Administrative
Report
H.15., File # 22-3922 Meeting Date: 4/5/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH HKA ELEVATOR CONSULTING, INC. IN AN AMOUNT NOT TO EXCEED $100,000 FOR THE TERM ENDING APRIL 4, 2024
EXECUTIVE SUMMARY
In an effort to accelerate Capital Improvement Program (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 by setting up the contract conditions in advance. On-call service contracts are, by definition, not fully defined as to the scope, amount and encumbrance of a funding source. To manage these uncertainties, the 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 approved a number of these contracts in the past, and they have been successfully used in a variety of projects to accelerate project delivery timelines. Staff is now bringing an additional contract forward for approval by the City Council. This on-call contract, with HKA Elevator Consulting, is needed to provide services related to vertical and horizontal transportation systems services, elevator engineering and design, project management, program management, permitting coordination, cost estimating, public outreach, testing, assessment and evaluation of existing systems, producing construction documents, constructability and value engineering reviews, bid review and analysis, construction observation, and qualified elevator inspections.
BACKGROUND
During the City’s process for the FY 2018-19 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. On-call service contracts are, by definition, not fully defined as to the scope, amount and encumbrance of a funding source.
The 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 vendor. This allows staff to quickly assign smaller work tasks (e.g. geotechnical engineering, surveying, etc.) without having to develop and present an individual contract to City Council for approval. Funding sources for on-call contracts are not identified at the time of approval. Rather, as tasks are assigned to an on-call
H.15., File # 22-3922 Meeting Date: 4/5/2022
contracts are not identified at the time of approval. Rather, as tasks are assigned to an on-call vendor, the funding is 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.
On December 18, 2018, the City Council awarded six firms with on-call contracts and on February 19, 2019 seven additional contracts were approved. Another was added in December of 2019. Use of these services was successful in accelerating the delivery of many City projects and as a result the 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. A number of additional on-call contracts were also approved after the initial wave, as needs were further identified.
Staff is now bringing an additional contract with HKA Elevator Consulting, Inc. (HKA) forward for approval by the City Council. HKA is a vertical and horizontal transportation consulting firm who specializes in elevator, escalator and moving walkway projects. This additional on-call contract is needed to provide services related to managing the implementation of certain projects currently identified and funded in the CIP. The assessment and recommendation of improvements for the Historic Library elevator system is the first project to HKA will support.
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 with HKA.
FISCAL IMPACT
No additional funding is needed for approval of the agreement. Funding is committed as tasks are assigned by staff and is provided by funds that have been appropriated by City Council to the various CIP projects and programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
On-Call Professional Services Agreement with HKA Elevator Consulting, Inc.