Staff Report
City Council
Item No. {{section.number}}.G
Meeting Date: May 14, 2025
From: John A. Corella, Director of Public Works
Title: Authorize One (1) Year Extensions for Various Engineering Division On- Call Professional Service Agreements
RECOMMENDATION:
To approve a one (1) year extension to the current professional agreements for on-call engineering support services; and authorize the City Manager to execute all amendment documents for the following:
1. Albert A. Webb Associates and GIS Surveyors, Inc. for on-call professional land surveying and mapping services for various city projects;
2. Inland Foundation Engineering, Inc. and Landmark Consultants, Inc. for on-call material testing services and professional geotechnical recommendations;
3. Advantec Consulting Engineers, Inc., Albert A. Webb Associates, and STC Traffic, Inc. for on-call traffic engineering for various city projects; and
4. Christiansen & Company for on-call development management support services.
BACKGROUND:
The Engineering Division manages several on-call support consultants that provide a specialized service rather than having full-time personnel on staff that are specialized in that skill set. These include on-call traffic engineers, general city engineering support consultants, federal contract support consultants, material testing services, surveying services, plan check consultants, National Pollutant Discharge Elimination System (NPDES) inspection services, Community Development Block Grant (CDBG) services and labor compliance consultants. These consultants may also produce project plans and specifications for Capital Improvement Program (CIP) or grant applications.
This agenda item is to provide one (1) year extensions to agreements related to the following services:
•On-call land surveying and mapping services for various city projects •On-call material testing services and professional geotechnical recommendations •On-call traffic engineering for various city projects
•On-call development management support services
On-call land surveying and mapping services for various city projects On July 1, 2022, the city executed two (2) separate agreements with both Albert A. Webb Associates (Albert Webb) and GIS Surveyors, Inc. (GIS Surveyors) for on-call land surveying and mapping services for various city projects.
The consultants’ scope of work contained in the agreements includes, but is not limited to, the following:
•Survey control to locate and measure existing monuments •Aerial topographic mapping
•Construction staking
•Monument ties and replacement
•Filling necessary documentation with the Riverside County Surveyor’s Office The Engineering Division has utilized on-call surveying services for various projects, such as the ATP Cycle 5 Downtown Connectors projects and the Tropical Storm Hilary Soil Removal project. Maintaining multiple companies on-call for these services is advantageous, as it ensures coverage when one company lacks the capacity or availability to take on additional work.
On-call material testing services and professional geotechnical recommendations On July 1, 2022, the city executed two (2) separate agreements with Landmark Consultants, Inc. (Landmark) and Inland Foundation Engineering, Inc. (Inland Foundation) for on-call material testing services and professional geotechnical recommendations.
The consultants’ scope of work contained in the agreements includes, but is not limited to, the following:
•Performing material testing with the appropriate accreditation •Conducting density tests on roadway subgrade, aggregate base, asphalt concrete, slope fill, and trench backfill placement
•Performing slump tests using an ACI- certified technician •Performing strength tests in accordance with ASTM C39 for bridge structure concrete
•Maintaining records of all samples and tests
The Engineering Division has relied on Landmark as its primary on-call consultant for material testing, including recent compaction testing services for the FY 2024-25 Pavement Reconstruction project in the Rio Vista and Whitewater neighborhood areas, as well as the Esperanza Park project. Although Inland Foundation’s as-needed services are used less frequently, having multiple geotechnical companies on-call remains beneficial to ensure project continuity when the primary consultant lacks the capacity to take on additional work.
On-call traffic engineering for various city projects
On July 1, 2022, the city executed three (3) separate agreements with Albert A. Webb Associates (Albert Webb), Advantec Consulting Engineers, Inc. (Advantec), and STC Traffic, Inc. (STC Traffic) for on-call traffic engineering for various city projects.
The consultants’ scope of work contained in the agreements includes, but is not limited to, the following:
•Speed data analysis
•Intersection control studies
•Safety studies
•Review standard details to ensure compliance with Caltrans requirements •Traffic signal design
The Engineering Division has frequently engaged Advantec, Albert Webb, and STC Traffic for a variety of traffic engineering projects, including support for biennial call for projects grant applications and others that require specialized traffic engineering services. Recent examples include the 2025 citywide speed survey and the Cathedral Canyon Drive and Canyon Shores Drive traffic signal project.
On-call development management support services
On June 28, 2023, the city executed an agreement with Christiansen & Company for on-call development management support services. Subsequently, on June 26, 2024, Amendment No. 1 was executed, extending the term of the agreement by one year.
The scope of work provided in the agreement includes, but is not limited to, the following:
•Managing development reviews
•Conducting reviews of development reports
o Hydrology studies, Water Quality Management Plan (WQMP) reports, traffic studies, geotechnical reports, Federal Emergency Management Agency (FEMA) flood zone maps, and Flood Insurance Rate Maps (FIRM) •Overseeing the development of conditions of approval checklists Christiansen & Company is currently supporting several pre-development and post- entitlement projects, providing plan check and reporting services for developments such as Mountain View Estates, Campanile, and several other sites.
DISCUSSION:
All the above-mentioned agreements are set to expire on or before July 1, 2025. The agreements for on-call land surveying and mapping services, on-call material services and professional geotechnical recommendations, and on-call traffic engineering services each include options to extend for up to two additional years, in one-year increments. Similarly, Amendment No. 1 to the areement with Christiansen & Company for on-call development management support services provides an option to extend the agreement for two additional one-year terms.
All consulting companies under these affected agreements have conducted their business professionally, providing services in line with the specified scope of work and meeting deadlines as required. Several of these consultants are currently handling ongoing task orders for active projects, in addition to various plan checking on development initiatives.
Due to their satisfactory performance and to ensure continuity and efficiency across projects, staff recommends exercising the option to extend the term of all the mentioned agreements and/or amendments for one year, effective from the original expiration date. All amendments for the one-year extensions are attached to this staff report.
Additionally, since the agreements were originally executed in 2022, they did not include Section 13, "Unauthorized Aliens," and Section 34, "Electronic Signature." These sections have been added to the city’s standard professional service agreement and are included in all the attached amendments. The only exception is Christiansen & Company’s Development Management Amendment No. 2, as these sections were already incorporated in Amendment No. 1, executed in June 2024.
Staff are recommending that City Council approve a one (1) year extension to the current professional agreements for on-call engineering support services; and authorize the City Manager to execute all amendment documents for the following:
1. Albert A. Webb Associates and GIS Surveyors, Inc. for on-call professional land surveying and mapping services for various city projects;
2. Inland Foundation Engineering, Inc. and Landmark Consultants, Inc. for on-call material testing services and professional geotechnical recommendations;
3. Advantec Consulting Engineers, Inc., Albert A. Webb Associates, and STC Traffic, Inc. for on-call traffic engineering for various city projects; and
4. Christiansen & Company for on-call development management support services.
FISCAL IMPACT:
These specific on-call consulting services are currently budgeted in the Engineering Division’s Professional and Technical Services account (100-100-150-156-8600-8601) and are included in the city’s FY 2025-26 and FY 2026-27 Biennial Budgets.
Using the hourly rates and unit prices outlined in the agreements, city staff negotiate task orders for each required service. The total costs and funding sources for each task order will be identified as it is issued. If necessary, City Council approval will be obtained prior to the issuance of a notice to proceed, should the item exceed the Public Works Department’s purchasing guideline requirements.
FIVE-YEAR STRATEGIC PLAN:
Goal C: Fiscal Stability and Sustainability
Action C-2: Develop an inventory of contract services that are due for bid and request proposals.
ATTACHMENTS:
1. Albert Webb Land Surveying Amendment No. 1
2. GIS Surveyors Land Surveying Amendment No. 1
3. Inland Foundation Material Testing Services Amendment No. 1
4. Landmark Material Testing Services Amendment No. 1
5. Advantec Traffic Engineering Amendment No. 1
6. Albert Webb Traffic Engineering Amendment No. 1
7. STC Traffic Traffic Engineering Amendment No. 1
8.Christiansen & Company Development Management Amendment No. 2