Administrative
Report
H.6., File # 22-5188 Meeting Date: 12/13/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AMENDMENTS TO THE ON-CALL CONSULTING SERVICE AGREEMENTS WITH AGA ENGINEERS, INC., ARCHITERRA, INC., DENN ENGINEERS, ELIE FARAH, INC., GRIFFIN STRUCTURES, INC., HIRSCH AND ASSOCIATES, INC. (LANDSCAPE ARCHITECTS), IDS GROUP, INC., ONWARD ENGINEERING, SABERI & ASSOCIATES INC., AND TWINING, INC., TO INCREASE THE NOT TO EXCEED AMOUNT FOR EACH AGREEMENT BY $100,000 AND TO EXTEND THE TERM THROUGH DECEMBER 31, 2024
EXECUTIVE SUMMARY
Pursuant to a City Council initiative to accelerate capital improvement projects (CIP) delivery, the City initiated a Request for Proposals (RFP) process for the engagement of thirteen engineering, architecture and surveying firms in late 2018 and early 2019 to allow for the quick assignment of smaller capital project 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 task order quotes and work approval 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 CIP projects and programs that have already received council appropriations. Each of these contracts are scheduled to expire on December 31, 2022. Staff is recommending a two-year extension for ten of the original thirteen on-call agreements and an increase in the not to exceed amount from $200,000 to $300,000 to provide for future project assignments.
BACKGROUND
During the City’s 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 was on-call contracting for professional services. These Agreements allow staff to receive quotes and award work on a task by task basis, with a “not to exceed” limit for each vendor.
This enables staff to quickly assign smaller work tasks (e.g. geotechnical engineering, surveying, etc.) to pre-contracted firms without having to develop and present an individual contract to City Council for consideration.
Funding sources for on-call contracts are not identified at the time of award. 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 Public Works Department Engineering Service Division (ESD) and the City Attorney’s Office
H.6., File # 22-5188 Meeting Date: 12/13/2022
The Public Works Department Engineering Service Division (ESD) and the City Attorney’s Office worked together to develop a contract template for solicitation of an RFP for on-call consulting services and in August of 2018 distributed the RFP. Several RFP search services also reviewed the RFP and distributed it to their clients. All of this exposure resulted in fifty-one proposals, which staff reviewed and evaluated during September and October of that year. Negotiations began in November 2018 with thirteen firms and were concluded in December. City Council approved these Agreements in late 2018 and early 2019, providing the City with a deep and broad bench of firms to supplement staff efforts to deliver CIP projects. Eleven of the original thirteen agreements were awarded an amendment in December 2020.
The on-call Agreements are due to expire at the end of this 2022. Due to the successful implementation of work assignments with most of the current vendors, staff is recommending a second amendment be awarded for ten of the original thirteen firms that were awarded a contract.
Two of the original 13 firms, Dudek Engineers and Hamilton & Associates, were not extended a first amendment due to either not regularly being responsive to staff requests or providing work types that staff does not anticipate needing in the immediate future. The third firm, Canon, will not be extended a second amendment due to lack of responsiveness and an overall rate structure that has become non-competitive.
The amendments each add two years to the term of the contract, expiring December 21, 2024, and add $100,000 to the not-to-exceed value of each contract. The amendments are included as attachments to this report. The existing contracts can be viewed from the City website by navigating to the “Research City Records” page at <https://www.redondo.org/how_do_i/view/public.asp>. Once there, select “Contracts/Agreements”, then “Active”, then “Public Works”. Contracts are listed alphabetically by firm name.
Staff has issued 72 task awards to these firms over the last four years to assist with more than thirty CIP projects and over twenty-five other urgent engineering requests. The table below summarizes the volume of work, in dollars encumbered, awarded to each of the ten firms using on-call contracts after the 2018 solicitation.
Firm Name Primary Discipline Awards to date
AGA Engineers Traffic Engineering $ 200,000
Architerra, Inc. Landscape Architects $ 169,925
Denn Engineers Land Surveying $ 135,950
Elie Farah, Inc Civil Engineering $ 173,684
Griffin Structures Project & Construction Mgmt. $ 46,400 Hirsch & Associates Landscape Architecture $ 35,400
IDS Group Architecture $ 48,651
Onward Engineering Traffic and Civil Engineering $ 123,705 Saberi & Associates Structural Engineering $ 86,743
Twining Inc Geotechnical Engineering $ 20,271
The availability of the on-call agreements have resulted in shaving weeks and months off project timelines and saved countless hours of staff time that would have been otherwise needed to prepare standalone contracts. The amendments will allow the Engineering Services Division to continue to
H.6., File # 22-5188 Meeting Date: 12/13/2022
standalone contracts. The amendments will allow the Engineering Services Division to continue to provide responsive delivery of CIP projects in the most efficient way possible. Therefore, staff recommends the City Council award second amendments to each of the ten firms indicated in the title so that these efficiencies can continue.
COORDINATION
The on-call contract and amendment development has been coordinated between the City Attorney’s Office and the Public Works Department. The City Attorney’s Office prepared and approved as to form the contract amendments.
FISCAL IMPACT
No additional funding impacts occur by approving the contract amendments. Funding is committed as tasks are assigned by staff and only from funds that have already been appropriated by City Council to the various CIP projects and programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Second Amendment to AGA Engineers, Inc.
· Second Amendment to Architerra, Inc.
· Second Amendment to Denn Engineers
· Second Amendment to Elie Farah, Inc.
· Second Amendment to Griffin Structures, Inc.
· Second Amendment to Hirsch & Associates, Inc.
· Second Amendment to IDS Group, Inc.
· Second Amendment to Onward Engineering
· Second Amendment to Saberi & Associates, Inc.
· Second Amendment to Twining, Inc.