HomeMy WebLinkAbout11 - CC-11 - Services to Provide As-Needed Staff Supp - 6/20/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: JUNE 20, 2017 ITEM NUMBER: CC -1 1
SUBJECT: PROFESSIONAL ENGINEERING SERVICES TO PROVIDE AS -NEEDED STAFF
SUPPORT FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS
DATE: JUNE 8, 2017
FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTATION BY: RAJA SETH URAMAN, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: BALTAZAR MEJIA, CITY ENGINEER, (714) 754-5335
RECOMMENDED ACTION:
1. Approve Amendment No. 2 (Attachment 1) to the Professional Services Agreement with Interwest
Consulting Group, Inc., 15140 Transistor Lane, Huntington Beach, California 92649, to increase
the maximum compensation by $388,000.00, to $1,027,500.00, and extend the term of the
Agreement through March 31, 2018.
2. Authorize the City Manager to execute Amendment No. 2.
BACKGROUND:
In Fiscal Years 2015-2016 and 2016-2017, the City Council allocated approximately $42 million towards a
number of Capital Improvement Program (CIP) projects. These projects are in various stages of
development that range from conceptual design to construction.
There are currently nine vacancies in the Engineering and Transportation Divisions and one Division
Manager vacancy in the Maintenance Services Division of the Public Services Department. The ten vacant
full time positions, consisting of two Division Managers, one Principal Civil Engineer, two Senior
Engineers, one Associate Engineer, two Assistant Engineers and two Public Works Inspectors, are
responsible for and considered vital positions to oversee park development, NPDES program,
development review and permitting, and engineering design and construction management of the City's
CIP projects.
On March 25, 2016, the City entered into an agreement with Interwest Consulting Group, Inc., in the
amount of $200,000, and on December 6, 2016, the City Council approved Amendment No. 1 to the
contract, increasing the maximum compensation by $439,500.00, to $639,500.00, to provide a team of
professional engineers and inspectors to oversee the design and construction of various CIP projects on
an as -needed basis until the recruitment process for the vacancies is completed and the positions are
permanently filled.
ANALYSIS:
The scope of work requires that the consultant provide qualified professional engineers/project managers
to oversee the design and construction of various CIP projects and services on an as -needed basis until
the recruitment process is completed and the vacant positions are permanently filled. This includes, but is
not limited to, preparation of Requests For Proposals for Professional Engineering and/or Architectural
Services, review and plan check of construction documents, review and management of consultants
and/or contractors' activities and performance, coordination with regulatory agencies, provide
development review and permitting, NPDES compliance, advertisement of projects for construction,
negotiation of contract change orders, monitoring of project schedules, and providing construction
management services.
Interwest Consulting Group staff has worked with City staff to assist in the successful execution of several
Capital Improvement Projects and services to date including private development inspection within the
public right-of-way. The current level of funding including that authorized with Amendment No. 1 will be
expended by the end of the fiscal year. There are several projects that are anticipated to continue through
the end of the calendar year, including the Arlington Drive Bioswale project; citywide parkway, slurry and
street maintenance projects; East 19th Traffic Calming project, and Placentia Avenue and Redhill Avenue
medians. In addition, a number of projects are in the conceptual design and design phases.
While staff continues to recruit for the vacant positions, there is still a significant need for additional staff
support to address the current volume of work. Many of the current CIP projects are time sensitive.
Therefore, staff requests approval of Amendment No. 2 to increase the maximum compensation by
$388,000.00, to $1,027,500.00, and extend Interwest Consulting Group's services through March 31,
2018.
ALTERNATIVES CONSIDERED:
One alternative would be to perform the work in-house. However, the volume of work associated with the
large number of projects currently being processed exceeds staff's resources and time. A second
alternative would be to re -advertise the professional services contract. However, staff does not anticipate
that this will result in a lower fee.
FISCAL REVIEW:
Funding for these services is proposed to come from FY 2017-2018 salary savings from the vacant
positions and from the individual CIP project allocations.
LEGAL REVIEW:
The City Attorney's office has the reviewed the amendment and approved it as to form.
CONCLUSION:
The City originally entered into a Professional Services Agreement with Interwest Consulting Group to
provide, on an as -needed basis, Project/Construction Management and Public Works Inspection services
for various Council -approved CIP projects. Staff requests the approval of the attached amendment to
increase the maximum compensation to $1,027,500.00 and extend the original professional services
through March 31, 2018. It is recommended that the City Council approve the proposed amendment, and
authorize its execution by the City Manager.
RAJA SETHURAMAN
Public Services Director
STEPHEN DUNIVENT
Interim Finance Director
BALTAZAR MEJIA
City Engineer
Attachment: 1. Amendment No. 2 — Interwest Consulting Group
Distribution: City Manager
Assistant City Manager
City Attorney
Director of Finance
City Clerk
F
ATTACHMENT 1
AMENDMENT NUMBER TWO
TO PROFESSIONAL SERVICES AGREEMENT
WITH
INTERWEST CONSULTING GROUP, INC.
This Amendment Number Two ("Amendment") is made and entered into this 20th day of
June, 2017 ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal
corporation ("City"), and INTERWEST CONSULTING GROUP, INC., a Colorado corporation
registered to do business in California ("Consultant").
WHEREAS, City and Consultant entered into an agreement on March 31, 2016 for
Consultant to provide temporary senior and executive level management staff to fill positions
within the Public Services Department as needed for twelve (12) months, through March 30, 2017
(the "Agreement"); and
WHEREAS, on March 30, 2017, City and Consultant extended the term of the Agreement
through June 30, 2017 and increased Consultant's maximum compensation to Six Hundred
Thirty -Nine Thousand Five Hundred Dollars ($639,500.00); and
WHEREAS, City and Consultant now desire to extend the term of the Agreement for nine
(9) months, through March 31, 2018, and to increase Consultant's maximum compensation
accordingly.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
The term of the Agreement shall be extended through March 31, 2018.
2. Section 2.1 of the Agreement shall be amended to reflect that Consultant's total
compensation shall not exceed One Million Twenty -Seven Thousand Five Hundred
Dollars ($1,027,500.00). Consultant shall be paid according to the Fee Schedule set forth
in the Agreement.
3. All terms not defined herein shall have the same meaning and use as set forth in
the Agreement.
4. All other terms, conditions, and provisions of the Agreement, as amended, shall
remain in full force and effect.
[Signatures appear on following page.]
1
Interwest Consulting Group, Inc. Amendment Number Two
Rev. 11-16
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed
by and through their respective authorized officers, as of the date first written above.
CITY OF COSTA MESA
Date:
City Manager
CONSULTANT
Date:
Signature
Name and Title
ATTEST:
City Clerk
APPROVED AS TO FORM:
Date:
City Attorney
APPROVED AS TO INSURANCE:
Date:
Risk Management
APPROVED AS TO CONTENT:
Date:
Project Manager
2
Interwest Consulting Group, Inc. Amendment Number Two
Rev. 11-16
DEPARTMENTALAPPROVAL
Date:
Public Services Director
APPROVED AS TO PURCHASING:
Date:
Interim Finance Director
Interwest Consulting Group, Inc. Amendment Number Two
Rev. 11-16