To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE A SECOND AMENDMENT TO THE ON-CALL CONSULTING SERVICES AGREEMENT WITH DAVID EVANS AND ASSOCIATES, INC. TO EXTEND THE TERM THROUGH JANUARY 22, 2028 AND INCREASE THE CONTRACT AMOUNT BY $100,000 FOR A NEW NOT TO EXCEED TOTAL OF $350,000
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EXECUTIVE SUMMARY
The City Council has awarded a number of on-call contracts to successfully accelerate project delivery timelines. Staff is recommending the approval of a second amendment to the existing on-call agreement with David Evans and Associates, Inc. (DEA) to extend the term an additional two years and to increase the not-to-exceed amount by $100,000. DEA provides Civil Engineering services and is currently tasked with supporting the Pallet Shelter Expansion and Citywide Curb Ramp Improvement projects.
BACKGROUND
During the 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 establishing on-call contracts 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 Services Division (ESD) and the City Attorney's Office worked to develop a contract template for the request for proposals (RFP) for on-call consulting services, which was advertised in August of 2018. The template stipulates a two-year term with a total not to exceed value of $100,000. Many of t...
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