Agenda #: 5.14
Meeting Date: June 18, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: FIRST AMENDMENTS TO CONSULTANT SERVICES AGREEMENTS CONTRACT WITH ITERIS, INC., FEHR & PEERS AND KIMLEY HORN
FOR ON-CALL TRAFFIC AND TRANSPORTATION ENGINEERING
SERVICES THROUGH JUNE 30, 2026.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve and authorize the City Manager to sign the First Amendments to Consultant Services Agreements with Iteris, Inc., Fehr & Peers, and Kimley Horn.
FINANCIAL IMPACT:
The FY 2024/25 Public Works Operating Budget allocates adequate funds to support on-call consultant traffic engineering services. Adequate funding will be requested as part of the FY 2025/26 Operating Budget. The table below outlines the changes for the extension of each contract:
Consultant Contract Amount Changes for FY 24/25 and FY 25/26 Iteris, Inc. Due to the completion of the Caltrans SR-57 pavement detour project, which would require additional service with a passthrough cost, this agreement’s not-to-exceed amount will be reduced from $130,000 to $80,000 per fiscal year, a decrease of $50,000.
Kimley Horn The annual contract not-to-exceed amount will be increased by $14,000, rising from $26,000 to $40,000. This additional amount is designated for traffic engineering support for land development projects and neighborhood traffic improvement requests. The additional $14,000 is already included in the Operation Budget.
Fehr & Peers The contract’s annual not-to-amount of $40,000 remains unchanged.
Furthermore, with these extensions, the consultants’ compensation rate will be adjusted per Section 2 of the original agreements to account for a 3.9% Consumer Price Index
(CPI) increase.
BACKGROUND/DISCUSSION:
On June 15, 2021, the City Council approved individual Consultant Services Agreements with Iteris, Inc., Kimley Horn, and Fehr and Peer for traffic and transportation engineering projects (Original Agreements). Per Section 2 of the Original Agreement, the City has the option to extend the agreement for one two-year term. All three consultants submitted their contract extension requests (Attachments 4, 5, and 6).
The attached first amendments (Attachments 1, 2, and 3), in accordance with Section 2 of the original agreements, propose a two-year extension to each of the contracts.
The extensions aim to maintain continuity in on-call traffic and transportation services without altering their original scope of work. Extending the contracts ensures stability, facilitating seamless service delivery crucial for ongoing projects and initiatives.
Retaining the current consultants preserves access to their specialized expertise in traffic engineering, enhancing effective problem-solving and project success. Continuity with existing consultants minimizes disruptions, streamlines operations, and proves more cost-effective than engaging new vendors.
LEGAL REVIEW:
The City Attorney has reviewed and approved the amended Agreements as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.14.a First Amendment to Agreement with Iteris, Inc.
2. 5.14.b First Amendment to Agreement with Kimley Horn
3. 5.14.c First Amendment to Agreement with Fehr & Peers
4. 5.14.d Extension Request Letter - Iteris Inc.
5. 5.14.e Extension Request Letter - Kimley Horn
6. 5.14.f Extension Request Letter - Fehr and Peer