-
City Facilities License Agreement 01117605-62300
Traffic and Transportation Engineering 01117620-62300
Amend On -Call Engineering Services Agreements
February 7, 2023
Page 3
Roadway Marking/Signs
01117625-62300
Sidewalks
01117626-62300
Streets Light Maintenance
01117630-62300
Graffiti Abatement Program
01117642-62300
Street Trees
01117643-62300
Park Maintenance
01117651-62300
Traffic Signal Maintenance
02917620-62300
Median Landscaping
02917635-62300
Roadway Maintenance
02917660-62300
Sanitary Sewer Enterprise
05417647-62300
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
Environment/Sanitation
06817640-62300
Roadway Cleaning
06817641-62300
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
Administrative Services
10117601-62300
Development Engineering
10117605-62300
Development Engineering
10117605-62302
Fire Facilities
12015330-62300
CIP Project Funding
Various
EXHIBIT(S)
1. Third Amendment to Agreement with GK & Associates
2. Third Amendment to Agreement with Interwest Consulting Group, Inc.
3. Third Amendment to Agreement with Penco, a Cannon Company
4. Third Amendment to Agreement with Project Partners, Inc.
5. Third Amendment to Agreement with Transtech Engineers, Inc.
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING,
TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR
PUBLIC WORKS PROJECTS (GK & ASSOCIATES)
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 7,
2023, 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
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. The Agreement remains in effect
through July 15, 2022.
C. On July 21, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-153-
01) to increase the maximum shared aggregate expenditure under the Agreement.
D. On May 18, 2021, the parties entered into a Second Amendment to the Agreement (#A-2021-
075-01) to increase the maximum shared aggregate expenditure under the Agreement.
E. The parties now wish to amend the Agreement to further 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 Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
[signatures on next page]
Page 1 of 2
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
Norma Orozco
Acting Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
andon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
Kristine Ridge
City Manager
CONSULTANT
Page 2 of 2
EXHIBIT 2
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING,
TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR
PUBLIC WORKS PROJECTS (INTERWEST CONSULTING)
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 7,
2023, 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
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. The Agreement remains in effect
through July 15, 2022.
C. On July 21, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-153-
02) to increase the maximum shared aggregate expenditure under the Agreement.
D. On May 18, 2021, the parties entered into a Second Amendment to the Agreement (#A-2021-
075-02) to increase the maximum shared aggregate expenditure under the Agreement.
E. The parties now wish to amend the Agreement to further 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 Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
[signatures on next page]
Page 1 of 2
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
Norma Orozco
Acting Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
don Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
Kristine Ridge
City Manager
CONSULTANT
Name: Paul Meschino
Title: President
Page 2 of 2
EXHIBIT 3
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING,
TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR
PUBLIC WORKS PROJECTS (PENCO)
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 7,
2023 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-2019-117-04, 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
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. The Agreement remains in effect
through July 15, 2022.
C. On July 21, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-153-
03) to increase the maximum shared aggregate expenditure under the Agreement.
D. On May 18, 2021, the parties entered into a Second Amendment to the Agreement (#A-2021-
075-03) to increase the maximum shared aggregate expenditure under the Agreement.
E. The parties now wish to amend the Agreement to further 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 Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
[signatures on next page]
Page 1 of 2
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
Norma Orozco
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
randon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
Kristine Ridge
City Manager
CONSULTANT
i
Name:
Title:
Page 2 of 2
i0zV:u1-11EI
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING,
TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR
PUBLIC WORKS PROJECTS (PROJECT PARTNERS)
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 7,
2023, 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. The Agreement remains in effect
through July 15, 2022.
C. On July 21, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-153-
04) to increase the maximum shared aggregate expenditure under the Agreement.
D. On May 18, 2021, the parties entered into a Second Amendment to the Agreement (#A-2021-
075-04) to increase the maximum shared aggregate expenditure under the Agreement.
E. The parties now wish to amend the Agreement to further 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 Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
[signatures on next page]
Pagel of 2
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
Norma Orozco Kristine Ridge
Acting Clerk of the Council City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO
City Attorney
By:
ft6d'on Salvatierra Name: k,k
Deputy City Attorney Title: -F, " N cY � / Pr '3 .r
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
Page 2 of 2
EXHIBIT 5
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING,
TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR
PUBLIC WORKS PROJECTS (TRANSTECH ENGINEERS)
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 7,
2023 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").
RF,C TTATS
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. The Agreement remains in effect
through July 15, 2022.
C. On July 21, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-153-
05) to increase the maximum shared aggregate expenditure under the Agreement.
D. On May 18, 2021, the parties entered into a Second Amendment to the Agreement (#A-2021-
075-05) to increase the maximum shared aggregate expenditure under the Agreement.
E. The parties now wish to amend the Agreement to further 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 Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
[signatures on next page)
Pagel of 2
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
Norma Orozco
Acting Cleric of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
andon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
Kristine Ridge
City Manager
CONSULTANT
TRANSTECH ENGINEERS, INC.
Name: A en a
Title: President
Page 2 of 2