To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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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 c...
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