Report to Mayor and City Council
Tuesday, November 15, 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, EXTENDING ALL CONTRACTS THROUGH JUNE 30, 2023
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I. SUMMARY
The City of Carson retains the services of three On-Call Engineering Firms (KOA Corporation, PA Arca Engineering, and 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 with PA Arca to provide professional services is not-to-exceed $500,000 with the term ending on December 30, 2022. The existing contract amounts with KOA, JMC2, and Westberg & White to provide professional services is not-to-exceed $850,000 with the term ending on December 30, 2022. The existing contract with BOA to provide professional services is not-to-exceed $350,000 with the term ending on December 30, 2022.
Based on the existing projects these consultants are working on and the need for professional services beyond the term ending December 30, 2022, it was concluded that the existing amount of time for each consulting firm is insufficient to complete the tasks assigned and timetable of projects. Staff is recommending time extensions to allow the City to utilize their services in order to remain timely with project completion.
The recommendations, if adopted, would amend contract provisions of each of the five contracts by extending the term of each by six (6) additional months. If adopted, the contracts for PA Arca Engineering, KOA, JMC2, BOA, and Westberg and White would be extended until June 30, 2023.
Staff is requesting that the City Council approve the amendment of the existing contract with each firm as proposed for all five 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. 4 to Consultant On-Call Agreement with PA Arca Engineering to provide On-Call Engineering Professional Services extending the term by additional six (6) months until June 30, 2023 (Exhibit No. 1).
2. APPROVE Amendment No. 5 to Consultant On-Call Agreement with KOA Corporation to provide On-Call Engineering Professional Services extending the term by additional six (6) months until June 30, 2023 (Exhibit No. 2).
3. APPROVE Amendment No. 5 to Consultant On-Call Agreement with John M. Cruikshank Consultant Inc. (JMC2) to provide On-Call Engineering Professional Services extending the term by additional six (6) months until June 30, 2023 (Exhibit No. 3).
4. APPROVE Amendment No. 5 to Consultant On-Call Agreement with Westberg and White, Inc. to provide On-Call Architectural Professional Services extending the term by additional six (6) months until June 30, 2023 (Exhibit No. 4).
5. APPROVE Amendment No. 4 to Consultant On-Call Agreement with BOA Architecture to provide On-Call Architectural Professional Services extending the term by additional six (6) months until June 30, 2023 (Exhibit No. 5).
6. AUTHORIZE and DIRECT the Mayor to execute each proposed Amendment to the Consultant On-Call Agreements following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE proposed Amendments for any of the five contracts, however, this will limit the consultant’s ability to complete the tasks assigned.
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 21, 2022, and the total estimated cost to complete all funded projects is approximately $82,000,000. 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 enables 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 studies, and 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 are 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’s capacity. Supplementing staff this way enables the City to complete many more projects in a timely manner and meet grant deadlines.
On June 21, 2022, the City Council approved Amendment No. 3 to the existing Consultant On-call Agreement with PA Arca, Amendment No. 4 to the existing Consultant On-Call Agreement with KOA, Amendment No. 4 to the existing Consultant On-Call Agreement with JMC2, Amendment No. 4 to the existing Consultant On-Call Agreement with Westberg and White, and Amendment No. 3 to the existing Consultant On-Call Agreement with BOA, extending the term of each agreement until December 30, 2022.
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 of time needed to complete the assigned tasks to these consultants is insufficient and needs to be extended, and staff is recommending extension of time until June 30, 2023 for all five consulting firms. No additional funds are being requested for these contracts at this time.
The proposed amendments would amend contract provisions of each of the five consulting firms, respectively, as follows:
1. For PA Arca the term would be extended by six (6) additional months until June 30, 2023.
2. For KOA the term would be extended by six (6) additional months until June 30, 2023.
3. For JMC2 the term would be extended by six (6) additional months until June 30, 2023.
4. For Westberg and White the term would be extended by six (6) additional months until June 30, 2023.
5. For BOA the term would be extended by six (6) additional months until June 30, 2023.
It should be noted that there are multiple tasks assigned to each consultant that need to be completed before their contract expiration. In addition, there have been significant changes in the scope of work for various projects and each consultant has taken longer time than anticipated to complete the project. Accordingly, staff is seeking City Council approval for each Amendment to allow staff to continue to utilize the services of each consultant and allow them to complete the assigned tasks and projects.
V. FISCAL IMPACT
None. Staff is not requesting additional funding but recommending extension of time for each consultant to complete the tasks awarded to them before the expiration of their contracts.
VI. EXHIBITS
1. Amendment No. 4 to Professional Services Agreement with PA Arca Engineering (pgs. 5-9)
2. Amendment No. 5 to Professional Services Agreement with KOA Corporation (pgs. 10-14)
3. Amendment No. 5 to Professional Services Agreement with JMC2 (pgs. 15-19)
4. Amendment No. 5 to Professional Services Agreement with Westberg and White (pgs. 20-24)
5. Amendment No. 4 to Professional Services Agreement with BOA Architecture (pgs. 25-29)
Prepared by: Gilbert Marquez, P. E., City Engineer; Ian Holst, P.E. Associate Civil Engineer