Administrative
Report
H.6., File # 22-4984 Meeting Date: 10/18/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH GILLIS & PANICHAPAN ARCHITECTS, INCORPORATED IN AN AMOUNT NOT TO EXCEED $100,000 FOR THE TERM ENDING OCTOBER 17, 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 contract conditions in advance of the work. Oncall 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.
Staff is now bringing an additional contract forward for approval by the City Council. This on-call agreement with Gillis & Panichapan Architects, Inc. (GPA), is needed to provide architectural services, building systems engineering, civil and site engineering and other ancillary services, to assist with various repair and improvement projects to City facilities. Work is anticipated to include, design, project management, permitting, producing construction documents, constructability and value engineering reviews, bid review and analysis and construction observation.
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. 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 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 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 the solicitation of RFP’s for on-call consulting services. The template stipulates a two-year contact term with a not to exceed value of $100,000.
Since 2018, the Council has awarded on-call contracts to fourteen firms. As intended, utilizing on-call services has accelerated the delivery of many projects, and several of these agreements were amended by the City
H.6., File # 22-4984 Meeting Date: 10/18/2022
has accelerated the delivery of many projects, and several of these agreements were amended by the City Council on December 1, 2020 to extend the life of the contracts. These agreements have provided the City with a deep and broad collection of firms to supplement staff efforts to deliver CIP projects.
Staff is now bringing an additional contract with GPA forward for award by the City Council. GPA is an architectural firm, previously engaged by the City for the City Council Chamber Improvement Project and Police Department Lobby and Records Area Improvement Project. Staff anticipates GPA will provide services related to the implementation of certain 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 recommended professional services agreement.
FISCAL IMPACT
There are no fiscal impacts associated with approval of the contract. Funding is committed to project work as tasks are assigned by staff and only from project funds that have already been appropriated by City Council.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Gillis & Panichapan Architects, Inc.
· Insurance - Gillis & Panichapan Architects, Inc.