CITY COUNCIL STAFF REPORT
Meeting Date: October 02, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION ___-23 AUTHORIZING THE CITY MANAGER
TO EXECUTE A THIRD AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT WITH TRAFFIC PATTERNS TO PROVIDE
TRAFFIC OPERATIONS AND MANAGEMENT SERVICES
SYNOPSIS
The City of Pleasant Hill (“City”) entered into a Professional Services Agreement with Traffic Patterns (“Consultant”) on October 23, 2020 (Exhibit A) for traffic operations and management consulting services due to the vacancy of the City’s Senior Traffic Engineer position. A Third Amendment to the Professional Services Agreement (Exhibit B) is necessary to pay outstanding invoices, extend the completion date of the current contract by one year to December 31, 2025, and allow City staff to engage the consultant on an as-needed basis to assist on future Capital Improvement Projects as part of the FY2022-2027 Capital Improvement Plan (CIP).
DISCUSSION
Background
The City entered into a Professional Services Agreement in the amount of $25,000 with the Consultant on October 23, 2020, to assist the City with its traffic operation and management needs due to the vacancy of the City’s Senior Traffic Engineer position. A First Amendment to the Professional Services Agreement was adopted by Resolution No. 27-21 on April 19, 2021, which extended the completion date to December 31, 2021 and a total not to exceed $75,000. The Second Amendment to the Professional Services Agreement was adopted by Resolution 76-21 on December 20, 2021, which further extended the completion date to December 21, 2024, and a total not to exceed $225,000. The proposed Third Amendment will extend the completion date to December 31, 2025, and increase the contract by $65,000 for a total not to exceed $290,000.
Analysis
In 2022, the City hired a Senior Traffic Engineer, though the individual resigned within the nine months of employment, which required the City to continue to rely upon the Consultant for assistance. The Engineering Division recently filled the position of Transportation Manager, who will perform the traffic operation and management duties, resulting in a significant decrease in the reliance upon the Consultant going forward.
The Consultant has provided staff with the outstanding invoices from March 2023 to date totaling $56,920.00. The current purchase order balance is $19,590.00. Staff seeks to augment the purchase order by $65,000 to cover these outstanding invoices and retain the Consultant for on-call services. The Engineering Division has sufficient funds within its approved budget to cover the invoices, after the payment of which the balance of the purchase order will be $27,670.00.
Staff proposes using the remainder of the purchase order to retain the Consultant for on-call services and as-needed assistance with Capital Improvement Projects as part of the FY 2022/2027 Capital Improvement Plan (CIP). Consultant charges for any on-call work will be paid from the Pedestrian and Bicycle Program (Fund 12), not the General Fund. The Consultant has satisfactorily performed the assigned tasks outlined in the Scope of Services and has submitted an updated On-Call Work Scope with this Amendment (Exhibit C).
FISCAL IMPACT
The proposed Third Amendment to the Professional Services Agreement extends the completion date by one year and increases the agreement by $65,000 to a new, not-to-exceed amount of $290,000.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the proposed resolution authorizing the City Manager to execute a Third Amendment to the Professional Services Agreement with Traffic Patterns to extend the agreement by one year and increase the contract by $65,000.
ALTERNATIVES TO RECOMMENDED ACTION
Do not adopt the proposed resolution and provide direction to staff.
ATTACHMENT(S):
Proposed Resolution
Exhibit A – Original Professional Services Agreement
Exhibit B - Third Amendment to Professional Services Agreement Exhibit C - On-Call Scope & Fee Schedule
Prepared by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager