AGENDA ITEM #
STAFF REPORT
TO: Mayor and City Council DATE: January 16, 2025
FROM: Kofi Antobam, Director of Administrative Services SUBJECT: Approval of FY 24-25 Contracts
SPECIFIC REQUEST OR RECOMMENDATION:
That the City Council approve the terms of the contracts, as set forth in Exhibit A, and authorize the City Manager to execute the subject contracts.
INFORMATION:
BACKGROUND:
Attached hereto is a contracts list that staff is requesting the City Council approve.
These are contracts for Fiscal Year 24-25 for services for which costs and terms were negotiated (Exhibit A).
ATTACHMENT:
Exhibit A-January 16, 2025, FY 24-25 Contracts List
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CONTRACT SUMMARY
FROM: Ian Lasley, Assistant Director of Public Works
DATE: January 16, 2025
SUBJECT: Award of Contract to Retail Market Servies, Inc.- Shopping Cart and Litter Removal.
____________________________________________________________________ Background:
The Public Works Streets Division recently has undergone a reduction in staffing in favor of utilizing contract vendors for routine operations. To maintain our current level of service, a contractor can efficiently canvas the city removing shopping carts and litter citywide on a weekly scheduled basis.
Discussion Topic:
There has been a steady uptick in shopping carts left behind in the city right of ways causing blight. Staff has been responsive and diligent in removal of the shopping carts.
Hiring a contractor to perform these services will free staff time to attend to other repairs in the city.
Fiscal Impact:
The total cost of the proposed contract will be $16,200.00 during the first fiscal year ending June 30, 2025, and $24,000.00 annually for additional years of the contract with no contingency allowance. Contract will allow for an option to extend 3 additional years.
Funds are available for this project in Fiscal Year 2024/2025 Public Works operating budget. No budget adjustments are necessary.
Recommendation:
Staff recommends City Council approve the City to enter into and agreement with Retail Market Services, Inc for shopping cart and litter removal. 4-3
CONTRACT SUMMARY
FROM: Jason Jaurigue, Director of Information Services DATE: January 16, 2025
SUBJECT: Laserfiche Annual Maintenance Agreement.
____________________________________________________________________ Background:
Laserfiche is the City’s citywide records management platform, utilized for electronic document storage, retrieval, and management across all departments. Complete Paperless Solutions (CPS) is the City’s chosen vendor for Laserfiche, providing software licensing, maintenance, and support services.
The proposed agreement will extend the City’s current support and maintenance contract with CPS for one additional year. The total cost of the agreement is $56,155 that includes:
Technical Support: Access to CPS technical support for troubleshooting and resolving issues.
Software Upgrades: Regular updates to ensure the system remains up-to-date with new features, security patches, and performance enhancements. Product Enhancements/Intergration: Access to improvements and enhancements that increase functionality and usability.
CPS has provided reliable support and maintenance for Laserfiche, ensuring the platform operates effectively to meet the City’s needs for records management.
Continuing this agreement will ensure uninterrupted service and ongoing improvements to the system.
Fiscal Impact:
Funds are budgeted for Laserfiche for Fiscal Year 2024/25 in the amount of $56,155 4-4
CONTRACT SUMMARY
FROM: Ryan Stendell, Assistant City Manager
DATE: January 16, 2025
SUBJECT: Approval of a Professional Services Agreement with NV5 Inc, Palm Desert, CA in an amount not to exceed $45,000 to provide contracted City Engineering Services.
____________________________________________________________________ Background:
Effective December 30, 2024, City Engineer, Leland Cole retiried from the City of Rancho Mirage after 34-years of continuous service. While the recruitment process takes its course, staff will be contracting for City Engineer services. Many cities have adopted contract models for this function, with success. This time period should give us time to evaluate the effectiveness of contracting this function in event our recruitment does not yield a desired candidate.
Discussion:
Staff has numerous on-call agreements for functions that we do not have direct expertise. NV5 is a nationwide firm that provides a range of services inclusive of: Acting City Engineer, General Civil Engineering, Construction Management, Plan Checking, Traffic Engineering, Transportation Planning, among others. Our local project lead will be Tim Jonasson, PE, who is a known commodity and staff believes can aid in supporting City functions.
Fiscal Impact:
Staff is requesting approval of this Professional Services Agreement in an amount not to exceed $45,000. This is an on-call contract, the vendor will only bill for services rendered to the City. Funds are available in 10131000, which will be offset by the salary savings from the vacancy of the City Engineer.
Attachments:
1.NV5 Service Proposal / Rate Sheet
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EXHIBIT "A" SCOPE OF SERVICES
• Design Consultant (NV5, Inc.) will provide Tim Jonasson, PE, as contract city engineer to perform or oversee the following services for the CITY: • City Engineer:
OAice Hours 12-16hrs/week depending on workload, availability for scheduled meetings as needed. Attend public meetings as needed to represent the City.
Engage with residents, contractors, developers and other City consultants either in person or virtually as needed to ensure high levels of customer service. • General PW Management/Admin: Assist with administration of various transportation grants, and other funding streams. Assist the PW Dept. in analyzing or recommending CIP Projects for short- and long-term eAiciencies. Aid in reviewing public bidding documents, requests for proposals and potentially participate in the selection process. Review and recommend eAiciencies to city policies and procedures related to the engineering division operations. Coordinate with adjacent agencies, and/or utilities on behalf of the City.
• Engineering Plan Check Services: Coordinate plan check services between consulting team and engineering staA members. Coordinate all aspects of the permitting process from plan check review to final inspection, and bond release including but not limited to: Direct the issuance of grading permits, review of soils and hydrology reports, recommend conditions of approval, review and approve bond and developer provided information related to Subdivision Improvement Agreements.
• Geotechnical: Review and evaluate geology and geotechnical engineering reports.
Review foundation and grading plans for proposed development projects to ensure compliance with applicable regulations.
• Hydrology: All Hydrology and/or hydraulic calcs will be reviewed in conformance with County Flood Control District Methodology.
• Pre-Entitlement Review Support
• CIP: Provide engineering support to City’s Project Management team for capital improvement projects, review technical reports, plans, specifications for public bidding in support of City Projects. Review change orders associated with capital projects. Professional Surveying: Provide back-up city surveyor services as requested including map check for development projects and field survey for CIP projects.
• TraAic Engineering: Provide back-up city traAic engineering services as requested. • Assist with emergency repairs of public infrastructure. •Other Misc. Services: from time to time the City may have the need for other services not specifically listed in this agreement for which the Consultant has the necessary expertise and capabilities to provide. The City may authorize Consultant to perform such selected services on an as-needed basis. 4-6
NV5, INC.
Palm Desert Office
Rate Schedule
Technical Services
Engineering Aide/Planning Aide ................................................................................ $65.00/hour Project Assistant ........................................................................................................ $98.00/hour Project Administrator ............................................................................................... $102.00/hour CADD Technician I .................................................................................................... $109.00/hour CADD Technician II ................................................................................................... $132.00/hour CADD Technician III .................................................................................................. $147.00/hour Senior CADD Technician/Designer ......................................................................... $157.00/hour
Professional
Junior Engineer/Planner/Surveyor ......................................................................... $110.00/hour Assistant Engineer/Planner/Surveyor .................................................................... $136.00/hour Associate Engineer/Planner/Surveyor ................................................................... $147.00/hour Senior Engineer/Planner ......................................................................................... $175.00/hour Associate Project Manager ……….………………………………….................................... $185.00/hour Entitlement Engineer/Planner ................................................................................ $200.00/hour Project Manager ....................................................................................................... $240.00/hour Associate .................................................................................................................. $250.00/hour City Engineer ........................................................................................................ $250.00/hour Principal .................................................................................................................... $285.00/hour Construction Management
Construction Manager ............................................................................................. $175.00/hour Inspector* ............................................................................................................... $164.00/hour Surveying
1-Person Field Crew* .............................................................................................. $198.00/hour 2-Person Field Crew* .............................................................................................. $330.00/hour 3-Person Field Crew* .............................................................................................. $445.00/hour Senior Surveyor ………………………………………………………………………………………….. $170.00/hour Survey Manager ....................................................................................................... $225.00/hour Expenses:
Deliveries/Reproduction/Subconsultant Services ...................................................... Cost + 10% Mileage .................................................................................................................. per IRS standard
Rates are effective through December 31, 2025. If contract assignment extends beyond that date, a new rate schedule will be added to the contract.
* Assumes prevailing wages are applicable for field work. ** Regular rates. Work in excess of 8 hours and work on Saturdays will be billed at 1.5 times the regular rate.
Work in excess of 12 hours and work on Sundays and Holidays will be billed at 2 times the regular rate. 4-7