TO:
VIA:
FROM:
DATE:
SUBJECT:
FISCAL
IMPACT:
SUMMARY:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR/ PUBLIC SERVICES & INFRASTRUCTURE FEBRUARY 7, 2023
AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH TRANSTECH ENGINEERS INC. FOR ON-CALL CONSTRUCTION
MANAGEMENT AND INSPECTION SERVICES
EXPENSE:
AVAILABLE:
BUDGET
$ 50,000 AMENDMENT AMOUNT
$ 382,033.36 FISCAL YEAR 2022-23 CIP BUDGET
$ 382,033.36 HSIP GRANT (332908-6741)
$ 59,114.87 MEASURE U FUND (791101-6740)
On May 18th, 2021, the City Council approved a contract in the amount of $250,000 with Transtech Engineers Inc. (Transtech) for On-call Construction Management (CM) and inspection services.
Staff utilized this contract to provide these services in the Fiscal Year (FY) 20-21 Arterial Roadway Resurfacing Project and the Highway Safety Improvement Program (HSIP), traffic safety improvement project.
On October 4th, 2022, Addendum No. 1, was approved by the City Administrator under his approval authority for providing additional spending limits on the Transtech' s contract amount by $25,000. The contract limit was increased to provide additional funding to cover the inspection services on both projects, bringing their maximum contract amount to $275,000. The CM services being provided by Transtech includes a part-time construction manager and a full-time inspector on the FY 20-21 Arterial Roadway Rehabilitation Project and the HSIP project. Due to numerous unforeseen conditions, both projects have experienced delays and as such, additional spending cap authority is needed to cover the additional hours needed to complete the projects. Therefore, Staff seeks approval by the Council to increase Transtech' s contract by $50,000 to a not -to - exceed amount of $325,000 to pay for CM and inspection services for covering the remainder of the projects. Funding for the additional hours is available within each respective project budget.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 2 to the Professional Services Agreement with Transtech for an additional $50,000, for a cumulative contract not -to -exceed amount of $325,000; and
7.h.
Feb 07, 2023
City Council Agenda
February 7, 2023
2. Authorize the City Administrator and/or his designee to execute the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT
There is no specific City Council adopted 5 -Year Strategic Goal or objective related to this agenda item.
DISCUSSION:
On February 4, 2021, Staff solicited proposals from qualified firms to create a bench list of professional consultants to provide on-call construction management and inspection services for the City's Capital Improvement Program (CIP). Staff selected the top four (4) ranked firms for a 3 -year term with an option for a two-year term extension based upon performance and at the discretion of the City. Each consultant serves on an on-call basis and with a contract not -to -exceed amount of $250,000, the cost of which is charged to individual project budgets. The purpose of having multiple firms on a bench list is to ensure efficient delivery of multiple capital improvement projects some of which may run concurrently.
As one of the top-ranking firms on the list, Transtech was selected based upon their experience and qualifications to provide the City with CM and inspection services on the FY 20-21 Arterial Rehabilitation and the Highway Safety Improvement Program (HSIP) projects. The CM services being provided by Transtech includes a part-time construction manager and a full-time inspector on both projects. Transtech provided the City with an initial proposal in the amount of $137,965 for performing CM and inspection services on the FY 20-21 Arterial Paving Project and $88,996 for the HSIP, respectively. In addition, Transtech provided the City with a proposal in the amount of $9,990 for materials testing services to provide quality assurance on the City's paving projects.
Due to several unforeseen conditions encountered during construction, both projects have experienced extensive delays, some of which was attributed to conflicts with unforeseen field conditions which were not anticipated during the design phase of the project.
To provide adequate spending authority under the contract cap, Addendum No. 1 in the amount of $25,000.00 was approved by the City Administrator under his approval authority limit. The new not -to -exceed contract amount was raised to $275,000. On the HSIP project, up to 10% of change orders will be paid for by the grant which has already been approved by the State.
The FY 20-21 Arterial Rehabilitation Project is now complete and the HSIP project is near completion, with minor punch list work left to complete. An additional $50,000 in additional spending authority under the contract cap is needed to pay for balance of the CM and inspection services on both projects. Staff seeks Council approval to increase Transtech's contract by $50,000 to a not -to -exceed amount of $325,000 to pay for CM and inspection services for covering the remainder of the projects. All additional costs for CM and inspection services are covered in each respective project budget, including the grant funded HSIP project.
City Council Agenda
February 7, 2023
FISCAL IMPACT:
The recommended action will approve an amendment to the Professional Services Agreement with Transtech for an additional $50,000 for a cumulative not -to -exceed amount of $325,000. A total amount of 382,033.36 is available and budgeted in the Fiscal Year (FY) 2022-23 CIP Budget for the Citywide HSIP Traffic Signal Project. In addition, a total of $86,500 is included for allocation in the FY 2022-23 CIP Mid -Year Budget Adjustment to cover the cost of the proposed amendment.
Accordingly, sufficient funds existing for the recommended actions.
Prepared by:
Masoud S5afyt
City Engi
Reviewed and approved:
Ar Jerrrffer Lampman
Director of Finance
Reviewed.iii"':' o i ri ved:
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Da-miennR. Arrula
City Administrator
Attachment:
Amendment No. 2 to PSA with Transtech, Inc.