1 STAFF REPORT
DATE: November 1, 2022
TO: Justin Hess, City Manager
FROM: Patrick Prescott, Community Development Director Ken Berkman, Public Works Director
Marisa Garcia, Parks and Recreation Director
BY: Karen Pan, Administrative Officer
SUBJECT: Approval of a First Amendment Template to the On- Call Services Agreements for On- Call Planning, Transportation Planning, Building & Safety, Parks, and Public Works Consulting Services
RECOMMENDATION
Approve a first amendment template to the On-Call Services Agreements for On- Call Planning, Transportation Planning, Building & Safety, Parks, and Public Works Consulting Services (Attachment 1).
BACKGROUND
The “on-call” services list has been a successful tool for multiple City departments in evaluating and obtaining professional services while meeting the City bidding requirements listed in the Burbank Municipal Code (BMC). It has also helped staff save months on a project timeline for planning entitlement applications, inspection services, plan checks, and/or capital improvement projects.
The on-call services list of 28 consultants was originally approved by City Council on March 16, 2021 , after City staff released a R equest for Proposal for six weeks and engaged in a highly competitive bidding and evaluation process involving 56 proposals from qualified firms.
DISCUSSION
Staff is seeking to increase the not -to-exceed amounts based on remaining balances, anticipated types of work, and operational needs for the following originally approved agreements as indicated in Table A:
COMMUNITY
DEVELOPMENT
ATTACHMENT 2 - 1
2 Table A
No Selected Consultant Division
Original
Not-to-
Exceed
Amount
Requested
Increased
Amount
Revised
Not-to-
Exceed
Amount
1 CSG Consultants, Inc. Building & Safety $225,000 $350,000 $575,000 2 Jason Addison Smith Consulting
Services, Inc, Building & Safety $450,000 $350,000 $800,000 3 J Lee Engineering, Inc. Building & Safety $450,000 $350,000 $800,000 4 Willdan Engineering Transportation $250,000 $500,000 $750,000 5 AECOM Technical Services, Inc. Parks & Recreation;
Planning
$100,000;
$500,000
$20,000
$250,000
$120,000
$750,000
6 RJM Design Group, Inc. Parks & Recreation $100,000 $20,000 $120,000 7 David Evans and Associates, Inc.
Parks & Recreation;
Transportation;
Public Works
$100,000;
$250,000;
$500,000
$20,000
$250,000
$300,000
$120,000
$500,000
$800,000
8 NUVIS Parks & Recreation $100,000 $20,000 $120,000
9 Evan Brooks Associates, Inc. Planning $500,000 $250,000 $750,000 10 Arup North America, Ltd. Planning $500,000 $250,000 $750,000 11 Environmental Science Associates Planning $500,000 $250,000 $750,000 12 MIG, Inc. Planning $500,000 $250,000 $750,000
13 Dudek Planning $500,000 $250,000 $750,000
14 BAE Urban Economics, Inc. Planning $250,000 $100,000 $600,000 15 Ardurra Group, Inc. Public Works $500,000 $300,000 $800,000 16 Stantec Consulting Services, Inc. Public Works $500,000 $500,000 $1,000,000 17 Toole Design Group, LLC Transportation $250,000 $250,000 $500,000 S
ince City Council’s approval in 2021, staff has used or intends to use on-call services for inspection services related to emergency sewer projects, plan checks, design/vision services for the Burbank Civic Center Feasibility Study, and Soundwall Feasibility Study for the First Street Village development project. Staff foresees the need for these consultant services on upcoming projects that either have estimates that will exhaust current capacities or have current capacities that are close to depletion.
FISCAL IMPACT
There is no fiscal impact to the General Fund or the current City budget . Each budget year, the On-call Professional Services Agreements will be subject to Council approval of the departments’ Material, Supplies and Services budget. Funding for the current fiscal year is currently available and no further budget appropriation is needed. If the cost of services is related to applicants’ fees, then the fees collected would be transferred from a revenue account to an expenditure account to track expenses. The Financial Services Director is authorized to amend the Fiscal Year 2022-23 Annual Budget by appropriating development and associated consultant fees listed under Article III- Land Use and Zoning of the Adopted Citywide Fee Schedule, which have been deposited for the purpose of offsetting the cost for professional services, services and goods.
I
f the scope of any particular consultant service needed for a development proposal or any City-sponsored project falls outside of the scope of the Request for Proposal or is not ATTACHMENT 2 - 2
3 planned during the budget process, the affected City department will be required to follow the City’s bidding requirements in the Burbank Municipal Code and may, depending upon cost and budget authority, be required to present the matter for the City Council’s consideration and approval at a future City Council meeting .
CONCLUSION
Staff recommends approving the first amendment template that will be used for the selected consultants for on-call planning, transportation planning, building & safety, parks, and public works consulting services . This process improvement ultimately shortens project timelines, conserves staff time and resources, and facilitates the efficient delivery of services despite increasing workload demands.
ATTACHMENTS
Attachment 1 – First Amendment to On-call Services Professional Services Agreement Template
Attachment 2 – Scope of Work for On-call Services Agreements ATTACHMENT 2 - 3