Administrative
Report
H.9., File # 22-3585 Meeting Date: 1/18/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH NICOLE JULES, DBA
PRIORITY ENGINEERING, SPECIALIZING IN DELIVERY OF TRANSPORTATION RELATED
PROJECTS, FOR PROFESSIONAL ENGINEERING SERVICES FOR AN AMOUNT NOT TO EXCEED $100,000 FOR THE TERM ENDING JANUARY 17, 2023
EXECUTIVE SUMMARY
In an effort to accelerate CIP project delivery, Public Works Department staff has negotiated on-call professional service agreements with engineering, architecture and surveying firms to allow for quick assignment of smaller work tasks. On-call service contracts are, by definition, not fully defined as to the scope, amount and encumbrance of a funding source. To overcome these uncertainties, these contracts include a mechanism for staff to receive quotes and award work on a task by task basis, with a “not to exceed” limit for the amount of work awarded to a consulting firm over the life of the contract. Funding for each task comes from projects and programs that have already received Council appropriations.
The City Council has awarded a number of these contracts in the past, and they have been successfully used in a number of projects to accelerate project delivery timelines. Staff is now bringing an additional contract forward for award by the City Council. This additional on-call contract is needed to provide services related to managing implementation of bicycle facilities projects currently identified and funded in the CIP. The proposed contract is included as an attachment.
BACKGROUND
During the City’s process for the FY2018-19 budget cycle, a Budget Response Report identified several tools that would be useful in accelerating the pace of delivery of CIP projects. One tool that staff strongly recommended is on-call contracting for professional services. These contracts allow staff to quickly assign smaller work tasks (e.g. geotechnical engineering, surveying, etc.) without having to develop and present an individual contract to the City Council for award. Funding sources for on-call contracts are not identified at the time of award. As tasks are assigned to an on-call vendor, the funding is also assigned (using the purchase order) from the already appropriated funding source for the particular project to which the work applies.
The Engineering Services Division and the City Attorney’s office worked together to develop a contract template for solicitation of RFP’s for on-call consulting services. The template stipulates a two-year term with a not to exceed value of $100,000 over the two years.
H.9., File # 22-3585 Meeting Date: 1/18/2022
On December 18, 2018, the City Council awarded six firms with on-call contracts and on February 19, 2019 seven additional contracts were awarded. Another was added in December of 2019. Use of these services accelerated delivery of many projects and, as such, several of these agreements were amended by the City Council on December 1, 2020 to extend their term. These agreements provide the City with a deep and broad “bench” of firms to supplement staff efforts to deliver CIP projects.
Staff is now bringing an additional contract with Priority Engineering forward for award by the City Council. Priority Engineering is a transportation and municipal engineering consultant who specializes in delivery of transportation related projects. Priority Engineering previously performed on-call services for the City under the firm name of DBE Consulting LLC. This additional on-call contract is now needed to provide services related to managing implementation of bicycle facilities projects currently identified and funded in the CIP.
COORDINATION
The on-call contract development has been coordinated between the City Attorney’s Office and the Public Works Department. The City Attorney’s Office prepared and approved the professional services agreement.
FISCAL IMPACT
There are no additional funding impacts by approving the professional services contract. Funding for assigned project work, is committed as tasks are assigned by staff and only from funds that have already been appropriated by City Council for the various CIP projects or programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
On-Call Professional Services Agreement with Priority Engineering