DATE:
April 15, 2025
TO:
Mayor and Council Members
Chair and Board Members, Hesperia Water District
FROM:
Rachel Molina, City Manager
BY:
Cassandra Sanchez, Director of Public Works/City Engineer Cristina Hall, Assistant Project Manager
SUBJECT:
Amend the Professional Services Agreements for On-Call Engineering Services
RECOMMENDED ACTION
It is recommended that the City Council and Board of the Hesperia Water District 1) Approve an amendment to each of the three existing contracts to provide on-call engineering services in the amount of $300,000 each, for a revised not-to-exceed contract amount of $650,000 each 2) Approve a two-year contract extension and
3) Authorize the City Manager or designee to execute the amendment to the Agreement and any other necessary documents related thereto.
BACKGROUND
The City’s Capital Improvement Program (CIP) requires the construction of projects, including without limitation, street improvement projects, traffic signal projects, water and wastewater projects, drainage projects, etc. that require engineering studies, preparation of environmental documents, development of master plans, design surveying, geotechnical investigations, preparation of plans and specifications, and construction engineering services.
The on-call process has been used by the City in the past and has been proven to provide timelier project implementation as well as reduce contract administration time and costs. Most projects identified in the CIP will require professional engineering services through the duration of the various phases of the project from preliminary engineering through construction completion.
On June 7, 2022, the City Council awarded three contracts to perform on-call engineering services as follows:
David Evans and Associates, Inc. (PSA # 2022-23-044) $350,000 IMEG Corporation (PSA # 2022-23-046) $350,000
Micheal Baker International (PSA # 2022-23-045) $350,000 To meet critical deadlines for grants and other time-sensitive requirements, it is essential that consultants continue their engagement on various projects. Staff will request cost proposals from each of the on-call consultants for upcoming work. These proposals will be reviewed to ensure a clear understanding of the scope of work, proposed costs, and the availability of consultants. This process will help maintain competitiveness among consultants for City projects.
ISSUES/ANALYSIS
The City received grant funding for a portion of some of the CIP projects. The deadline for the completion of the grant funded project is set by the granting agency, and failure to meet these deadlines could result in forfeiture of the funding. Amending these contracts allows for more timely processing to support meeting the grant conditions, and subsequently fully using the grant funding.
The consultants are currently or will be performing work that will carryover multiple fiscal years and the contract authority for the on-call contracts is nearly depleted. To continue work and meet timeliness with the grants, staff is requesting an increase to the on-call call contracts as well as a two-year extension to the original three-year contract term.
Increasing the contract will not require the City to use the entire contract amount. Actual expenditures will be based on services as they occur.
Consultants were informed that approval of the recommended action does not guarantee the issuance of contracts and/or task orders. On-call contracts allow staff the flexibility to mobilize professional services quickly and efficiently under pre-negotiated terms and conditions. On-call professional service contracts are standard practice in areas like engineering, construction, and consulting and can be found in local, regional, and state government agencies such as San Bernardino County and the California Department of Transportation.
The following consultants are currently working on active projects:
David Evans
Walnut Basin Biological Survey (Walnut Street H-01 Retention Basin, C.O. No. 7141) Task Order amount $84,203
Funding: Grant Funded (MWA)
Michael Baker
Traffic Signal Design – (Traffic Signal – Seventh Avenue & Sequoia, C.O. No. 7173) Task Order amount $119,550
Funding: ARPA Funding
Maple Street Improvement – Design (Maple Avenue Street Improvement, C.O. No. 7169) Task Order amount $407,450
Funding: Grant Funded (CPFCDS), with obligation of funds by 8/15/2025 IMEG
Construction Management and Inspection Services (Traffic Signal – Main St & Sultana/Timberlane C.O. No.7159) Task Order amount $90,229
Funding: Grant Funded (HSIP)
CITY GOAL SUPPORTED BY THIS ITEM
Capital Improvement – Continually evaluate capital improvement priorities.
FISCAL IMPACT
Funding for various projects is budgeted in the Fiscal Year 2024-2025 CIP Budget. Each Fiscal Year’s project budget will include adequate appropriation authority for the engineering services needed.
ALTERNATIVE(S)
Do not increase and extend the existing PSAs. This alternative stops work in progress and grant requirements will not be met.
Provide alternative direction to staff
ATTACHMENT(S)
Staff Report On-Call Engineering Services June 7, 2022
On-Call Engineering Fee Schedules
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and Council/Board Members
Amend the Professional Services Agreement for On-Call Engineering Services April 15, 2025