To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
title
APPROVE AMENDMENTS TO THE ON-CALL CONSULTING SERVICE AGREEMENTS WITH AGA ENGINEERS, INC., ARCHITERRA, INC., DENN ENGINEERS, ELIE FARAH, INC., GRIFFIN STRUCTURES, INC., IDS GROUP, INC., ONWARD ENGINEERING, SABERI & ASSOCIATES INC., AND TWINING, INC., RESPECTIVELY, TO INCREASE THE NOT TO EXCEED AMOUNTS BY $100,000 EACH, FOR A NEW TOTAL NOT TO EXCEED AMOUNT OF $400,000 EACH, AND TO EXTEND THE TERM OF THE AGREEMENTS TO DECEMBER 31, 2026
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EXECUTIVE SUMMARY
Pursuant to a City Council initiative to accelerate the delivery of capital improvement projects (CIP), City staff initiated a request for proposals (RFP) process which led to the execution of thirteen on-call consulting agreements with engineering, architecture, and surveying firms in late 2018 and early 2019. These Agreements allow for the quick assignment of smaller tasks needed to execute various projects by setting up the contract conditions with multiple firms in advance of the work. On-call service contracts are, by definition, not fully defined as to the scope, amount, and encumbrance of a funding source. Instead, staff identify task order quotes and approve work on a task-by-task basis, with an established not to exceed limit for the amount of work awarded to a consulting firm over the life of the contract. Funding for each task comes from CIP projects and programs that receive Council appropriations. In addition to a spending limit, each of these contracts has a term limit. The above referenced Agreements are scheduled to expire on December 31, 2024, unless amended. At this time staff is recommending a two-year extension for nine on-call agreements.
BACKGROUND
During the City’s FY 2018-19 budget adoption process, several tools were presented to accelerate the pace of delivery of CIP projects. One tool that staff strongly recommended was on-call contracting for professional services. On-call service contracts are not fully defined as to scope or funding source and allow staff the ability to quickly assign smaller work tasks (e.g. geotechnical engineering, surveying, etc.) without having to develop and present an individual contract to City Council for award.
Funding sources for on-call contracts are not identified at the time of award. Rather, as tasks are assigned to an on-call vendor, the funding is assigned via purchase order from the funding source associated with the particular project to which the work applies.
The Public Works Department Engineering Service Division (ESD) and the City Attorney’s Office worked together to develop a contract template for the RFP for on-call consulting services, which was distributed in August of 2018. Fifty-one proposals were received, and were reviewed by staff in September and October of that year. Negotiations began in November 2018, with 13 firms agreeing to contract terms that were then approved by City Council in late 2018 and early 2019. The on-call agreements provide the City with a deep and broad bench of firms to supplement staff efforts to deliver CIP projects. 11 of the original 13 agreements were continued in December 2020. The two firms not extended were Dudek Engineers and Hamilton & Associates, due to either not regularly being responsive to staff requests, or providing an updated scope of work that was no longer needed. In December 2022, 10 of the original 13 were awarded a second amendment. Canon was not extended at that time due to rate structures that were no longer competitive.
The on-call Agreements are due to expire at the end of the calendar year. Due to the successful implementation of work assignments with most of the current vendors, staff is recommending that an amendment be approved for nine of the remaining 10 original firms that were initially awarded contracts. The only firm not extended at this time is Hirsch and Associates due to late submittal of documents, however, they are continuing to pursue a new agreement which will be presented to City Council at a later date. The amendments add two years to the term of each contract (through December 17, 2026) and add $100,000 to the not-to-exceed value. The amendments are included as attachments to this report. The existing contracts can be viewed from the City website by navigating to the “Research City Records” page at <https://www.redondo.org/how_do_i/view/public.asp>.
Staff has issued 93 task awards to these firms over the last six years to assist with over 30 CIP projects and over 25 other urgent work items. The table below summarizes the volume of work, in dollars encumbered, awarded to each of the nine firms using on-call contracts after the 2018 solicitation.
|
|
Firm Name |
Primary Discipline |
Task Awards to date |
|
1 |
AGA Engineers |
Traffic Engineering |
$ 281,635 |
|
2 |
Architerra, Inc. |
Landscape Architects |
$ 198,225 |
|
3 |
Denn Engineers |
Land Surveying |
$ 208,550 |
|
4 |
Elie Farah, Inc |
Civil Engineering |
$ 217,810 |
|
5 |
Griffin Structures |
Project & Construction Mgmt. |
$ 81,700 |
|
6 |
IDS Group |
Architecture |
$ 76,393 |
|
7 |
Onward Engineering |
Traffic and Civil Engineering |
$ 131,313 |
|
8 |
Saberi & Associates |
Structural Engineering |
$ 119,003 |
|
9 |
Twining Inc |
Geotechnical Engineering |
$ 77,384 |
On-call agreements regularly shave weeks and months off of project timelines and save countless hours of administrative staff time by eliminating a large number of standalone contracts. The amendments will allow these firms to continue to provide responsive delivery of CIP projects in the most efficient way possible. As such, staff recommends the City Council approve second amendments to each of these nine firms that have proved to be reliable providers of on-call services for the City.
COORDINATION
Development of the proposed contract amendments was coordinated between the City Attorney’s Office and the Public Works Department. The City Attorney’s Office prepared and approved the contract amendments as to form.
FISCAL IMPACT
No additional funding is required to approve the recommended contract amendments. Funding for the assigned work tasks is provided through the various associated CIP project accounts. Approval of on-call consulting services agreements has helped the Public Works Department more than double the pace of CIP delivery.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Third Amendment to the Agreement with AGA Engineers, Inc.
• Agmt - Third Amendment to the Agreement with Architerra, Inc.
• Agmt - Third Amendment to the Agreement with Denn Engineers
• Agmt - Third Amendment to the Agreement with Elie Farah, Inc.
• Agmt - Third Amendment to the Agreement with Griffin Structures, Inc.
• Agmt - Third Amendment to the Agreement with IDS Group, Inc.
• Agmt - Third Amendment to the Agreement with Onward Engineering
• Agmt - Third Amendment to the Agreement with Saberi & Associates Inc.
• Agmt - Third Amendment to the Agreement with Twining, Inc.