EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: July 18, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Humza Javed, Public Works Director
SUBJECT: CSG Staff Augmentation Sixth Contract Amendment Recommendation
Adopt a resolution authorizing the City Manager to execute a sixth amendment to the Staff Augmentation contract with CSG Consultants, Inc. (CSG), in a form approved by the City Attorney, to increase the contract amount by $200,000 for a new not-to-exceed total of $640,000 for professional engineering services pertaining to capital improvement plan design, review, staff augmentation, survey, subdivision and parcel map review Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Implement the Transportation and Mobility Plan
Promote Health and Public Safety
Background
The Public Works Department utilizes contracts for professional engineering services such as capital improvement plan design, review, survey, and subdivision and parcel map review, and periodically staff augmentation services during staff vacancies.
On January 22, 2018, the City issued a request for qualifications for staff augmentation to continue City priorities while the City recruited staff to fill vacancies. The City received responses from CSG and Freyer & Laureta. City Council approved Resolution No. 4937 on February 6, 2018, authorizing the City Manager to enter into a contract with CSG for staff augmentation and professional services to deliver key city capital priorities and ensure they remain on schedule during staffing interruptions.
Since the execution of the original contract, staff has executed five amendments increasing the not-to-exceed amounts and extending the contract term to continue to provide various services as identified below.
Analysis
The City currently has two vacancies in the Engineering division while there are over twentyfive million dollars ($25 million) of capital projects under design/construction phases. At least half a dozen of the projects are grant funded with set schedules and timeframes. In order to ensure city staff is able deliver projects in a timely manner, it is imperative staffing resources are available.
Since 2018, CSG has been providing general engineering support to the Public Works Department as follows: staff augmentation during staffing vacancies, capital improvement project design, constructability reviews, NPDES on-call assistance, general survey services, and subdivision and parcel map review in accordance with Senate Bill 35 (SB 35) for subdivision and parcel map compliance. These streamlined reviews are required by a licensed surveyor which the City does not have.
Over the course of FY 2023/2024, the work to be undertaken under this contract will be focused on the following items:
· Design development and preparation of plans, specifications and estimates (PS&E) for the Bus Stop Shelter Improvements Project (Project ST-25). This is an AHSC funded project in the City’s adopted Capital Improvement Plan. The City will be able to capture the CSG design costs for this project through the AHSC grant. · Design development and preparation of plans, specifications and estimates (PS&E) for the East Bayshore Improvements Project (Project ST-28). This project is included in the City’s adopted Capital Improvement Plan and the City was recently awarded $400k in Measure W funds to implement the design completion of this project. The City will be able to capture the CSG design costs for this project through the Measure W grant. · The City needs a licensed surveyor to complete technical map reviews for a number of development projects. This is critical, especially for expedited projects in accordance with the SB35 deadlines. CSG is the current map reviewer under the MFRA/DRA process and can provide Staff Augmentation services as a City Surveyor under their staff augmentation contract. The costs for these map revies will eventually be reimbursed by applicants through the City’s adopted fee schedule.
Fiscal Impact
Staff recommends appropriating funds from the CIP fund for the Project ST-25 and the Project ST-28 and the General Fund for the technical map review in the amount of $135K and $65K, respectively; however, this will eventually be reimbursed through the AHSC grant, Measure W grant, and through the Master Fee Schedule for subdivision and parcel map review, as identified in the staff report above.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution