1 STAFF REPORT
DATE: July 25, 2023
TO: Justin Hess, City Manager
FROM: Patrick Prescott, Community Development Director Ken Berkman, Public Works Director
Marisa Garcia, Parks, Recreation and Community Services Director BY: Karen Pan, Transportation Services Manager
SUBJECT: Authorize the City Manager or Designee to Amend Certain On-Call Professional Services Agreements for On- Call Planning, Transportation Planning, Building & Safety, Parks, and Public Works Consulting Services and Increase Existing Contract Amounts
RECOMMENDATION
Authorize the City Manager or their designee to amend certain On-Call Professional Services Agreements according to the amounts and terms set forth in this staff report.
BACKGROUND
The “on-call” services list has been a successful tool for multiple City departments in evaluating and obtaining professional services on an as-needed basis 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, ordinances, inspection services, plan checks, and/or capital improvement projects.
The on-call services list of 2 6 consultants was originally approved by City Council on March 16, 2021 (Attachment 1), after staff released a Request for Proposal and engaged in a highly competitive bidding and evaluation process involving 56 proposals from qualified firms . Since the original On- Call Professional Services Agreements were approved, staff requested changes to the not-to-exceed amounts on November 1, 2022 due to anticipated work in F iscal Year 2022-23. Staff is asking that the City Council authorize the City Manager or their designee to amend the On-Call Professional Services Agreements listed below according to the amounts and terms set forth below. Similar to the March 2021 and November 2022 items, City Council approval is necessary before increasing the contract amounts , because Burbank Municipal Code Section 2-2-107 states “Multi-year contracts with a cumulative value (value of all years combined)
COMMUNITY
DEVELOPMENT
2 exceeding $100,000 shall be submitted to the City Council separately for approval and remain subject to annual budget appropriation authority provided by the City Council.” This new authorization will allow City Manager or designee to save additional time on project timelines and adjust any future amounts and terms when necessary.
DISCUSSION
Staff is seeking authorization for the City Manager or designee to increase the not -to- exceed amounts based on anticipated work and operational needs. Table A shows the following On-Call Professional Services A greements, their previous amendments, and requested changes:
Table A: On-Call Professional Services Consultants
No. Selected Consultant Division/
Dept
Original
Not-to-
Exceed
Amount
1st Amend.
Not-to-
Exceed
Amount
(Nov. 2022)
Requested Action
– Authorization
for the following
changes:
2nd Amendment
Not-to-Exceed
Amount
(July 2023)
1 CSG Consultants, Inc. B&S $225,000 $575,000 No Change 2 Jason Addison Smith Consulting
Services, Inc. B&S $450,000 $800,000 No Change
3 J Lee Engineering, Inc. B&S $450,000 $800,000 No Change 4 NV5, Inc. B&S $225,000 No Change $500,000
5 TRB & Associates, Inc. B&S $225,000 No Change $800,000 6 Willdan Engineering B&S $225,000 No Change $500,000 TR $250,000 $750,000 $1,000,000
7 AECOM Technical Services, Inc. PR $100,000 $120,000 $400,000 PL $500,000 $750,000 No Change
8 RJM Design Group, Inc. PR $100,000 $120,000 $400,000
9 David Evans and Associates, Inc.
PR $100,000 $120,000 $400,000
TR $250,000 $500,000 $1,000,000
PW $500,000 $800,000 No Change
10 NUVIS PR $100,000 $120,000 $400,000
11 Evan Brooks Associates, Inc. PL $500,000 $750,000 $1,100,000 TR $100,000 No Change No Change
12 Arup North America, Ltd. PL $500,000 $750,000 $900,000 13 Environmental Science Associates PL $500,000 $750,000 No Change 14 MIG, Inc. PL $500,000 $750,000 No Change
15 Dudek PL $500,000 $750,000 No Change
16 BAE Urban Economics, Inc. PL $250,000 $600,000 No Change 17 Ardurra Group, Inc. PW $500,000 $800,000 No Change
18 BKF Engineers PW $500,000 No Change No Change
19 CWE PW $500,000 No Change No Change
20 MNS Engineers, Inc. PW $500,000 No Change No Change
3 21 Stantec Consulting Services, Inc. PW $500,000 $1,000,000 $1,200,000 22 Fehrs & Peers TR $500,000 No Change $1,500,000
23 Gibson Transportation Consulting, Inc. TR $250,000 No Change $500,000 24 General Technologies & Solutions TR $100,000 No Change No Change 25 Iteris, Inc. TR $250,000 No Change No Change
26 Toole Design Group, LLC TR $250,000 $500,000 $1,500,000 B&S = Building & Safety Division
PR = Parks and Recreation Department
TR = Transportation Division
PW = Public Works Department
PL = Planning Division
Current On-Professional Services Agreements expire in March 2024. Staff plans to exercise the first annual renewal for all On- Call Professional Services Agreements in 2025, as permitted under the current agreements.
Staff has used or intends to use on-call services for inspection services related to emergency sewer projects, plan checks, zone text amendments, ordinances, parking studies, and neighborhood projection plans. 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.
ENVIRONMENTAL REVIEW
The proposed amended agreements have no potential resulting in either a direct or a reasonably foreseeable indirect physical change in the environment since these changes are related to the not-to-exceed amount and/or terms for professional consultant services.
As such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs §15378.
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 is subject to Council approval of the departments’ Material, Supplies and Services budget. Funding for the current fiscal year is 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 2023 -2024 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.
If 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 planned during the budget process, the affected City department will be required to follow the City’s existing purchasing procedures 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.
4 CONCLUSION
Staff recommends a uthorizing the City Manager or their designee to execute amendments to the On-Call Professional Services Agreements according to the amounts as set forth in this staff report for the selected consultant s 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 – March 16, 2021 City Council Meeting Staff Report Attachment 2 – November 1, 2022 City Council Meeting Staff Report