Title
Recommendation to Authorize the Interim City Manager to Execute a One-Year Contract Amendment, with the Option of Three One-Year Extensions, for an Amount not to Exceed $150,000 Each, for a Total Five Year Expenditure not to Exceed $750,000 Each, to the Following: BKF, HEI, and Schaaf & Wheeler for On-Call Civil Engineering Consulting Services. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: David L. Rudat, Interim City Manager
EXECUTIVE SUMMARY
The Public Works Department uses On-Call Civil Engineering Consulting Services to augment staff capacity and provide specialized civil engineering capabilities that are not available in-house.
BACKGROUND
Historically, the Public Works Department has used on-call civil engineering consultants to augment staff capacity on an as-needed basis. Projects in need of these services include, but are not limited to, revisions to the existing master storm drainage plan, design of new public infrastructure and upgrades to existing assets. Having three civil engineering consultant companies to provide services on an on-call basis expedites the design and delivery of projects previously approved as part of the Capital Budget. Additionally, the City would be able to utilize these consultant companies for peer review of private land development projects and if an emergency situation arises.
DISCUSSION
On November 21, 2017, the City Council awarded contracts to each of these three companies, BKF, HEI, and Schaaf & Wheeler for a first year total amount of $150,000 each. Out of the estimated $450,000, $54,616.50 has been spent in Fiscal Year (FY) 2017-18. For FY 2018-19, staff has negotiated design work for the Force Main, Phase 4 project with Schaaf & Wheeler for $141,567. In addition, the 2017-19 Capital Budget, approved by City Council, appropriated over $57 million to 25 project categories, an almost three-fold increase in funding from the 2013-15 Capital Budget. As a result, it is expected that short term engineering work will increase over the next several years and it will be necessary to augment current staffing levels.
The Public Works Director is requesting these contracts be mutually amended on a year-by-year basis without returning to City Council, for up to three additional years, based on satisfactory performance of all aspects of the contract, and subject to budgetary approval. The amended contracts will be for the same terms and cost.
The total five year contract price shall not exceed a total five year expenditure of $750,000 for each company. Each amended contract is attached as Exhibits 1, 3, and 5.
|
Contract |
BKF |
HEI |
Schaaf & Wheeler |
|
Original FY17-18 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY17-18 |
$0.00 |
$0.00 |
$54,616.50 |
|
1st Amend FY18-19 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY18-19 |
|
|
|
|
2nd Amend FY19-20 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY19-20 |
|
|
|
|
3rd Amend FY20-21 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY21-22 |
|
|
|
|
4th Amend FY21-22 |
$150,000 |
$150,000 |
$150,000 |
|
TOTAL FIVE YEARS |
$750,000 |
$750,000 |
$750,000 |
FINANCIAL IMPACT
The City’s use of the on-call consultants will be charged against the appropriate Capital Budget project account and will not increase the previous appropriation or otherwise impact the General Fund. Should Public Works use an on-call consultant to peer review a private land development project, the costs will be passed to the developer for full reimbursement.
The total budget for each contract for each fiscal year will be $150,000, but the actual amount delineated by work order will likely be less, and will depend upon projects assigned to the consultants. The usage of the services is on an as-needed basis so that if the demand is not there, the services will not be requested. See chart above for amount expended for each consultant for FY 2017-18.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
Selection of consultants for on-call engineering consulting services is not covered by the California Environmental Quality Act.
RECOMMENDATION
Authorize the Interim City Manager to execute a one-year amendment, with the option of three one-year extensions, for an amount not to exceed $150,000 each, for a total five year expenditure not to exceed $750,000 each, to the following: BKF, HEI, and Schaaf & Wheeler for on-call civil engineering consulting services.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Scott Wikstrom, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. BKF First Amendment
2. BKF Contract
3. HEI First Amendment
4. HEI Contract
5. Schaaf & Wheeler First Amendment
6. Schaaf & Wheeler Contract