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HomeMy WebLinkAbout09 - Authorize the City Manager to Approve Term Extensions for On-call PSA's9-1 NEWPORT BEACH City Council Staff Report COUNCIL STAFF REPORT CITY OF January 26, 2016 Agenda Item No. 9 ABSTRACT: Certain on-call professional service agreements have recently expired or are near expiration. Staff is requesting authorization to amend agreement term dates by up to six months in order to complete work originally authorized under these agreements. RECOMMENDATION: Authorize the City Manager to execute agreement amendments to extend the term by up to six (6) months on various on-call professional service agreements as approved to form by the City Attorney. FUNDING REQUIREMENTS: There is no fiscal impact related to this item. DISCUSSION: The Public Works Department uses a wide variety of consultant professionals for the preparation and delivery of the City’s Capital Improvement Program projects. These professional services include civil engineering, geotechnical, marine engineering, construction inspection, surveying, landscape architecture and traffic engineering. During the course of a typical Fiscal Year, the Department utilizes 50 different professional service agreements. Selection of these consultants is normally completed through a qualifications-based Request for Qualifications and/or Request for Proposals (RFP) selection process for a specific project, service or category of work. One type of agreement utilized by the Department is an on-call agreement. These agreements are used on an as-needed basis and typically supplemental or minor TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY:Mark Vukojevic, Deputy Public Works Director/City Engineer PHONE:(949) 644-3319 TITLE:Authorize the City Manager to Approve Term Extensions for On-call Professional Service Agreements Authorize the City Manager to Approve Term Extensions for On-call Professional Service Agreements January 26, 2016 Page 2 9-2 services that are needed from time to time where the size of the project or task does not warrant the expense of entering into individual agreements for each service. Examples include preliminary designs, cost estimates, site surveying, geotechnical testing and investigations, studies, and emergency work. In September 2013, an RFP for various engineering and professional services was issued in order to establish on-call agreements with multiple firms. These on-call agreements were executed in late 2013 and early 2014. Per Council Policy F-14, on-call agreements are limited to two (2) year terms unless approved by City Council. A number of agreements have recently expired or are near expiration and certain authorized project work and tasks will carry over past the contract term date. Staff requests authorization for the City Manager to approve term extensions for agreements (Attachment A) for up to six (6) months in order for previously authorized work and tasks to be completed. This will enable staff and the various consultants to complete the planned and authorized work as proposed and/or started prior to their expiration dates. There will be no increase in the original compensation limits and no new tasks or projects will be authorized during the term extensions. Public Works is also currently working on RFQ’s and RFP’s for new on-call and professional service agreements. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 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). ATTACHMENTS: Attachment A – On-call Agreement Term Extensions List 9-3 Authorize the City Manager to Approve Term Extensions for On-call Professional Service Agreements January 26, 2016 Attachment A On-call Agreement Term Extensions List 1. Albert Grover & Associates 2. DMS Consultants 3. Civiltec Engineering 4. Walden & Associations 5. VA Consulting/Stantec 6. Harris & Associates 7. Penco Engineering 8. American Geotechnical 9. Harrington Geotechnical 10. GMU Geotechnical 11. Interwest Consulting 12. Guida Surveying 13. Coast Surveying 14. Willdan Engineering 15. Transportation Studies Inc. 16. TCLA, Inc.