Agenda Item B.10
CPMS CONSENT CALENDAR
Meeting Date: June 21, 2022
TO: Mayor and Councilmembers
FROM: Peter Imhof, Planning and Environmental Review Director
CONTACT: Anne Wells, Advance Planning Manager
Andy Newkirk, Senior Planner
SUBJECT: Amendment No. 3 to Agreement 2017-039 for Professional Service s with JDL Mapping for GIS Services
RECOMMENDATION:
Authorize the City Manager to execute Amendment No. 3 to Profes sional Services Agreement No. 2017-039 with JDL Mapping, for continued GIS and Mapping services, increasing the maximum contract amount by $10,000 for a total not-to-exceed amount of $225,000 and extending the term of the agreement to June 30, 2023.
BACKGROUND:
Since incorporation, the City has outsourced GIS services with JDL Mapping. Through various agreements with the City, JDL Mapping has managed the C ity’s spatial data, produced maps, including all maps used in the General Plan/Coas tal Land Use Plan, represented the City at various meetings, and trained staff on spatial analysis and map making. On June 20, 2017, City Council authorized the City Manager to execute an agreement with JDL Mapping for two years of geographic informat ion systems (GIS) services with a not-to-exceed amount of $95,000 (Agreement No. 2017-039). On June 18, 2019, City Council authorized the City Manager to execute a n amendment to the Agreement to extend the term two years, add an additional $80,000 to the not-to-exceed amount, and to update JDL Mapping’s billing rates. On June 15, 2021, City Council authorized the City Manager to execute a second amendment to the agreement to extend the term an additional year, add $40,000 to the not-to-exceed a mount, and add an allowance for electronic /facsimile signatures. Since that time, JDL Mapping has provided the services described above for the City. Agreement No. 2017-039 currently expires on June 30, 2022.
DISCUSSION:
With the term of the City’s existing agreement with JDL Mapping approaching, staff identified a need to execute an amendment with JDL Mapping to c ontinue the services now provided to the City. As part of proposed amendment, JDL Mapping will continue to 1 Meeting Date: June 21, 2022
assist the City with GIS technical support, geodatabase updates, map preparation, spatial analysis, and training. The proposed amendment includes an incr ease in the maximum compensation by $10,000 with an extended term to June 30, 2023. The increased amount, when added to the amount already remaining on the contr act, will provide adequate funding for GIS services in Fiscal Year 2022-2023. JDL Mapping has provided GIS services to the City since incorporation and is familiar with the City’s needs and operations. The City is satisfied with JDL Mapping’s services a nd responsiveness. The proposed Amendment No. 3 to Agreement 2017-039 with JDL Mapping is provided as Attachment 1.
FISCAL IMPACTS:
There are sufficient funds in GL Account 101-40-4300-51200 (Adv ance Planning – Professional Services, GIS Maintenance Services line item) to cover the contract amendment, subject to the approval of the Fiscal Year 2022-23 B udget. The remaining amount on the contract at the end of Fiscal Year 2021-2022, in addition to the $10,000 proposed to be added to the not-to-exceed amount, is less than the $40,000 budgeted in FY 22-23 for GIS Maintenance Services. Therefore, no additional appropriations are necessary.
ALTERNATIVES:
The City Council could elect not to authorize the recommended action. If the recommended action is not authorized, staff will manage service s according to existing contract terms.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Michelle Greene
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Amendment No. 3 to Agreement No. 2017-039 with JDL Mapping
2. Professional Services Agreement No. 2017-039 with JDL Mappin g and Amendments No. 1 and 2
2 Attachment 1
Amendment No. 3 to Agreement No. 2017-039 with JDL Mapping 3 City of Goleta
Amendment No. 3 to Agreement No. 2017-039
AMENDMENT NO. 3
TO A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF GOLETA
AND
DENNIS LOYST dba JDL MAPPING
This Amendment No. 3 to the Professional Services Agreement by and between the City of Goleta , a municipal corporation (“City”) and DENNIS LOYST dba JDL MAPPING (“Consultant”) dated June 20, 2017 (“Agreement,” Agreement No. 2017-039) is made on this 21st day of June, 2022.
SECTION A. RECITALS
1. This Agreement is for the Geographic Information System (GIS ) services; and
2. This Agreement has been amended twice (June 18, 2019 and Jun e 15, 2021) to extend the term and add to the not-to-exceed amount and to i nclude counterparts and electronic/facsimile signatures (Amendments No. 1 and 2)
3. The Agreement currently provides in Section 3 Subsection (a) for the total compensation amount not to exceed two hundred fifteen thousand dollars ($215,000); and
4. The parties desire to amend the Agreement so as to provide f or additional compensation in the amount of $10,000 for continued tasks; and
5. The Agreement currently provides in Section 6 for the termination of the Agreement on June 30, 2022; and
6. The parties desire to amend the Agreement so as to extend th e termination of the Agreement to June 30, 2023; and
7. City Council approved this Amendment No. 3, on this 21 st day of June, 2022.
SECTION B. AMENDED TERMS
Now therefore City and Consultant agree as follows that the Agreement be, an d hereby is, amended as follows:
1. Subsection (a) of Section 3. COMPENSATION AND PAYMENT of the Agreement is amended to add an additional authorized amount of $10,000 and to read in its entirety:
(a) Maximum and Rate . The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of
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Amendment No. 3 to Agreement No. 2017-039
$225,000 (herein "not to exceed amount"), and shall be earned a s the work progresses on the following basis:
Hourly at the hourly rates and with reimbursement to CONSULTANT for those expenses set forth in CONSULTANT's Schedule of Fees marke d Exhibit "B-1," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT unti l June 30, 2022, after which any change in said rates and expenses must be approved in writing by CITY's Project Manager as described in Section 5 (CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all work described under this AGREEMENT.
(b) Payment . CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project Manager as described in Section 5. Invoices shal l be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification). All payments shall be made within 30 days after CITY’s approval of the invoice.
2. Section 6. TERM, PROGRESS AND COMPLETION of the Agreement is amended to extend the term for an additional year to read in its entirety.
The term of this Agreement is from the date first written above to June 30, 2023, unless the term of this Agreement is extended or the Agreement is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY’s Project Manager. All services shall be completed within the term of this Agreement following the notice to proceed.
3. Except as otherwise specifically provided herein, all other provisions of the Agreement shall remain in full force and effect
5 City of Goleta
Amendment No. 3 to Agreement No. 2017-039
In concurrence and witness whereof, this Amendment No. 3 has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA CONSULTANT
____________________________ ______________________________ Michelle Greene, City Manager Dennis Loyst, President
A T T E S T :
_____________________________
Deborah Lopez, City Clerk
APPROVED AS TO FORM:
MEGAN GARIBALDI, CITY ATTORNEY
_____________________________
Winnie Cai, Assistant City Attorney
6 Attachment 2
Professional Services Agreement No. 2017-039 with JDL Mapping and Amendments No. 1 and 2
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9 10
11 12
13 14
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19 20
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23 City of Goleta
Amendment No. 2 to Agreement No. 2017-039
AMENDMENT NO. 2
TO A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF GOLETA
AND
DENNIS LOYST dba JDL MAPPING
This Amendment No. 2 to the Professional Services Agreement by and between the City of Goleta , a municipal corporation (“City”) and DENNIS LOYST dba JDL MAPPING (“Consultant”) dated June 20, 2017 (“Agreement,” Agreement No. 2017-039) is made on this 15th day of June, 2021.
RECITALS
WHEREAS, this Agreement is for the Geographic Information System (GIS) services; and
WHEREAS, on June 18, 2019, the Agreement was amended to add $80,000 to the not-to-exceed amount, extend the term two years, and update the Fee Schedule provided as Exhibit B-1 (“Amendment No.1”); and
WHEREAS, the Agreement currently provides in Section 3 Subsection (a) fo r the total compensation amount not to exceed one hundred seventy-fiv e thousand dollars ($175,000); and
WHEREAS, the parties desire to amend the Agreement so as to provide for additional compensation in the amount of $40,000 for continued tasks; and WHEREAS, the Agreement currently provides in Section 6 for the terminati on of the Agreement on June 30, 2021; and
WHEREAS, the parties desire to amend the Agreement so as to extend the termination of the Agreement to June 30, 2022; and
WHEREAS, the Agreement did not provide for the Agreement or any amendments to be executed in counterparts by facsimile or electronic mail; and WHEREAS, the parties desire to amend the Agreement to allow for executio n of the Agreement and amendments by facsimile and electronic mail in order to expedite the finalization of the agreements; and
WHEREAS, the City Council approved this Amendment No. 2, on this 15 th day of June, 2021.
AMENDED TERMS
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Amendment No. 2 to Agreement No. 2017-039
Now therefore City and Consultant agree as follows that the Agreement be, an d hereby is, amended as follows:
1. Subsection (a) of Section 3. COMPENSATION AND PAYMENT o f t h e Agreement is amended to add an additional authorized amount of 40,000 and to read in its entirety:
(a) Maximum and Rate . The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $215,000 (herein "not to exceed amount"), and shall be earned a s the work progresses on the following basis:
Hourly at the hourly rates and with reimbursement to CONSULTANT for those expenses set forth in CONSULTANT's Schedule of Fees marke d Exhibit "B-1," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until June 30, 2022, after which any change in said rates and expenses must be approved in writing by CITY's Project Manager as described in Section 5 (CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all work described under this AGREEMENT.
(b) Payment . CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project Manager as described in Section 5. Invoices shal l be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification). All payments shall be made within 30 days after CITY’s approval of the invoice.
2. Section 6. TERM, PROGRESS AND COMPLETION of the Agreement is amended to extend the term for an additional one year to read in its entirety.
The term of this Agreement is from the date first written above to June 30, 2022, unless the term of this Agreement is extended or the Agreement is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY’s Project Manager. All services shall be completed within the term of this Agreement following the notice to proceed.
3. Section 31. COUNTERPARTS AND ELECTRONIC/FACSIMILE SIGNATURES of the Agreement is added to include counterparts and electronic/facsimile signatures as follows:
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Amendment No. 2 to Agreement No. 2017-039
This Agreement may be executed in several counterparts, which m ay be facsimile or electronic copies. Each counterpart is fully effective as an or iginal, and together constitutes one and the same instrument.
4. Except as otherwise specifically provided herein, all other provisions of the Agreement shall remain in full force and effect
In concurrence and witness whereof, this Amendment No. 2 has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA CONSULTANT ____________________________ ______________________________ Michelle Greene, City Manager Dennis Loyst, President A T T E S T :
_____________________________
Deborah Lopez, City Clerk
APPROVED AS TO FORM:
MICHAEL JENKINS, CITY ATTORNEY
_____________________________
Winnie Cai, Assistant City Attorney
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