of PASADENA
CITY
Agenda Report
JUNE
May 23, 2022
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE TIME EXTENSIONS FOR CONTRACTS WITH KOA, PSOMAS, ANSER, AND JOHN L. HUNTER & ASSOCIATES TO
PROVIDE ON-CALL PROFESSIONAL SERVICES
RECOMMENDATION:
It is recommended that the City Council:
1. Find the contracts proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 5, Section 15061(b)(3), the General Rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment;
2. Authorize the City Manager to extend Contract 30782 with PSOMAS for On-Call Construction Management to December 31, 2023 without increasing the authorized total not-to-exceed contract amount;
3. Authorize the City Manager to extend Contract 30784 with KOA, Contract 30785 with PSOMAS, and Contract 30787 with Anser for On-Call Project Management Services to December 31, 2023 without increasing the authorized total not-to-exceed contract amount; and
4. Authorize the City Manager to extend Contract 30272 with John L. Hunter & Associates for NDES Consultant Services to December 31, 2023 without increasing the authorized total not-to-exceed contract amount.
BACKGROUND:
On December 12, 2016, the City Council approved entering into five contracts for On- Call Project Management services and five contracts for On-Call Construction Management services. The contracts were for three years with two one-year extension options in an amount not-to-exceed $200,000 per year, for a total of $1,000,000 over five years from the date of execution. The on-call contracts were executed in 2017 and all authorized options to extend the contracts have been exercised. The contracts MEETING OF 05/23/2022 AGENDA ITEM NO._ 2
Authorize Time Extensions for On-Call Professional Service Contracts May 23, 2022
expired two to three months ago, but remain open to process final payments and close out. Although the contracts have expired, work remains pending, which staff estimates will be completed by December 31, 2023. Therefore, staff is requesting to enter into an amendment to extend the time for completion of each contract to December 31, 2023.
Each amendment would be retroactive to the date on which the underlying contract expired. Authorizing the no-cost time extensions for the identified on-call contracts would also allow time for staff to prepare, advertise and award new on-call professional services contracts. The following is a summary of the active project assignments and the need to extend the affected on-call contracts:
On-Call Construction Management Services
Ongoing construction management services were being utilized under contract 30782 with PSOMAS. PSOMAS's construction support and management services are needed for the upcoming construction of the Complete Street Project - Cordova Street from Hill Avenue to Arroyo Parkway (75052) CIP project. Staff is currently in the process of advertising the project for construction bids and an award will be made in Summer 2022. Construction is anticipated to start in January 2023 and will be completed by December 2023.
On-Call Project Management Services
Ongoing project management services were being utilized for several active CIP projects. PSOMAS Contract 30785 extension is needed to continue and complete the environmental and design phase of the One Arroyo Woodlands Loop (77381) CIP project. Contract 30784 with KOA is needed for electrical upgrades for multi-agency communications necessary for the Rose Bowl and Rose Parade operations as part of the Police Department Building Renovation (71918) CIP project. In addition, Contract 30787 with Anser was being used for an assessment of the Senior Center Building, as requested by the Parks, Recreation and Community Services Department.
On-Call NPDES Consultant Services
On October 15, 2018, the City Council approved a contract amendment with John L.
Hunter and Associates Contract 30272 for on-call NPDES consultant services, which increased the authorized amount from $400,000 to $1,000,000. The contract amendment was executed in 2019 and extended the contract for an additional three years from its original two-year term, for a total of five years. The contract expired in March 2022, but there is still a balance of approximately $400,000 remaining on the contract.
The City of Pasadena is subject to the Los Angeles County Municipal Separate Storm Sewer System Permit (MS4 Permit) requirement, which became effective in 2012 in accordance with the Clean Water Act. Due to the complexities of the MS4 program and given the City's ongoing stormwater program, it is in the City's best interests to allow the NPDES consultant services to continue through December 31, 2023.
Authorize Time Extensions for On-Call Professional Service Contracts May 23, 2022
COUNCIL POLICY CONSIDERATION:
The contract extensions are consistent with the City Council's goals to improve, maintain and enhance public facilities and infrastructure, support and promote the quality of life and local economy, and ensure public safety.
ENVIRONMENTAL ANALYSIS:
This action is exempt from CEQA review pursuant to State CEQA Guidelines section 15061(b)(3). The action is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment; where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to the provisions of CEQA.
FISCAL IMPACT:
There is no cost for this action. Funding for the work will be addressed by the utilization of existing budgeted appropriations in ongoing CIP projects.
Respectfully submitted,
Director of Public Works
Prepared by:
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Kris Markarian, P.E.
City Engineer
Approved by:
Sate tuts