CITY OF MENIFEE
SUBJECT: Agreement Amendment with Dennis Janda, Inc. for On-call Land Surveying and Mapping Review Services
MEETING DATE: April 2, 2025
TO: Mayor and City Council
PREPARED BY: Kristen Jensen, Financial Analyst
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 2 to the Master Agreement with Dennis Janda, Inc. for land surveying and mapping review services, increasing the compensation by $130,000, for a three-year total agreement amount not-to- exceed $500,000.
DISCUSSION
On June 21, 2023, the City Council approved various Master Agreements for professional on-call services with firms previously established on an approved on-call shortlist for Engineering. Dennis Janda, Inc. (DJI) is one of two shortlist firms initially designated to provide land surveying and mapping review services for Engineering. While staff have requested quotes for specific project work from both firms, DJI is often the only response received, and is consistently the most cost- effective option. Staff is currently reviewing options for the inclusion of additional firms on the shortlist for these services, given the volume of services needed to meet current development demands.
A Master Agreement was initially established with DJI for a three-year contract term from July 1, 2023, through June 30, 2026, and for a total agreement not-to-exceed amount of $230,000.
Amendment No.1 to the agreement was approved on June 19, 2024, to support the volume of development activities requiring technical survey mapping review and final survey monument inspection services. DJI has continued to provide timely and cost-effective services. Given the limited responsiveness of other firms, staff have relied heavily on DJI for performance technical survey reviews for subdivision mapping approval and for monument inspection services at project close-outs. This has resulted in a need to increase the not-to-exceed compensation amount of the DJI Master Agreement.
City of Menifee Staff Report
PW PSA Amendment, Dennis Janda, Inc.
April 2, 2025
2 6
3 1
The proposed Amendment No. 2 would increase the Master Agreement by $130,000 to a total contract not-to-exceed limit of $500,000. The contract not-to-exceed amount represents compensation authorized for services provide for the full three-year term which began July 1, 2023, and expires June 30, 2026. All other terms would remain unchanged, as outlined in Table No. 1 below.
TABLE 1 – DJI AGREEMENT HISTORY
Date approved Amount Contract Term
Original PSA 7/20/2023 $230,000 6/30/2026
Amendment No. 1 6/19/2024 $140,000 6/30/2026
Amendment No. 2 PENDING $130,000 6/30/2026
TOTAL $500,000
Pursuant to Menifee Municipal Code §3.12.090, any change orders in the amount greater than 10% of the contract amount or that exceeds $25,000 in value, and any time extension of a performance deadline that exceeds 60-days, shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed amendment is not-to-exceed $130,000 through the contract term of fiscal year (FY) 2025/2026, bringing the total agreement to a not-to-exceed amount of $500,000. Funding for a portion of the proposed amendment is available within the FY 2024/2025 budget, under professional services reimbursable for Public Works Engineering division within the General Fund (1100-PWD-ENGR-652825). Funding in FY 2025/2026 would be budgeted accordingly.
It is important to note that land surveying and mapping review services are recoverable and would be offset by developer fees and deposits collected for the services. Purchase orders for these services would only be issued following confirmation of budget availability and only for amounts within the approved not-to-exceed agreement compensation amounts.
ATTACHMENTS
1. Amendment No. 2
2. Original Agreement
3. Amendment No. 1