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TO:Honorable Mayor and Members of the City Council
ATTENTION:Ryan Smoot, City Manager
FROM:Len Gorecki, Assistant City Manager/Director of Public Works Sarah Ho, Public Works Manager
SUBJECT:Consideration and possible action to authorize the City Manager to execute Amendment No. 1 to Agreement File No. 281.33, in a form approved by the City Attorney, with Hartzog & Crabill, Inc. (HCI), to amend the fee schedule and increase compensation for City and Traffic Engineer services.
DATE:August 12, 2024
EXECUTIVE SUMMARY
This action would amend Agreement File No. 281.33 with Hartzog & Crabill, Inc. (HCI) to increase the monthly retainer for City and Traffic Engineer services and update the schedule of hourly rates for all services provided.
RECOMMENDATION TO CITY COUNCIL
1) Authorize the City Manager to execute Amendment No. 1 to Agreement File No. 281.33, in a form approved by the City Attorney; and 2) Approve the budget amendment as specified in the Fiscal Impact Section; or 3) Alternatively, discuss and take other action related to this item.
FISCAL IMPACT
Amendment No. 1 will increase the City and Traffic Engineer retainer fee from $12,740 per month to $18,027 per month for a total annual amount of $216,324 and an increase of $63,500 per year. For Fiscal Year 2024-25, this will increase the budget for Account No. 010-42054-3000 from $330,000 to $393,500.
DISCUSSION
Since 2001, the City has entered into a number of contracts with HCI for a variety of professional services. The most recent contract, approved by the City Council at a meeting on December 12, 2022 includes the monthly retainer for City and Traffic Engineer services; grading plan check services; stormwater compliance consultant services; and on-call civil and traffic engineering, design, surveying, and art concept services.
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Staff Report – Amendment No. 1 to Agreement File No. 281.33 August 12, 2024
DISCUSSION – Continued
Following the reorganization of the Public Works Department last Fall, which included the elimination of the Assistant City Engineer position, HCI was asked to supplement their contract with a second licensed professional engineer. In response, HCI brought on board Elias Garcia to provide additional engineering support for the City.
Since June 2005, HCI has charged a monthly retainer fee of $12,740 for City and Traffic Engineer services. To fulfill the City’s request for an additional licensed professional engineer, HCI has requested an increase of $5,287 to the monthly retainer fee to cover increases in labor costs for these professional services. If approved, the new monthly retainer fee would be $18,027. All other terms of the agreement will remain in effect.
Though salaries for skilled professionals in engineering and design services have risen over the years, HCI has continued to keep costs down and have not requested any increases. Staff feels that this request is fair given the industry standards and current market rates for professional engineering services. Adjusting HCI’s rates will ensure that they can continue to provide quality services to the City for the remaining term of the agreement.
ATTACHMENT
Amendment No. 1 to Agreement File No. 281.33 ............................................................ 3 -2-
AMENDMENT NO. 1 TO
AGREEMENT FILE NO. 281.33 BETWEEN
THE CITY OF BELLFLOWER AND
HARTZOG & CRABILL, INC.
FOR RETAINER CITY AND TRAFFIC ENGINEER SERVICES; GRADING PLAN CHECK SERVICES; STORMWATER COMPLIANCE CONSULTANT SERVICES;
AND ON-CALL CIVIL AND TRAFFIC ENGINEERING, DESIGN, SURVEYING, AND
ART CONCEPT SERVICES
THIS AMENDMENT No. 1 (“Amendment”) is made and entered into this 24th day of June 2024, by and between the CITY OF BELLFLOWER, a general law city and municipal corporation (“CITY”), and HARTZOG & CRABILL, INC., a California Corporation (“CONSULTANT”).
SECTION 1. Pursuant to Section 12 (“CHANGES”) of Agreement File No. 281.33 (“Agreement”), Section 1C (“CONSIDERATION”) is amended to read as follows:
“As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed $306,324 for CONSULTANT’s retainer city and traffic engineer services, grading plan check services, and stormwater compliance consultant services; and not to exceed sum(s) as set forth in duly executed Task Order(s) for CONSULTANT’s on-call services. CITY will pay this sum(s) on the basis of the hourly rates and cost reimbursement rates as specified in the attached Exhibit “B,” which is incorporated herein”
SECTION 2. Exhibit B (“FEE SCHEDULE”) is replaced with the attached Exhibit B, which is incorporated by reference.
SECTION 3. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
SECTION 4.ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.
SECTION 5. Except as modified by this Amendment, all other terms and conditions of Agreement File No. 281.33 remain the same. [SIGNATURES ON NEXT PAGE]
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City of Bellflower
Agreement File No. 281.33 - Amendment No. 1
HARTZOG & CRABILL, INC.
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written.
CITY OF BELLFLOWER HARTZOG & CRABILL, INC.
_________________________________________________________ Ryan Smoot, City Manager Gerald J. Stock, Vice President ATTEST:
_____________________________
Mayra Ochiqui, City Clerk
APPROVED AS TO FORM:
_____________________________
Karl H. Berger, City Attorney Taxpayer ID No. 33-0575354 ATTACHMENTS:
Exhibit B: Fee Schedule
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City of Bellflower
Agreement File No. 281.33 - Amendment No. 1
HARTZOG & CRABILL, INC.
EXHIBIT B – FEE SCHEDULE
Payment to CONSULTANT for Retainer City and Traffic Engineer Services will be based on a fixed monthly rate. Payment to CONSULTANT for Grading Plan Check services; Stormwater Compliance Consultant Services; and On-Call Civil and Traffic Engineering, Design, Surveying, and Art Concept Services will be in accordance with the hourly rates listed in Exhibit B1.
Maximum payment to CONSULTANT will be as follows:
1. Retainer City and Traffic Engineer Services ($18,027/month)...…...…$216,324/year
2. Grading Plan Check Services (based on hourly rates)………………….$30,000/year
3. Stormwater Compliance Consultant Services (based on hourly rates)..$60,000/year
4. On-Call Civil and Traffic Engineering, Design, Surveying, and Art Concept Services (including Industrial/Commercial Facility Stormwater Inspections), will be based on the respective Task Order amount.
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City of Bellflower
Agreement File No. 281.33 - Amendment No. 1
HARTZOG & CRABILL, INC.
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Hartzog & CrabiII
Consulting Engineers
Schedule of Hourly Rates
(for City of Bellflower)
Classification Hourly Rates
Expert Witness / Deposition ....................................................................................... $295 Litigation Consultation ............................................................................................... $265 Two-Person Survey Crew ........................................................................................... $265 Litigation Field Evaluation ........................................... $240 Principal Consultant ........................................ (Jerry Stock, PE, TE) ....................... 3-1-85 Reduced to $160 Project Manager ..................... ....................................... $180 Registered Land Surveyor ........................................................................................... $170 Senior Engineer ............................................... (Elias Garcia, PE, TE) ....... . .............. $165 Reduced to $160 Storm Water Permit Compliance Engineer ................................................................. $160 Associate Engineer ...................................................................................................... $155 Construction Manager ..... ................ $145
Traffic Signal System Supervisor .............................................. . ................................ $145 Mural Artist ..................................................................................... .................. $145 Senior Designer ............................................................................................................ $140 Traffic Signal Systems Specialist.. ............................................................................... $135 Assistant Engineer ........................................................................................................ $130 Drafisperson .................................................................................................................. $1 10 Technician ..................................................................................................................... $ 95 Word Processor ........................................... .. $ 80 Clerical .......................................................................................................................... $ 65 * Traffic Counts (Cost, plus 15%) ............................................................................ $ * Note: Out of pocket expenses (blueprinting, reproduction, printing and delivery service) will be invoiced at Cost. These other direct costs are included in the not-to-exceed values for the aforementioned scope of services. A 15% fee for administration, coordination and handling will be added to subcontracted services. This Schedule of Hourly Rates is effective as of February 27, 2024. Rates may be adjusted after that date to compensate for increases of inflationary trends. Mileage shall be per current IRS rate. Rate can be found at the following link:
htmszll’ www.irs.gov/newsroom/irs-issues-standard-mileage-rates-for— 2024-mileage-rate- increases-to-67-cents-a-mile-up-l-point-S-cents-from-
2023#:~:text=Beginning%200n%201an.%20 l %2C%202024.ug‘V_020 1 .5%20cents%20from%fl 023.