Report to Mayor and City Council
Tuesday, February 01, 2022
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENTS TO CONSULTANT ON CALL AGREEMENTS TO PROVIDE ON-CALL ENGINEERING PROFESSIONAL SERVICES AND ON-CALL ARCHITECTURAL PROFESSIONAL SERVICES TO THE ENGINEERING DIVISION OF THE PUBLIC WORKS DEPARTMENT AND EXTENDING THE CONTRACT THROUGH AUGUST, 30 2022; AND, CONSIDER RESOLUTION NO. 22-009 AMENDING THE FISCAL YEAR 2021-22 BUDGET IN THE GENERAL FUND IN THE AMOUNT OF $400,000 (CITY COUNCIL)
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I. SUMMARY
The City of Carson retains the services of two On-Call Engineering Firms (KOA Corporation and John M. Cruikshank Consultant (JMC2), Inc.) and two On-Call Architectural Firms (Westberg and White, Inc. and BOA Architecture) to assist the Public Works Department in developing the necessary plans, specifications and estimates for City’s Capital Improvement Program (CIP) projects. The existing contract amount with KOA, JMC2, and Westberg & White to provide professional services is not-to-exceed $750,000 with the term ending on June 30, 2022. The existing contract with BOA to provide professional services is not-to-exceed $250,000 with the term ending on June 30, 2022.
The Department Director has reviewed the number of potential projects and the need for professional services through the end of the Fiscal Year. It was concluded that the existing amount budgeted for each consulting firm is insufficient to meet the resource needs and timetable of projects, particularly those funded by grants, and staff is requesting additional allocations to allow the City to utilize their services to remain timely with grant obligations.
The recommendations, if adopted, would amend contract provisions of each of the four contracts, respectively, as follows:
1. For KOA, JMC2, and Westberg and White: total compensation for each of the contractors would be increased from $750,000 to $850,000.00, and the term would be extended by two (2) additional months until August 30, 2022.
2. For BOA, Inc.: total compensation would be increased from $250,000 to $350,000.00, and the term would be extended by two (2) additional months until August 30, 2022.
Staff is requesting that the City Council approve the amendment of the existing contract with each firm as proposed for all four consulting firms to allow consultants to continue to provide professional services to the city.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 3 to Consultant On-Call Agreement with KOA Corporation to provide On-Call Engineering Professional Services increasing the not-to-exceed amount from $750,000.00 to $850,000.00 and extending the term by additional two (2) months until August 30, 2022 (Exhibit No. 1).
2. APPROVE Amendment No. 3 to Consultant On-Call Agreement with John M. Cruikshank Consultant Inc. (JMC2) to provide On-Call Engineering Professional Services increasing the not-to-exceed amount from $750,000.00 to $850,000.00.00 and extending the term by additional two (2) months until August 30, 2022 (Exhibit No. 2).
3. Approve Amendment No. 3 to Consultant On-Call Agreement with Westberg and White, Inc. to provide On-Call Architectural Professional Services increasing the not-to-exceed amount from $750,000.00 to $850,000.00 and extending the term by additional two (2) months until August 30, 2022 (Exhibit No. 3).
4. Approve Amendment No. 2 to Consultant On-Call Agreement with BOA Architecture to provide On-Call Architectural Professional Services increasing the not-to-exceed amount from $250,000.00 to $350,000.00 and extending the term by additional two (2) months until August 30, 2022 (Exhibit No. 4).
5. AUTHORIZE the Mayor to execute each proposed Amendment to the Consultant On-Call Agreements following approval as to form by the City Attorney.
6. WAIVE further reading and ADOPT Resolution No. 22-009 “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2021-22 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS” appropriating $400,000 from the unassigned General Fund Balance to augment the current amount budgeted for each on-call Consultant (Exhibit No. 5)
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III. ALTERNATIVES
1. DO NOT APPROVE proposed Amendments for any of the four contracts, however, this will limit staff’s ability to issue Task Orders in the future.
2. TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
The City’s 5-Year Capital Improvement Program (CIP) was approved by the City Council on June 15, 2021, and the total estimated cost to complete all funded projects is approximately $68,000,000. Because the process of retaining a consultant for a specific project from the initial conceptual phase to the issuance of the NTP is extremely time consuming, it is beneficial for the City to have on retainer a set of on-call professional engineers and architects that allows these consultants to go through the procurement process only once rather than once for each project. Having On-Call Engineering Professional Services and On-Call Architectural Professional Services greatly reduces the time required to develop the necessary plans, specifications and estimates by eliminating the need to prepare separate Requests for Proposals (RFPs) for each project under consideration. Using these on-call consultants enable the City to move quickly on projects without the delays caused by having to process separate RFPs/RFQs for each individual project.
The Public Works Department is responsible for the design and construction of all public works projects, including those that are grant funded. The use of consultants is not in lieu of using full-time employees, but rather these consultants will be utilized to enhance the capacity of the current staff beyond what is typically needed, particularly for larger projects that tend to be beyond the scope of internal staff capacity. Supplementing staff this way would enable the City to meet grant deadlines.
On October 6, 2020, the City Council approved Amendment No. 2 to the existing Consultant On-Call Agreements with KOA (Exhibit No. 6), JMC2 (Exhibit No. 7), and Westberg & White (Exhibit No. 8) increasing the individual not-to-exceed contract amount from $250,000 to $750,000 with the term ending June 30, 2022 for On-Call Professional Services. In addition, on April 20, 2021, the City Council approved Amendment No. 1 with BOA Architecture (Exhibit No. 9) extending the term of the contract from June 30, 2021 to June 30, 2022; no increase in funding was recommended at that time and the contract amount remains $250,000.
Given the significant number of infrastructure related projects and the increasing needs for professional services to complete the plans and specifications for the city’s CIP and other miscellaneous projects, it was determined that the amount budgeted for all four consultants is insufficient and staff is requesting an increase in funding and amendment to the existing contracts with all four consulting firms.
The proposed amendments would amend contract provisions of each of the four consulting firms, respectively, as follows:
(1) For KOA:
- The total compensation would be increased from $750,000 to $850,000 to provide On-Call Engineering Professional Services, and the term would be extended by two (2) additional months until August 30, 2022.
(2) For JMC2:
- The total compensation would be increased from $750,000 to $850,000 to provide On-Call Engineering Professional Services, and the term would be extended by two (2) additional months until August 30, 2022.
(3) For Westberg and White:
- The total compensation would be increased from $750,000 to $850,000 to provide On-Call Architectural Professional Services, and the term would be extended by two (2) additional months until August 30, 2022.
(4) For BOA Architecture:
- The total compensation would be increased from $250,000 to $350,000 to provide On-Call Architectural Professional Services, and the term would be extended by two (2) additional months until August 30, 2022.
Aside from the professional engineering and architectural services, the above firms can also provide additional personnel to temporarily augment staffing levels within the Engineering Division, if necessary. This service helps expedite the process of plan reviews, planning documents and applications and/or other needs the division may have. Staff anticipates having to utilize the services of one of these firms to provide temporary help while HR is processing the recruitment for additional engineers. A separate task order will be issued to each firm to request proposals and will be reviewed by City staff for consideration.
Below is the list of services these consultants are providing for City’s on-going projects:
Westberg and White:
Foisia Park - Prop 68 Grant - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - $23,600.00
Community Center Improvements - Restrooms - - - - - - - - - - - - - - - - - - - - - - - - - -$130,000.00
EV Charging Stations at City Hall / Community Center- - - - - - - - - - - - - - - - - - - - - - $26,500.00
Prop 68 Grant Application - Foisia Park Renovation- - - - - - - - - - - - - - - - - - - - - - - - $24,999.00
Carpet Replacement - City Hall- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$13,000.00
Facility and Equipment Deferment Analysis- - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$50,000.00
HVAC Submittal Review- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$58,760.00
Anderson Park - Parking Lot and Interior Walkway ADA Compliance - - - - - - - - - - - -$43,680.00
Coiling Wall Removal and Replacement - Community Center- - - - - - - - - - - - - - - - -$101,665.00
Rapid Organizational Analysis - City of Carson. - - - - - - - - - - - - - - - - - - - - - - - - - - -$15,000.00
Various Professional Services for Westberg & White - - - - - - - - - - - - - - - - - - - - - - $150,000.00
Facility Industrial Inspection- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$91,730.00
$728,934.00
BOA:
Prop 68 Grant Application - Carriage Crest Park Expansion- - - - - - - - - - - - - - - - - - - $24,999.00
Traffic Engineer - Staff Augmentation- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - $122,000.00
• Lomita Blvd. Traffic Study
• Traffic Control Plan Review
• Traffic Signal Improvement Design
• Main and Broadway Red Curb Analysis
• Street Signs Analysis
Mills Park - Site Plan and Cost Estimate Prep for Prop 68 Grant Application - - - - - - - - $6,700.00
$153,699.00
KOA:
Traffic Signal Improvements At Central Ave And Dimondale Drive - - - - - - - - - - - - - - -$38,420.00
Inspection Services - SoCalGas Pipeline Inspection at Wilmington/223rd Street - - - - $27,507.50
Albertoni St Signing and Striping Plan - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$35,160.00
I-110 Fwy Arterial Improvements - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - $382,860.92
Sepulveda Striping Plans - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - $16,825.00
Victoria Bike Lane Striping Plans - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$23,165.00
Staff Augmentation - Senior Civil Engineer- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - $110,200.00
PS&E Redesign for Proj. 1451 & 1452 and Revision for Master Plan of Bikeways- - - -$96,591.10
$730,729.52
JMC2:
Dominguez Bike Path - Phase 1 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$357,247.00
189th Pedestrian Bridge Repair - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$34,165.00
Dominguez Bike Path - Phase 2 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -$219,495.00
Dominguez Bike Path Phase 1 - Preliminary Engr Design - - - - - - - - - - - - - - - - - - - - -$29,560.00
Geotech Services and Limited Surveying - Proj. 1600 - - - - - - - - - - - - - - - - - - - - - - - -$54,843.00
Easement Document and Environmental Assessment -Proj.1490 - - - - - - - - - - - - - - - - $6,948.00
$702,258.00
From the data and information above, it should be noted that the sum of the awarded task orders for each consultant is getting close to the not-to-exceed amount approved by the City Council. There are various professional services staff anticipates needing to complete the on-going city projects, other future projects, and miscellaneous tasks. Accordingly, staff is seeking Council approval for each Amendment to allow staff to move forward with the completion of the projects and continue to utilize the services of each consultant.
These consultant’s contracts are exercised on an “on-call” basis. The consultants are typically requested to submit a fee proposal for every service the division needs. Based on the submittals, Engineering selects the most efficient and economical proposal. Under the Agreements, the Contract Officer would then issue a Notice to Proceed on a Task Order and the contractor would commence work. Currently, Task Orders greater than $25,000 requires City Manager approval, and approval of task orders less than $25,000 is typically handled at the Director’s level.
V. FISCAL IMPACT
Funds for this item were not included in the FY 2021/22 budget. If the City Council approves this item as recommended, additional funds in the amount of $400,000.00 need to be appropriated from the unreserved, undesignated General Fund balance to account no. 101-80-820-100-6004 to cover the cost of the professional services.
VI. EXHIBITS
1. Amendment No. 3 to Professional Services Agreement with KOA Corporation (pgs. 7-12)
2. Amendment No. 3 to Professional Services Agreement with JMC2 (pgs. 13-18)
3. Amendment No. 3 to Professional Services Agreement with Westberg and White (pgs. 19-24)
4. Amendment No. 2 to Professional Services Agreement with BOA Architecture (pgs. 25-30)
5. Resolution No. 22-099 (pgs. 31-32)
6. KOA Corporation Engineering Professional Services Agreement (Signed Amendment No. 2) (pgs. 33-38)
7. John M. Cruikshank Consultant Inc. Engineering Professional Services Agreement (Signed Amendment No. 2) (pgs. 39-44)
8. Westberg and White, Inc. Architectural Professional Services Agreement (Signed Amendment No. 2) (pgs. 45-50)
9. BOA Architecture Architectural Professional Services Agreement (Signed Amendment No. 1) (pgs. 51-55)
Prepared by: Gilbert M. Marquez, P. E., City Engineer