HomeMy WebLinkAbout06 - Project Management Services - Rich EdmonstonCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 6
March 10, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen G. Badum
949 - 644 -3311 orsbadum @city.newport- beach.ca.us
SUBJECT: APPROVAL OF AMENDMENT NO. 3 TO PROFESSIONAL SERVICES
AGREEMENT WITH RICHARD EDMONSTON FOR PROJECT
MANAGEMENT SERVICES
RECOMMENDATION:
Approve Amendment No. 3 to Professional Services Agreement with Richard Edmonston,
of Huntington Beach, California, for project management at a not to exceed price of
$15,500 and authorize the Mayor and City Clerk to execute the Agreement.
DISCUSSION:
On February 27, 2007 the City Council approved a Professional Services Agreement
with Richard Edmonston for project management services. Mr. Edmonston, the former
Transportation and Development Services Manager, retired from the City on December
31, 2006, and was hired back as a part-time consultant to work on several tasks to aide
in backfilling his former position. The City Council approved an amendment to this
agreement at its January 8, 2008 meeting adding additional services and time to the
agreement. Subsequently, the agreement was amended on August 18, 2008 to extend
the term.
Mr. Edmonston's scope of services included updating the Fair Share Fee program for
compliance with the new General Plan; finalizing the Traffic Signal Master Plan
Replacement Program; preparing a procedures manual for traffic study guidelines;
assisting staff with the ongoing traffic signal timing updates and Traffic Signal
Modernization project; preparing a traffic and development policy and procedures
manual; rewriting and updating Chapter 12 of the City's Municipal Code; and providing
miscellaneous staff assistance with complex ongoing projects such as review of
impacts from City of Irvine development in the Irvine Business Complex (IBC) and
analysis of traffic impacts of development transfers in the Newport Center area.
Several of these tasks required unanticipated levels of complexity from the original
scope of services and has prolonged the required time for completion. In particular, the
development community had many comments on the Fair Share Fee, and Irvine has
Approval of Amendment No. 3 to Professional Services Agreement with Richard Edmonston for Project Management
March 10, 2009
Page 2
recently provided a draft traffic study for the IBC Vision Plan for our review. Mr.
Edmonston is requesting an additional 155 hours to complete the remaining tasks and
to extend the term of the agreement to June 30, 2009. The proposed hourly rate will
remain at $100 per hour for a not to exceed cost of $15,500.
Per City Council Policy F -20, City Council approval is required for all temporary
contracts with former City employees.
Funding Availability:
Upon approval of the recommended Budget Amendment, sufficient funds are available
in the following account for the project:
Account Description
Transportation and Development
Services Professional and Technical
Submitted by:
rks Director
Attachment: Amendment No. 3
Account Number
5200 -8080
Total:
Amount
$15,500
$15,500
AMENDMENT NO. 3
TO PROFESSIONAL SERVICES AGREEMENT
WITH RICHARD M. EDMONSTON
FOR TRAFFIC PROJECT MANAGEMENT
THIS AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT, is
entered into as of this day of 200, by and between the CITY
OF NEWPORT BEACH, a Municipal Corporation ( "CITY "), and RICHARD M.
EDMONSTON an individual, whose address is 8792 Gallant Drive, Huntington Beach,
California 92646 ( "CONSULTANT"), and is made with reference to the following:
RECITALS:
A. On February 27, 2007, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT ", for Traffic
Improvement Project Management services for the City's Capital Improvement
Projects, hereinafter referred to as "PROJECT ". This Agreement expired on June
30, 2007.
B. CITY and CONSULTANT have entered into two separate Amendments of the
AGREEMENT, the latest dated August 18, 2008.
C. CITY desires to enter into this AMENDMENT NO. THREE to reflect additional
services not included in the AGREEMENT or prior AMENDMENTS and to extend
the term of the AGREEMENT to June 30. 2009-
D. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. THREE ", as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. In addition to.the services to be provided pursuant to the AGREEMENT and
AMENDMENT NOS. ONE and TWO, CONSULTANT shall diligently perform all
the services described in AMENDMENT NO. THREE including, but not limited to,
all work set forth in the Scope of Services attached hereto as Exhibit A and
incorporated herein by reference. The City may elect to delete certain tasks of
the Scope of Services at its sole discretion.
2. City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached to the AGREEMENT. Consultant's compensation for all
work performed in accordance with this AMENDMENT NO. THREE, including all
reimbursable items and subconsultant fees, shall not exceed Fifteen Thousand
Five Hundred Dollars and no/100 ($15,500.00) without prior written
authorization from City.
3. The term of the AGREEMENT shall be extended to June 30, 2009.
4. Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
THREE on the date first above written.
APPROVED AS TO FORM:
.'. C (�
Aaron C. Harp, Assistant City Attorney
for the City of Newport Beach
ATTEST:
M
Leilani Brown,
City Clerk
Attachments: Exhibit A — Scope of Services
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Mayor
for the City of Newport Beach
CONSULTANT:
MA
(Corporate Officer)
Title:
Print Name:
By:
(Financial Officer)
Title:
Print Name:
F iu serslcaAsha redlCon tract-remplatesPublishedon Intraneff ORMPSAAmendment.d oc
Richard M. Edmonston, PE
8792 Gallant Drive
Huntington Beach, CA 92646
(714) 720-1556
February 10, 2009
Stephen G. Badum
Public Works Director
City of Newport Beach
PO Box 1768
Newport Beach, CA 92658 -8915
Subject: Amendment to Professional Services Agreement
Dear Mr. Badum:
I am proposing that the Professional Services Agreement (PSA) that was approved by the
City Council on February 27, 2007 be amended again to extend the termination date and
provide a small amount of additional funding to complete the projects covered by the
agreement. The first amendment was approved in early 2007 and a second amendment
was approved in 2008 which extended the termination date. At the time of the second
amendment it was agreed we would wait to amend the budget until we had a clearer
picture of certain tasks.
The original Scope did not anticipate time specifically for addressing the City's concerns
related to the residential development in the IBC area of the City of Irvine or to help
analyze proposals for the residential units allowed in the airport area under Newport
Beach's new General Plan. A line item and budget amount was established in
Amendment No. 1 for this, but the work has exceeded the budgeted hours.
Approximately twenty (20) hours beyond the number budgeted have been needed to
complete the work performed to date. The City has asked me to be involved in the
review of Irvine's IBC Vision Plan Transportation Study which includes a significant
portion of Newport Beach within the study area. I anticipate this effort will require
twenty -four (24) hours of additional time.
The Fair Share Fee Update task has taken considerably longer than initially thought and
likely will not be completed for another Wo to three months. It is anticipated that the
Update will be presented to the General Plan Implementation Committee next month and
will likely go to the City Council in March or April based upon the current schedule. As
of the year end, this task had required eighty -two (82) hours. more work than budgeted
and I estimate an additional twenty -three (23) hours will be required to prepare the final
staff reports and attend the various meetings with the BIA, General Plan Implementation
Committee, and City Council.
The rewrite of Chapter 12 of the Municipal Code is nearly complete. It is scheduled to be
reviewed by the Traffic Affairs Committee this month with submittal to City Council in
February. At this time the existing budgeted hours have been fully used and an additional
six (6) hours should cover the remaining tasks including preparation of the Council
memo and accompanying ordinances and resolutions.
All other project tasks will be completed within the existing budgeted number of hours.
In reviewing the remaining work I believe the PSA should be amended to provide a
termination date of June 30, 2009. Additional funding of $15,500 is requested based on
the additional hours needed by the Fair Share Fee Update, Airport Area residential
development, and finalizing the Rewrite of Municipal Code Chapter 12.
Sincerely,
Ri hard M. Lonston, PE