CITY OF POMONA
COUNCIL REPORT
February 7, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: AMENDMENT TO AGREEMENT WITH HR GREEN PACIFIC, INC. FOR PROFESSIONAL REVIEW AND INSPECTION CONSULTING SERVICES RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
Approve an Amendment to a contract with HR Green Pacific, Inc. to provide professional on-call review and inspection consulting services for “Transit Improvement Program – Gold Line,” Project No. 428-2590-XXXXX-68559 for an amount not-to-exceed $300,000 for the initial three-year term, with renewal options not-to-exceed a combined additional amount of $200,000 during an additional two year term; and Authorize the City Manager or designee, to execute the amendment and any subsequent amendments as well as renewal options.
EXECUTIVE SUMMARY: Approval of the recommended actions will amend an agreement with HR Green Pacific, Inc. for professional on-call review and inspection consulting services for “Transit Improvement Program – Gold Line,” Project No. 428-2590-XXXXX-68559 increasing the contract by $200,000. The initial term of the agreement ends April 15, 2023, and if all extensions are utilized, the agreement will end on April 15, 2025. This will enable the Public Works Department to continue providing as-needed review and inspection services for the approximately $1.6B to $2.1B Gold Line project which has highly variable needs due to its “design-build” format.
FISCAL IMPACT: With the approval of this amendment, the cost of services will be an additional $200,000 for the initial three-year term since nearly $100,000 has already been spent, with renewal options not-to-exceed a combined additional amount of $200,000 during an additional two-year term. Funding for these services is appropriated in the FY 2021-22 CIP Budget, Account 428-2590-XXXXX-68559.
Transit Improvement Program – Gold Line
Project No. 428-2590-XXXXX-68559
Current Budget
$1,623,560
Agreement with HR Green Pacific, Inc. ($100,000 has already been encumbered and mostly spent) max. term not-to-exceed 4 additional years) ($400,000)
Encumbrances / Expense as of January 26, 2022
($142,154)
Funds Available for Contingency, Staff Time, and Other Misc. Costs $1,081,406
PUBLIC NOTICING REQUIREMENTS: In accordance with Section 2-993.1 – Formal Procurement Procedure of the City’s Purchasing Ordinance, a Notice Inviting Bids for as-needed civil engineering services was sent to the eight (8) pre-qualified consultants in the Specialty Area A-1 (Civil Engineering) category of the approved Master Consultant list on August 15, 2019. Bids were due on September 25, 2019.
DISCUSSION: Approval of this amendment to the agreement with HR Green Pacific, Inc. will increase the contract by $200,000 from $100,000 to $300,000 and the provide continuing on-call review and inspection services, heling to ensure the City’s interest are protected as the Gold Line project design-build project progresses.
The Gold Line extension is a $1.6B to $2.1B light rail project that will extend the light rail corridor from Azusa to Montclair, either ending in or passing through Pomona. The Foothill Gold Line Extension (also known as the Metro Gold Line Foothill Extension, a.k.a the “L” Line) is an extension of the Metro Gold Line light rail corridor from its former terminus in Pasadena, east through the “Foothill Cities,” into San Bernardino Country. The plan is being implemented as two separate mass-transit projects, known as Phase 2A (Pasadena to Azusa) and Phase 2B (Azusa to Montclair). Phase 2A was completed in March 2016, while Phases 2B, which involves a new station in Pomona, is in the design-build stage. The Corridor extension will be a part of the Los Angeles County Metro Rail System, and when completed, will be served by the Metro Gold Line. The Foothill Gold Line is being planned and implemented by the Gold Line Foothill Extension Construction Authority (GLA).
Following a competitive process, the City administratively approved and executed an initial $100,000 Consultant Service Agreement with HR Green Pacific, Inc. on April 16, 2020. The original intent of the agreement was to have $100,000 per agreement year to expend as needed. The contract was written not to exceed $100,000. The action taken will correct this administrative error. This action is being brought to City Council (Council) as Section 2-1005 (4) requires amendments that exceed $200,000 be approved by the Council.
City Staff anticipates the continued submittal of project design documents for the proposed Gold Line project, as well s the growing need for construction (‘build’) inspection services in the field through the City. Project documents, such as amended Environmental Impact Reports (EIR), a multitude of different plans (i.e. civil/streets/sidewalks/grading, water, sewer, traffic, drainage), studies, specifications, etc., as well as years of construction inspection for this massive “once-in-a-lifetime’ transit improvement. The City is restricted through the Master Cooperative Agreement for the Gold Line project to limited time frames for the various reviews and inspections that are anticipated to be needed for documents needing review and work needing inspection, making “time-of-the-essence” for these services. HR Green Pacific, Inc. has been providing on-call civil engineering services in a consistent and satisfactory manner for this project and it would be very disruptive to the project if the City is unable to fully fund all of the required services through needed contract amendments and renewals.
COUNCIL PRIORITIES & GOALS: This item supports the 2019-2020 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City Services to business and residents.
Prepared by:
_____________________________
Lily Perez
Program Assistant
Award of Agreement for Professional On-Call Engineering Plan Check Services with HR Green