TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
Placentia City Council
FROM: DEPUTY CITY ADMINISTRATOR/ PUBLIC SERVICES AND INFRASTRUCTURE DATE: FEBRUARY 15, 2022
SUBJECT: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH RBI TRAFFIC, INC. FOR ON-CALL TRAFFIC CONTROL AND ENGINEERING PLAN
CHECK SERVICES
FISCAL
IMPACT: EXPENSE: $20,000 FY 2021-22 CONTRACT AMENDMENT (103590-6290) $30,000 FY 2021-22 CONTRACT AMENDMENT (103590-6290)
BUDGET: $ 20,000 FY 2021-22 GENERAL FUND ENGINEERING FEES (103590-4310)
$ 30,000 FY 2022-23 GENERAL FUND ENGINEERING FEES
(103590-4310)
SUMMARY:
In November 2020, the City Council awarded a Traffic Engineering Services Agreement to RBI Traffic, Inc. ("RBI") for on-call traffic control and engineering plan check services. The agreement was for a three (3) year term for a not -to -exceed amount of $75,000, with the option to extend the term of the agreement for one (1) additional two-year term. At the same time, the City Council approved contract change order authority for the City Administrator up to $7,500 or 10% of the contract amount.
Due to the increased amount of traffic control plan check for encroachment permit applications over the past two (2) years, and the unexpected additional traffic control plan review requests by the SiFi project in 2021, RBI has spent $74,812 of the total contract amount to provide timely traffic engineering services as of January 2022. In order to continue the fastest and most efficient level of traffic control plan check services to the community, private development applicants, and utility partners, Staff is recommending a contract amendment for a not -to -exceed amount of $50,000 for RBI to continue to provide on-call traffic engineering services through the remainder of the three (3) year contract term.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. h.
Feb. 15, 2022
City Council Agenda
February 15, 2022
1. Approve Amendment No. 1 for an additional not -to -exceed amount of $50,000 through the three (3) year contract term; and
2. Approve Resolution No. R-2022-06, a Resolution of the City Council of the City of Placentia, California, authorizing a budget amendment in Fiscal Year 2021-22 in compliance with City Charter of the City of Placentia Sections 1206 and 1209 pertaining to appropriations for actual expenditures; and
3. Authorize the City Administrator to execute the necessary documents, in a form approved by the City Attorney.
DISCUSSION:
The Transportation Division of the Public Works Department is responsible for managing traffic engineering and transportation functions throughout the City including the maintenance and operation of traffic signal infrastructure. In addition, the Division is responsible for reviewing and approving an average of 100 engineered traffic control plans each year created by utility companies, contractors, and developers.
The preparation and evaluation of traffic control plans is specialized/niche work, and it is critically important that each traffic control plan is reviewed and approved by a licensed Engineer. Given RBI's past experience in providing the City with excellent and competent traffic engineering assistance, and their expertise in and timely review of traffic control plan checks, the City Council approved a contract with RBI for on-call traffic control and engineering plan check services on November 17, 2020. The cost for these services is completely offset by plan check fees paid for by encroachment permit applicants and developers. The term of the agreement is three (3) years for a not -to -exceed amount of $75,000, with one (1) 2 -year term extension based upon consultant performance and at the discretion of the City.
The amount of encroachment permit applications received in 2021 significantly increased when compared with the previous year. In the current Fiscal Year (FY 2021-22), as of January 2022, RBI has reviewed and approved 85 traffic control plans (TCPs) for the encroachment permit applications. In addition, the SiFi Project which started in June 2021 for the purpose of bringing a reliable, resilient, and fast fiber network to all residences and businesses within the City, requires comprehensive traffic control plans to facilitate the project construction by phases. RBI conducted a substantial amount of traffic control plan review for the SiFi Project alone between June and December 2021, which exhausted $34,875 (nearly 50%) of the 3 -year contract amount. However, those costs will be reimbursed by SiFi pursuant to the City's agreement with them. As a result, the available spending authority on the contract, as of January 2022, was $7,688 including the additional 10% change order amount. The initial 3 -year contract is set to expire in November 2023. The remaining balance is insufficient to fund traffic control plan check services through the 3 -year contract term.
In order to maintain the most streamlined and efficient level of service to the community, private development applicants, and utility partners, Staff is recommending increasing the contract not-
City Council Agenda
February 15, 2022
to -exceed amount by an additional $50,000 to provide additional contractual spending authority for the initial three-year contract term with RBI.
FISCAL IMPACT:
The anticipated cost for RBI's on-call engineering services for the remainder of FY 2021-22 is estimated to be $20,000 and will be included in the mid -year budget adjustment. The FY 2022-23 cost for RBI's on-call engineering services is anticipated to be $30,000 and will be budgeted accordingly.
The recommended actions will approve a Contract Amendment with RBI Traffic, Inc. for a three (3) year term and a revised not -to -exceed contract amount of $132,500. The cost for these services is completely offset by corresponding engineering plan check fee revenues. As such, sufficient funds exist for the recommended actions.
Prepared by:
Kyra T
Transportation Manager
Reviewed rid, ppr(dV" d:
Luis Estevez
Deputy City Administrator
Reviewed and approved:
P
Er nd
erim Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Amendment No. 1 to Professional Services Agreement with RBI Traffic, Inc.
2. RBI Traffic, Inc. — Traffic Engineering Services Agreement (Executed)
3. Resolution No. R-2022-06 — Budget Amendment