BACKGROUND:
The City of Cathedral City entered into an agreement for design professional services (Agreement) for the Date Palm Drive and Varner Road Safety Improvements, Federal Project Number HSIPL-5430(035) and City CIP Project No. 8751 (Project), with Kimley- Horn and Associates, Inc. (Consultant) on January 8, 2020. The services in this Agreement consisted of providing Project management, administration, conducting field work, performing utility coordination, environmental documentation, plans and specifications and a project estimate in an amount not to exceed $126,962.00.
On June 23, 2021, the City Council approved Amendment No. 1 to Agreement with the Consultant for additional technical studies and analyses required by the California Department of Transportation (Caltrans) to evaluate the Project’s impacts on Cultural Resources. The additional technical studies included an Area of Potential Effects (APE) Map, an Archaeological Survey Report (ASR), and a Historic Property Survey Report (HPSR). Currently, these additional technical studies, along with the Preliminary Environmental Study (PES) are being reviewed by Caltrans for their approval.
DISCUSSION:
The current Agreement was executed on January 8, 2020; and expired on December 31, 2022. Plans and Specifications for the Project have been prepared by the Consultant, but the Project was, and is still, delayed pending completion and approval of additional technical studies requested by Caltrans. These studies include Preliminary Plans and Environmental Documents for the Project which included a corresponding record research process requiring an additional Caltrans review period and an additional review and records search by Native American Heritage Commission (NAHC). The design portion of the Project was scheduled to be completed by December 31, 2022. The Agreement now requires an increase to the original term of the Agreement to complete the design phase of the Project.
The Amendment No 2, attached to this Staff Report, is retroactive to December 30, 2022, and provides for an increase in the term of the agreement for twelve (12) months for a total of thirty-six (36) months to allow Caltrans to complete study reviews and to accommodate the bidding and construction phase of the Project. The expiration date, as set forth in Section 1 of the Agreement, is proposed to be extended to December 31, 2023.
FISCAL IMPACT:
There is no fiscal impact to approving this extension as the Project and the Consultant for this design phase are funded 100% by the HSIP Cycle 9B grant.
This Amendment No. 2 to the Professional Services Agreement with Kimley Horn Inc., modifying Section 1 “Term of Agreement”, does not increase, modify, or affect the total compensation of the Agreement.