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HomeMy WebLinkAboutItem 14 - On-Call Engineering ServicesPublic Works Agency https://www.santa-ana.org/pw Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 18, 2021 TOPIC: On -Call Engineering 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 and 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 $7,500,000, for engineering, technical, and administrative support services for the remaining term of the agreement, beginning May 18, 2021, through July 15, 2022, including the two-year renewal option, if needed, subject to non -substantive changes approved by the City Manager and the City Attorney. DISCUSSION Along with overseeing all aspects of civil engineering for capital improvement projects, including managing project design and construction, the City of Santa Ana's 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 projects. 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 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 Amend On -Call Engineering Services Agreements May 18, 2021 Page 2 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. On July 21, 2020, the City Council approved amendments to the agreements 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. 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 amendments to the agreements in order for contract capacity to be increased (Exhibits 1-5). 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 sufficient funds are available under the authorization and aggregate limit of these agreements. Upon successful completion of this fiscal review for task orders exceeding $5,000, 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: Division Account City Facilities License Agreement 01117605-62300 Traffic and Transportation Engineering 01117620-62300 Roadway Marking/Signs 01117625-62300 Sidewalks 01117626-62300 Street Lights Maintenance 01117630-62300 Graffiti Abatement Program 01117642-62300 Street Trees 01117643-62300 Traffic Signal Maintenance 02917620-62300 Median Landscaping 02917635-62300 Roadway Maintenance 02917660-62300 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 Amend On -Call May 18, 2021 Page 3 Engineering Services Agreements Division Account 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 Traffic Engineering 08617620-62300 Administrative Services 10117601-62300 Development Engineering 10117605-62300 CIP Project Funding Various EXHIBIT(S) 1. Second Amendment to Agreement with 2. Second Amendment to Agreement with 3. Second Amendment to Agreement with 4. Second Amendment to Agreement with 5. Second Amendment to Agreement with GK & Associates Interwest Consulting Group, Inc. Penco, a Cannon Company Project Partners, Inc. Transtech Engineers, Inc. Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager Public Works Agency https://www.santa-ana.org/pw Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 18, 2021 TOPIC: On -Call Engineering 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 and 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 $7,500,000, for engineering, technical, and administrative support services for the remaining term of the agreement, beginning May 18, 2021, through July 15, 2022, including the two-year renewal option, if needed, subject to non -substantive changes approved by the City Manager and the City Attorney. DISCUSSION Along with overseeing all aspects of civil engineering for capital improvement projects, including managing project design and construction, the City of Santa Ana's 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 projects. 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 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 Amend On -Call Engineering Services Agreements May 18, 2021 Page 2 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. On July 21, 2020, the City Council approved amendments to the agreements 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. 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 amendments to the agreements in order for contract capacity to be increased (Exhibits 1-5). 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 sufficient funds are available under the authorization and aggregate limit of these agreements. Upon successful completion of this fiscal review for task orders exceeding $5,000, 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: Division Account City Facilities License Agreement 01117605-62300 Traffic and Transportation Engineering 01117620-62300 Roadway Marking/Signs 01117625-62300 Sidewalks 01117626-62300 Street Lights Maintenance 01117630-62300 Traffic Signal Maintenance 02917620-62300 Median Landscaping 02917635-62300 Roadway Maintenance 02917660-62300 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 Amend On -Call May 18, 2021 Page 3 Engineering Services Agreements Division Account 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 Traffic Engineering 08617620-62300 Administrative Services 10117601-62300 Development Engineering 10117605-62300 CIP Project Funding Various EXHIBIT(S) 1. Second Amendment to Agreement with 2. Second Amendment to Agreement with 3. Second Amendment to Agreement with 4. Second Amendment to Agreement with 5. Second Amendment to Agreement with GK & Associates Interwest Consulting Group, Inc. Penco, a Cannon Company Project Partners, Inc. Transtech Engineers, Inc. Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager SECOND AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (GK & ASSOCIATES) THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 18, 2021, 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. 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 Second Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second 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 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: (�41►, hn M. Funk Senior Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT ame. hazala Khan Title: President Page 2 of 2 SECOND AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (INTERWEST CONSULTING) THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 18, 2021, 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. 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 Second Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second 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 of 2 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: �Tl, *M,. -f.,,L John M. Funk Senior Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT rjIK Name: Thom�as Wilkas Title: Chief Financial Officer Page 2 of 2 SECOND AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (PENCO) THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 18, 2021, 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 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. 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 Second Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second 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 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: 7g, -f-4, hn M. Funk Senior Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Title: Page 2 of 2 SECOND AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING, TECHNICAL, AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (PROJECT PARTNERS) THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 18, 2021, 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-2019-1 17-01, 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. 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 Second Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second 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 of 2 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: �. -f•"L J n M. Funk Senior Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT v� Nam 16 o; (L Title: -w -V Cq Page 2 of 2 SECOND AMENDMENT TO AGREEMENT TO PROVIDE ENGINEERING TECHNICAL AND ADMINISTRATIVE SUPPORT SERVICES FOR PUBLIC WORKS PROJECTS (TRANSTECH ENGINEERS) THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 18, 2021, 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. 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. 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 Second Amendment, and all prior amendments, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second 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 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: Ye- *�. �.► � An M. Funk Senior Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONSULTANT Name: Title: Jtb/ 1,V C1p^4- 7�c�r�s�cch Page 2 of 2