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: Baseline Designs, Inc., Habitat Engineering & Forensics, Inc., JMEC Engineering, and Oakley & Oakley for On-Call Structural 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 Structural Engineering Consulting Services to augment staff capacity and provide specialized structural engineering capabilities that are not available in-house.
BACKGROUND
Historically, the Public Works Department has used on-call structural engineering consultants to augment staff capacity on an as-needed basis. The projects in need of on-call consulting services include, but are not limited to, assessment of the conditions of existing buildings and structures, design of new structures, and design of upgrades to existing facilities. Having four structural 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 four companies, Baseline Design, Habitat Engineering, JMEC Engineering, and Oakley & Oakley for a first year total amount of $150,000 each. Out of the estimated $600,000 no money was spent in Fiscal Year (FY) 2017-18. Structural design projects coming up in the FY 2018-19 Capital Improvement Project budget include upgrading City Hall West, improvements to the Maintenance Service Center and improvements to the Fleet Garage. In addition, the Fiscal Years 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 contract 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, 5 and 7.
|
Contract |
Baseline Design |
Habitat Engineering |
JMEC Engineering |
Oakley & Oakley |
|
Original FY17-18 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY17-18 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
|
1st Amend FY18-19 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY18-19 |
|
|
|
|
|
2nd Amend FY19-20 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY19-20 |
|
|
|
|
|
3rd Amend FY20-21 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY20-21 |
|
|
|
|
|
4th Amend FY21-22 |
$150,000 |
$150,000 |
$150,000 |
$150,000 |
|
Amount Used FY21-22 |
|
|
|
|
|
TOTAL FIVE YEARS |
$750,000 |
$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. No money was expended 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 structural 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: Baseline Designs, Inc., Habitat Engineering & Forensics, Inc., JMEC Engineering, and Oakley & Oakley for on-call structural 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. Baseline Design First Amendment
2. Baseline Design Contract
3. Habitat Engineer First Amendment
4. Habitat Engineer Contract
5. JMEC Engineering First Amendment
6. JMEC Engineering Contract
7. Oakley & Oakley First Amendment
8. Oakley & Oakley Contract