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CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 2, 2018 ITEM NUMBER: CC-7
SUBJECT: PROFESSIONAL ENGINEERING SERVICES TO PROVIDE AS-NEEDED STAFF
SUPPORT FOR VARIOUS CAPITAL IMPROVEMENT PROGRAM PROJECTS
DATE: DECEMBER 14, 2017
FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTATION
BY:
RAJA SETHURAMAN, 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
CivilSource, Inc., 9890 Irvine Center Drive, Irvine, California 92618, increasing the
maximum compensation by $355,000.00, to secure additional services, on an as-needed
basis, for Project/Construction Management and Public Works Inspection for various
Council-approved Capital Improvement Program (CIP) projects.
2. Approve Amendment No. 3 (Attachment 2) to the Professional Services Agreement with
Interwest Consulting Group, Inc., 15140 Transistor Lane, Huntington Beach, California
92649, increasing the maximum compensation by $500,000.00, to secure additional
services, on an as-needed basis, for Project/Construction Management and Public Works
Inspection for various Council-approved CIP projects and extend the term of the
Agreement through June 30, 2018.
3. Authorize the City Manager to execute the Amendments.
BACKGROUND:
In Fiscal Years 2015-2016, 2016-2017 and 2017-2018, the City Council allocated approximately
$63 million towards several Capital Improvement Program (CIP) projects. These projects are in
various stages of development that range from conceptual design to construction.
There are currently ten vacancies in the Engineering and Transportation Divisions and one
Division Manager vacancy in the Maintenance Services Division of the Public Services
Department. The eleven vacant full time positions, ranging from Division Manager to Engineering
Technician levels, are responsible of overseeing park development, right-of-way services,
development review and permitting, engineering design, transportation services and construction
management of the City’s CIP projects.
Two consultants, CivilSource, Inc. and Interwest Consulting Group, Inc., are currently providing
staff augmentation services. These consultants are providing 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. This includes, but is not limited to, preparation of Requests For Proposals
(RFPs) for Professional Engineering and/or Architectural Services, review and plan check of
construction documents, review and approval of Water Quality Best Management Practices by
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developers, review and management of consultants and/or contractors’ activities and
performance, advertisement of projects for construction, negotiation of contract change orders,
monitoring of project schedules, and providing construction management and inspection services
for CIP and private development within the public right-of-way.
CivilSource’s contract was originally approved on November 4, 2015. On December 6, 2016, City
Council approved increasing CivilSource’s maximum compensation to $1,475,000.00
(Attachment 3). Interwest’s contract was originally approved by staff on an emergency basis on
March 25, 2016, notifying City Council with a report on April 5, 2016. On December 6, 2016, City
Council approved increasing Interwest’s maximum compensation to $639,500.00, and on June
20, 2017, City Council approved increasing Interwest’s maximum compensation to $1,027,500.00
(Attachment 4).
ANALYSIS:
CivilSource and Interwest staff have worked with City staff to assist in the successful execution
of several Capital Improvement Projects and services including private development inspection
within the public right-of-way. They have also provided staff augmentation support with the current
vacancies in the Public Services Department.
Staff anticipates expending the encumbered amounts by early January 2018. However, several
major projects including the Bristol Street Projects, the Arlington Drive Bioswale project, Citywide
Parkway project, Placentia Avenue Median project, are currently under way, and other design
projects are anticipated to start in January 2018.
While efforts to recruit for the vacant positions continue, due to the time-sensitive nature of present
and upcoming capital improvement projects, the current workload exceeds staff resources at this
time. Therefore, staff requests approval of Amendment No. 2 to the Professional Services
Agreement with CivilSource to increase the maximum compensation by $355,000.00, to
$1,830,000.00; and approval of Amendment No. 3 to the Professional Services Agreement with
Interwest Consulting Group to increase the maximum compensation by $500,000.00, to
$1,527,500.00, and extend their services through June 30, 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, this
action may delay the progress of the projects currently under way and 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 CIP project allocations.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the amendments and approved them as to form.
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CONCLUSION:
The City originally entered into a Professional Services Agreement with CivilSource Inc., and
Interwest Consulting Group, Inc., to provide staff support on an as-needed basis, to implement
various capital improvement projects as well as to provide staff augmentation support. As the
current funding allocations will be expended by early January 2018, staff is requesting the
approval of the attached amendments to the agreements with CivilSource and Interwest,
increasing their maximum compensations by $355,000.00 and $500,000.00, respectively, to
provide funding for their professional services through June 30, 2018. Staff is requesting City
Council approval of the proposed amendments as well as authorization for their execution by the
City Manager.
_______________________________ ___________________________________
RAJA SETHURAMAN BALTAZAR MEJIA
Public Services Director City Engineer
_______________________________
STEPHEN DUNIVENT
Interim Finance Director
Attachments: 1.Amendment No. 2 - CivilSource, Inc.
2.Amendment No. 3 - Interwest Consulting Group, Inc.
3.PSA with approved Amendment – CivilSource, Inc.
4.PSA with approved Amendments – Interwest Consulting
Distribution: City Manager
Assistant City Manager
City Attorney
City Clerk