To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE AN ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH KPFF, INC., A WASHINGTON CORPORATION, FOR ENGINEERING SERVICES FOR AN AMOUNT NOT TO EXCEED $100,000 AND THE TERM ENDING JANUARY 6, 2026
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EXECUTIVE SUMMARY
In an effort to accelerate CIP project delivery, Public Works Department staff has negotiated on-call professional service agreements with engineering, architecture, and surveying firms to allow for quick assignment of smaller work tasks by setting up the contract conditions in advance. On-call service contracts are not fully defined as to the scope, amount, or encumbrance of a funding source. The contracts include a mechanism for staff to receive quotes and award work on a task-by-task basis, with a “not to exceed” limit for the amount of work awarded to the consulting services firm over the life of the contract. Funding for each task comes from projects and programs that have received Council appropriations.
The City Council has awarded a number of these contracts in the past, and they have been successfully used to accelerate a number of project delivery timelines. Staff is now bringing an additional contract forward for consideration by the City Council. This on-call contract is needed to provide professional services related to civil and transportation engineering and is anticipated to assist with street improvement, traffic calming, and “active” transportation projects. KPFF, Inc. (KPFF) is based in Washington, but has several Southern California locations, including offices in Long Beach and downtown Los Angeles.
BACKGROUND
As part of the FY 2018-19 budget adoption process on-call contracting for professional services contracts was presented to the City Council as a tool to accelerate the pace of delivery of CIP projects. These contracts are not fully defined as to scope or funding source and, as such, allow staff 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 consideration.
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 and the City Attorney’s Office worked together to develop the contract template for on-call consulting services as part of the initial RFP distributed to perspective contractors in August of 2018. The template stipulates a two-year term with a not to exceed value of $100,000. Many of these contracts have been renewed for additional terms, and new vendors have been awarded contracts as the City’s need for on-call firms grows and changes.
These agreements provide the City with a deep and broad bench of firms to supplement staff efforts to deliver CIP projects. Staff is now bringing an additional contract with KPFF forward for consideration by the City Council. KPFF is a civil and municipal engineering consultant services firm who specializes in many facets of municipal engineering disciplines. This on-call contract will provide the City with additional civil and transportation engineering services to support a number of street and bicycle network improvement projects.
COORDINATION
The proposed contract was coordinated between the City Attorney’s Office and the Public Works Department. The City Attorney’s Office prepared and approved the Agreement as to form.
FISCAL IMPACT
No additional funding is required to approve the recommended contract. 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 annual pace of CIP delivery.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Agreement with KPFF
• Insurance - KPFF, Inc.