BACKGROUND:
The City currently has agreements for On-Call Engineering Support and Grant Administration Services for State and Federally Funded Transportation Projects with NAI Consulting Inc., and with Interwest Consulting Group (Consultants).
The purpose of these agreements is to assist the City Engineering and Public Works Maintenance Divisions with specialized services required in the administration of Federal and State funded programs.
The Consultants performing these tasks are qualified under the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA) and met the eligibility requirements for the City to receive reimbursement from the different State and Federal funding sources or programs.
In May 2023, the California Department of Transportation (Caltrans) updated the Local Assistance Procedure Manual (LAPM) Chapter 10 – Consultant Selection and Procurement. This update introduces additional language or contract provisions that require amending the existing agreements with both consultant companies for the City to receive reimbursement on Federal and State funded projects.
DISCUSSION:
On May 24, 2023, the City Council approved professional services agreements (Agreements) with NAI Consulting, Inc. (NAI) and Interwest Consulting Group (Interwest) for On-Call Engineering Services for State and Federally Funded Transportation Projects. The current Agreements commenced on July 1, 2023, with expiration date on June 30, 2025.
Attached to this Staff Report is Amendment No. 1 for each Consultant’s Agreement, incorporating the additional contract provision requirements that were recently updated by Caltrans. These additional contract provision requirements are necessary for the City to be reimbursed for these consultant services from state and federally funded transportation projects, e.g., the Highway Safety Improvement Program (HSIP). The Amendment No. 1 does not modify the term nor the compensation of the Agreements.
City Staff requests the City Council approve Amendment No. 1 to the Professional Services Agreements with NAI Consulting, Inc. and with Interwest Consulting Group for On-Call Engineering Support and Grant Administration Services for State and Federally Funded Transportation Projects; and, authorize the City Manager to execute the required Amendment documents.
FISCAL IMPACT:
Amendment No. 1 incorporates the contract provision requirements to each Professional Service Agreement, and no additional compensation is required as a result of these provisions. Therefore, there is no fiscal impact for the approval of this agenda item.
Please note: Using the hourly rates and unit prices from the agreements, City Staff will continue to negotiate Task Orders for each type of service required for a project. Many Task Orders will be grant-eligible, others will be funded by State, Federal or local share (match) and others within the specific project cost. Total costs and funding sources for Task Orders prepared under the On Call and/or as needed contracts will be identified as each Task Order is issued. City Council approval, if needed, will be obtained prior to a Task Order issuance if the item exceeds the respective Department’s purchasing guideline requirements.
Funding for this item is reflected within the Professional and Technical Services budgets for Engineering and Public Works for FYs 2023/2024 and 2024/2025 and under individual State/Federal Grant projects and/or programs.
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.