STAFF REPORT
City of Lancaster
CC 5
7/23/2024
TN
Date: July 23, 2024
To: Mayor Parris and City Council Members
From: Marissa Diaz, Director – Public Works
Nicholas Godin, Assistant Director – PW City Engineering Subject: Increase in the Contract Amount and Extension of Contract Term for Measure R “Highway Equity” Program/Project Management Services
Recommendation:
Approve increase in the contract amount and extension of contract term for Measure R “Highway Equity” Program/Project Management Services with Kimley-Horn and Associates, Inc., of Los Angeles, California, by $180,000.00 and an additional 2-year term. Authorize the City Manager, or his designee, to sign all documents.
G.C. Section 84308: No
Fiscal Impact:
$180,000.00, bringing the total contract amount to $4,304,949.00; sufficient funds are available in City Engineering's Operating Budget, GL Account 10147000.5710.
Background:
The Professional Services Agreement for Program/Project Management Services, approved on December 10, 2013, and executed on January 23, 2014, with Kimley-Horn and Associates, Inc., provided the City with a Consultant that has served as an extension of staff. This has allowed the City to acquire the expertise required to design interchange and local street improvements that promote complete streets, provide context sensitive solutions, and bring a sense of place and arrival to travelers, as well as the assistance needed to process documents through the various units within Caltrans in a timely and cost-effective manner. This contract was executed for a total contract not- to-exceed the amount of $1,741,380.00, plus $104,483.00 in contingency.
On April 14, 2015, City Council approved Additional Authorization No. 1 for traffic forecasting, hydrology, environmental setting/existing conditions, corridor aesthetics, and public outreach and approved an increase in the contract amount by $1,016,593.00 (including contingency). Additional 1 7
0 2
Authorization No. 1 increased the total not-to-exceed contract amount to $2,592,313.00, leaving a remaining contingency balance of $270,143.00.
On May 24, 2016, Additional Authorization No. 2 was executed. Additional Authorization No. 2 increased the total not-to-exceed contract amount to $2,747,173.00, leaving a remaining contingency balance of $115,283.00.
On January 22, 2019, the City Council approved Additional Authorization No. 3 extending the contract term for Program/Project Management Services for two-years, and approved an increase in contract amount by $404,477.00. Additional Authorization No. 3 increased the total not-to- exceed contract amount to $3,266,933.00, leaving a remaining contingency balance of $0.00.
On December 8, 2020, the City Council approved Additional Authorization No. 4 for landscaping and irrigation design, right-of-way appraisal and acquisition services for Avenues K and M, and environmental revalidation services. Additional Authorization No. 4 increased the not-to-exceed contract amount to $4,124,949.00.
On September 28, 2021, Additional Authorization No. 5 was executed. Additional Authorization No. 5 reallocated approved contract budgets from Avenue L, Avenue G, and Avenue M to Avenue J and Avenue K, and the contract term was extended for an additional 11-month period. Additional Authorization No. 5 was a no-cost contract amendment that maintained the total not-to-exceed contract amount of $4,124,949.00.
Approval of this Additional Authorization No. 6 will increase the total contract amount to $4,304,949.00 and extend the term of the agreement to June 30, 2026. This will allow for continued Program /Project Management Services for the SR-138/SR-14 Interchange Improvement Projects including, but not limited to, funding agreement updates, Federal Transportation Improvement Program (FTIP) updates, amendments, and administrative modifications, quarterly reporting for LA Metro grants, etc.
NG:ML/js
Attachments:
Additional Authorization No. 6
Additional Authorization No. 5 (Executed September 28, 2021) Additional Authorization No. 4 (Executed December 16, 2020) Additional Authorization No. 3 (Executed January 22, 2019) Additional Authorization No. 2 (Executed May 24, 2016)
Additional Authorization No. 1 (Executed June 12, 2015) Agreement (Executed January 23, 2014)