To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE AN ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH ROY COLBERT ARCHITECT, A CALIFORNIA CORPORATION, FOR ARCHITECTURAL SERVICES FOR AN AMOUNT NOT TO EXCEED $100,000 AND THE TERM ENDING NOVEMBER 4, 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, by definition, not fully defined as to the scope, amount and encumbrance of a funding source. To overcome these uncertainties, these 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 a consulting firm over the life of the contract. Funding for each task comes from projects and programs that have already received Council appropriations.
The City Council has awarded a number of these contracts in the past, and they have been successfully used in a number of projects to accelerate project delivery timelines. The contract with Roy Colbert Architect will provide architectural services needed to prepare building plans and renderings that are often required to renovate and maintain City facilities.
BACKGROUND
During the FY 2018-19 budget cycle, a Budget Response Report identified several tools that would be useful in accelerating the pace of delivery of CIP projects. One tool was establishing on-call consulting contracts for various professional services. These on-call contracts include a mechanism for staff to receive quotes and award work on a task-by-task basis, with a single not-to-exceed limit for the total amount of work to be completed by a given vendor. This allows staff to quickly assign smaller work tasks (e.g. g...
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