Agenda Report
Fullerton City Council
MEETING DATE: FEBRUARY 6, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: STEPHEN BISE, P.E., public works director PREPARED BY: DAVID GRANTHAM, P.E., CITY ENGINEER
SUBJECT: BUDGET AUTHORIZATION FOR ON-CALL PROFESSIONAL ENGINEERING CONSULTANT SERVICES
SUMMARY
Request for budget adjustments and transfers up to $200,000 associated with City-approved, on-call consultant engineering firms engaged to provide on-call professional engineering services related to approved capital improvement projects.
PROPOSED MOTION
Authorize City Manager to approve budget adjustments and transfers not to exceed $200,000 related to City Council approved capital improvement projects funded by Capital Improvement Projects Fund (Fund 74) for City-approved, on-call consultant engineering firms.
ALTERNATIVE OPTIONS
Approve Proposed Motion.
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
None.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
This item generates no additional fiscal impact. Each programmed Capital Improvement Project (CIP) budget in various projects in the FY 2023-24 Adopted CIP Budget (Fund 74) includes professional engineering services funding and costs .
BACKGROUND AND DISCUSSION
City Council approves capital improvement projects budgeted at the project level per the City Statement of Financial Policies. City Council approves budget transfers between projects. The City Manager has authority to approve budget transfers between capital improvement home projects and subprojects. The City aligns the City Manager $100,000 contracting authority with the City Manager capital improvement budget adjustment and transfer authority.
City Council approved on-call Professional Services Agreements with several engineering firms on September 19, 2023 to provide as-needed professional engineering services and increased the City Manager contractual approval authority from $100,000 to $200,000 to award purchase orders for as-needed professional engineering services related to a City Council-approved capital improvement project.
The recommendation clarifies the City Manager budget adjustment and transfer authority with respect to approved capital improvement projects to align the City Manager contract and purchase order and related budget authority.
City Council approved Professional Service Agreements with on-call consultant engineering firms to provide as-needed professional engineering services for the following areas:
Civil Engineering Design (CIP)
Water Engineering Design (CIP)
Geotechnical Engineering and Material Testing (CIP)
Survey and Mapping (CIP and private development plan check) Private Development Plan Check
Staff Augmentation.
This approval included Director of Administrative Services, or designee, authorization to issue individual project purchase orders to these firms in an amount not to exceed $200,000, on an as-needed basis. The current City policy, however, requires City Council approve any budget adjustments over $100,000. This adds additional time and effort to allocate the necessary funding. Staff requests City Council authorize the City Manager, or designee, to approve budget adjustments to various projects within the CIP Fund (Fund 74) in amounts not exceeding $200,000 for services associated with as-needed professional engineering services. cc: City Manager Eric J. Levitt
Budget Authorization for On-Call Professional Engineering Consultant Services February 6, 2024 – Page 2