To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE AN AMENDMENT TO THE ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH JENNIFER DUNBAR, AN INDIVIDUAL DBA DUNBAR ARCHITECTURE, FOR ARCHITECTURAL SERVICES TO INCREASE THE NOT TO EXCEED AMOUNT BY $100,000 FOR A NEW TOTAL OF $200,000 WITH NO CHANGE IN TERM
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EXECUTIVE SUMMARY
In an effort to accelerate CIP project delivery, the Public Works Department has negotiated on-call professional service agreements with engineering, architecture, and surveying firms to allow for quick assignment of smaller work tasks by establishing 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 assign 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 appropriations from Council.
The City Council has approved a number of on-call contracts that have been utilized to accelerate project delivery timelines. Staff is recommending an amendment to the on-call Agreement with Dunbar Architecture, Inc. (Dunbar) that will allow the firm to continue providing architectural services for the City's Veteran's Park Historic Library Project and to create capacity in the agreement for other future projects.
BACKGROUND
During the City's FY 2018-19 budget adoption process, on-call contracting for professional services was recommended as a tool to speed the delivery of projects included in the City's Capital Improvement Program (CIP). On-call service contracts are not fully defined as to the scope or funding source and allow staff to quickly assign smaller work tasks (e.g. geotechnical engineering, surveying, etc.) without having...
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