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HomeMy WebLinkAbout07 - CC-8 - Approval of Amendment No.3 to PSA with - 10/1/20191 CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 1, 2019 ITEM NUMBER: CC-8 SUBJECT: APPROVAL OF AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT WITH INTERWEST CONSULTING GROUP, INC. FOR PROFESSIONAL ENGINEERING SERVICES FOR THE PUBLIC SERVICES DEPARTMENT, ENGINEERING AND TRANSPORTATION SERVICES DIVISIONS DATE: SEPTEMBER 19, 2019 FROM: PUBLIC SERVICES DEPARTMENT / ENGINEERING DIVISION PRESENTATION BY: RAJA SETHURAMAN , PUBLIC SERVICES DIRECTOR FOR FURTHER INFORMATION CONTACT: BALTAZ AR MEJIA, CITY ENGINEER (714) 754-5335 RECOMMENDATION: Staff recommends that the City Council: 1. Approve proposed Amendment No. 3 (Attachment 1) to the Professional Services Agreement (PSA) with Interwest Consulting Group Inc., 15140 Transistor Lane, Huntington Beach, CA 92649, increasing the compensation by $200,000, for a total not-to-exceed amount of $534,000. 2. Authorize the City Manager and the City Clerk to execute the proposed Amendment and future authorized amendments to the agreement. BACKGROUND: The Public Services Department, Engineering Division has several design and construction projects in progress and is initiating five new projects. Due to current vacancies, workload of existing staff and proposed timeline for completion of projects, there is a need to retain consultant services for a Principal level and Associate level Project Manager, and a Construction Inspector experienced in delivering such projects. Interwest Consulting Group, Inc. (Interwest) is currently providing professional engineering services to the Public Services Department, Engineering and Transportation Services Divisions. The original PSA with Interwest was approved by the City Council on July 17, 2018 (Attachment 2) for a total not-to-exceed amount of $120,000. The City Council approved Amendment No. 1 to the PSA on March 5, 2019 (Attachment 3), increasing the compensation by $120,000, for a total not-to-exceed amount of $240,000. 2 On June 4, 2019, the City Council approved Amendment No. 2 (Attachment 4), increasing the compensation amount by $94,000, for a total not-to exceed amount of $334,000. The tasks in the original scope of work for Interwest include staff augmentation services at City Hall, and a variety of project management services for Capital Improvement Program (CIP) projects, transportation, and engineering services. The current services provided by Interwest for the Transportation Services Division include several advanced traffic design and active transportation projects. They have also provided staff augmentation support in Project Management for complex projects that is not currently available within the Division. In addition, the scope of work also includes review and plan check of design documents, construction management, construction inspection services, preparing federal and state grant documentation, coordinating and conducting a variety of engineering traffic studies, assisting in day-to-day operations of the Transportation Services Division, and senior project management services for the Engineering Division to initiate and implement time-sensitive projects. ANALYSIS: Interwest staff has worked with City staff to assist in the successful execution of several CIPs in both the Transportation and Engineering Services Divisions. They have also provided expertise in areas that are not available within the Department. The proposed scope of work under the proposed Amendment No. 3 includes project management and engineering services for the following projects: • Adams Avenue Improvements • Police Department Range Remodel • Citywide Street Improvements • Bear Street Rehabilitation • Fairview Road Improvements, between Adams Avenue and Baker Street • Santa Ana Delhi Channel Diversion Pipeline • Newport Boulevard Rehabilitation • Newport Boulevard Improvements Due to the time sensitive nature of present and upcoming capital projects, the current workload exceeds staff resources. Therefore, staff requests approval of the proposed Amendment No. 3 to the PSA with Interwest to increase the compensation by $200,000, for a total not-to-exceed amount of $534,000. ALTERNATIVES CONSIDERED: One alternative would be to perform the proposed services in-house. However, the volume of work associated with the large number of projects exceeds staff’s resources and time. This will result in deferring the above projects for several months. 3 FISCAL REVIEW: There is sufficient funding for the services outlined in the proposed Amendment in the FY 2019-20 Public Services Department adopted budget, as well as the CIP budget in the Gas Tax and Measure M2 Fairshare Funds. LEGAL REVIEW: The City Attorney’s Office has reviewed this report and prepared Amendment No. 3 to the Professional Services Agreement. CITY COUNCIL GOALS & PRIORITIES: The consultant services are needed to implement infrastructure improvements and to improve mobility in the City. Therefore, this item is in accordance with the following City Council Goals & Priorities: GOAL 2 Improve our Neighborhoods and Quality of Life g. Invest in infrastructure improvements including streets, sidewalks, bikeways, alleyways, storm drains, parkways, medians, and trees to ensure all areas of town (especially Districts 4 and 5) are raised to the same high standard for infrastructure. This includes updating our Parkway and Median Standards and exploring the possibility of becoming a Tree City USA h. Improve key travel corridors to beautify and improve appearance, to comply with the Active Transportation Plan and reducing speeds GOAL 5 Improve Mobility and Parking d. Ensure strong investment in our roads e. Develop multi-purpose trail systems citywide CONCLUSION: Staff recommends that the City Council approve the proposed Amendment No. 3 to the PSA with Interwest Consulting Group Inc. to increase the maximum compensation by $200,000, for a total amount of $534,000, and authorize the City Manager and the City Clerk to execute the proposed Amendment and future authorized amendments to the agreement. BALTAZAR MEJIA RAJA SETHURAMAN City Engineer Public Services Director 4 KELLY A. TELFORD, CPA KIMBERLY HALL BARLOW Finance Director City Attorney ATTACHMENTS: 1. 2. 3. 4. Proposed Amendment No. 3 Professional Services Agreement Amendment No. 1 Amendment No. 2 Attachment 3 Attachment 4