HomeMy WebLinkAbout13 - On-Call Amend 1 with Coast Surveying�EWP�RT = CITY OF
NEWPORT LEACH
9[ FOAN`P
City Council Staff Repout
Agenda Item No. _1_3_
February 12, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
David A. Webb, Public Works Director
949 - 644 -3311, dawebb @newportbeachca.gov
PREPARED BY: Michel J. Sinacori P.E., Assistant City Engineer
949 - 644 -3342, msinacori @newportbeachca.gov
APPROVED:
V
TITLE: Approval of Amendment No. 1 to On -Call Professional Services
Agreement with Coast Surveying, Inc.
ABSTRACT:
The maximum contract amount for on -call surveying services provided by Coast
Surveying, Inc. (Coast), under the existing Professional Services Agreement has almost
been reached. If approved, the contract expenditure limit would be increased to allow for
additional on -call surveying services.
RECOMMENDATION:
Approve Amendment No. 1 to the January 18, 2012, On -Call Professional Services
Agreement with Coast to increase the contract limit to $250,000 for continuing on -call
surveying services and authorize the Mayor and City Clerk to execute the amendment.
FUNDING REQUIREMENTS:
Funding for the on -call surveying services will be provided from individual capital
improvement project budgets at the time of project implementation.
DISCUSSION:
In order to reduce the amount of staff time and continue to deliver the large number of
capital improvement projects in a timely manner, the Public Works Department utilizes on-
call consultants for various professional services such as Surveying, Geotechnical, Civil
and Traffic Engineering and Landscape Architecture. These multi -year contracts are
established through a competitive selection process to identify the most qualified firms to
provide the needed professional services. With respect to surveying services, the City
Approval of Amendment No. 1 to On -Call Professional Service Agreement with Coast
Surveying, Inc.
February 12, 2013
Page 2_
entered into an On -Call Professional Services Agreement (PSA) with Coast in January
2012 for a contract limit of $120,000.
The majority of CIP projects require some level of surveying services. Necessary
surveying services are generally included within the design services that are contracted
out to consultants. However, the City no longer maintains its own survey crews and relies
on this on -call contract to provide surveying services for necessary control points and
vertical elevations to prepare construction drawings, verify or set necessary field
monumentation as well as provide construction staking. For example, the recently awarded
Central Balboa Street and Alley Restoration project associated with Assessment District
100 (Central Balboa) required approximately $50,000 in surveying services. Other recent
projects that required mapping and control survey information from Coast include Bay
Avenue pavement replacement, and Santa Ana Heights street rehabilitation (UUD -19) to
support city staff design efforts.
Due to the high volume of CIP projects requiring survey services over the past year, the
contract with Coast has reached the allowable limit of $120,000. Under the proposed
amendment, the maximum contract amount would be increased to $250,000 for the
remaining life of the contract. The current fee schedule and termination date of December
31, 2013, will remain unchanged.
ENVIRONMENTAL REVIEW:
Environmental clearances will be completed for each Capital Improvement Project.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the
meeting at which the City Council considers the item).
Submitted by:
Public Works Director
Attachment: A. Amendment No. 1 to On -Call Professional Services Agreement with
Coast Surveying, Inc.
K
AT T ACI-IMENT A
AIVI ENDIVIFiNT Nth. ONE TO
ON CALL. PROFIESSIONAL ;RIERVICGS AC'.I:IiEI:EIUIeN T
WITH COAST SURVEYING, INC:. FOR
SURVEYING SERVICES
THIS AMENDMENT NO. ONE TO ON -CALL AGREEMENT FOR
PROFESSIONAL SERVICES ( "Amendment No. One ") is made and entered Into as of
this clay of February, 2013 ( "Effective Date ") by and between the CITY OF
NEWPORT BEACH, a California Municipal Corporation ( "City "), and COAST
SURVEYING, INC., a California corporation ( "Consultant "), whose address is 15031
Parkway Loop, Suite B, Tustin, CA 92780 -6527 and is made with reference to the
following:
RECITALS
A. On January '18, 2012, City and Consultant entered into a Professional Services
Agreement ( "Agreement ") for Perform on -call surveying services throughout the
City on an as- needed basis ( "Project ").
B. City desires to enter into this Amendment No. One to Increase the total
compensation.
C. Pursuant to the authority conferred to City as a charter city under California
Constitution, Article XI, Section 6, the City hereby exempts this Project from the
payment of prevailing wages because the funds used to finance this Project are
local funds and this Project Is a rnalter of local concern.
D. City and Consultant mutually desire to amend the Agreement, as provided below.
NOW, THEREFORE, It Is mutually agreed by and between the undersigned
parties as follows:
COMPENSATION TO CONSULTANT
Section 4.2 of the Agreement Is amended In Its entirety and replaced with the
following: "No rate changes shall be made during the term of this Agreement without
the prior written approval of the City. Consultant's compensation for Services
performed In accordance with this Agreement, including all relmbursable items and
subconsultant fees, shall not exceed the fees Identified In the Letter Proposal as
approved by the Project Administrator. Total compensation paid to Consultant during
the term of this Agreement shall not exceed Two Hundred Fifty Thousand Dollars
and 00/100 ($250,000.00) without written amendment to the Agreement."
2. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth In the Agreement shall remain unchanged and shall be In full force and effect.
[SIGNATURE'S ON NEXT PAGE]
IN WITNL. %S IIVF FRO)F, the parties have Caused lhi� Arruwndment No. Ono to
he, executed nn the dates wrlttrni below.
APPROV11D AS TO FORM:
CITY ATTORNt_Y'S OFFICE
Dater� / '113
By:-�I11 ' 1/ fir,"
Aaron CSI -larp
City Attorney
ATTEST:
Date:
By:
Lellanl I. Brown
City CIcrl<
CITY OF NI �WPORT BEACH,
A Galifornia municipal Corporation
By:
Keith Curry
Mayor
CONSULTANT: COAST SURVEYING,
INC., a California corporation
By:
RLIGI del Castillo
President and Treasurer
[END OF SIGNATURES]
COAST SURVEYING, INC. Page 2 4