DATE:
December 20, 2022
TO:
Adam Politzer, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Execute A Fifth Amendment To The Professional Services Agreement With Coastland Civil Engineering, Inc. For City Engineering & Inspection Services, Capital Projects Delivery Support, And Construction Management Services To Extend the Termination Date To September 30, 2023, And To Increase The Contract Amount By An Additional $241,479 For A Total Contract Amount Not To Exceed $1,159,627; Allocating $164,725 (Fund 242) From CIP Project No. 17240005, $11,742 (Fund 475) From CIP Project No. 18475009, And $65,012 (Fund 101-4070) For Reimbursable Project Tasks Recommendation
Staff recommends that the City Council adopt the above-entitled resolution.
Background
On June 5, 2018, the City Council of the City of Emeryville authorized the City Manager to enter into a professional services agreement with Coastland Civil Engineering Inc. to provide City Engineering services and capital projects delivery support.
Four Amendments have been executed since then for this contract:
Action
Date Executed
Contract Increase Amount
Base Contract Execution
June 6, 2018
$245,548
First Amendment
July 1, 2019
$50,000
Second Amendment
January 26, 2021
$359,100
Third Amendment
June 1, 2021
$218,500
Fourth Amendment
July 1, 2022
$45,000
Current Total
$918,148
Coastland has been providing quality services and the City desires to continue these services in support of the Citywide Public Works Inspections services and the Capital Improvement Program.
Discussion
Continuing services are needed for City engineering and Public Works inspection, capital project support, and construction management services. The item before Council is a comprehensive contract for Coastland which will provide for services through September 30, 2023.
Coastland Civil Engineering will continue to provide:
Ongoing City Engineering support.
Construction inspection and observation services for various City projects.
Construction inspection and observation support services for public infrastructure constructed through encroachment & development permits.
On-call services for additional development project reviews and continued staff support for the Sherwin-Williams site development.
Project design and construction support for additional projects, such as the annual pavement rehabilitation program, San Pablo Avenue mid-block crossing, Parking Management Program signage construction, Davenport Mini-Park, and Lighting projects, including review and approval of plans, specifications, estimates, bid documents.
Like many of the City’s As-Needed contracts with other service providers, the work that Coastland Civil Engineering performs is ongoing. It is City staff’s intention to bid out this work for the upcoming fiscal year, and structure that contract as a 3-year contract, with two one-year optional extensions built in. This will create a process that will allow better resource planning for both the City and the consultant in the future.
Fiscal Impact
Budgeting for the Coastland Agreement fifth amendment in the amount of $241,479 is included in the proposed FY 2022-23 Operating and Capital Budget and is proposed to be funded as follows:
Capital Project Delivery and Construction Support
Project
Project Number
Fund
Amount
Annual Street Rehabilitation & Maintenance 2021/22
17240005
242
$104,525
Annual Street Rehabilitation & Maintenance 2022/23
17240005
242
$60,200
Large Trash Capture
18475009
475
$11,742
Reimbursable Project Tasks
101-4070
$65,012
Development project & encroachment permit inspection services will be cost-recoverable.
Staff Communication with the Public
None.
Conflict of Interest
None.
Conclusion
None.
PREPARED BY: Mohamed Alaoui, Public Works Director
Approved and Forwarded to the
City Council of the City of Emeryville:
Adam Politzer, City Manager
Attachments
Initial Professional Services Contract
PSA 1st Amendment
PSA 2nd Amendment
PSA 3rd Amendment
PSA 4th Amendment
Draft Resolution
PSA 5th Amendment
Exhibit A-5
Coastland Engineering Services Fifth Amendment
City Council Meeting | December 20, 2022
City of Emeryville
CALIFORNIA
MEMORANDUM