Administrative
Report
H.12., File # 23-6995 Meeting Date: 10/17/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE ON-CALL CONSULTING SERVICES AGREEMENT WITH
CWE FOR SPECIALIZED DRAINAGE AND WATER RESOURCE ENGINEERING, INCREASING THE NOT TO EXCEED AMOUNT BY $100,000 FOR A NEW TOTAL NOT TO EXCEED AMOUNT OF $200,000, AND EXTENDING THE TERM TO OCTOBER 18, 2025
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 a number of engineering, architecture, and surveying firms to allow for quick assignment of smaller work tasks by setting up the contract conditions in advance. Funding for each task comes from projects and programs that have already received Council budget approval.
The City Council has awarded a number of these contracts and amendments in the past, and they have been successfully used in a variety of areas to accelerate delivery timelines. Staff is now recommending City Council approve an amendment to the agreement with CWE, which will allow CWE to continue providing services related to civil and drainage engineering. The City expects CWE to assist with multiple spot repairs and targeted improvements to the City’s storm drain network.
CWE is an engineering firm that carries out civil engineering work for stormwater management, water resources, and other environmental services.
BACKGROUND
During the FY 2018-19 budget cycle, a Budget Response Report identified several tools that would be useful in accelerating the pace of CIP project delivery. One tool was 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. To overcome 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 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 award. 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 appropriated funding source for the particular project to which the work applies.
The Engineering Services Division and the City Attorney’s Office worked to develop a contract template for solicitation of RFP’s for on-call consulting services. The template stipulates a two-year
H.12., File # 23-6995 Meeting Date: 10/17/2023
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.
Since 2018, the Council has approved a number of agreements and contract amendments to these agreements to develop a deep and broad “bench” of firms to supplement staff efforts to deliver CIP projects. The original Agreement with CWE was approved by Council on October 19, 2021 to assist the City with CIP implementation involving specialized drainage and water resources engineering.
The proposed amendment to the CWE on-call agreement is needed to continue the civil and drainage engineering services required to complete projects included in the Citywide Drainage Improvement Program.
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 first amendment as to form.
FISCAL IMPACT
Approval of the amendment will not trigger any additional funding impacts. Funding for engineering tasks assigned to CWE is allocated from CIP projects that have already received budget approval by the City Council.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to Agreement with CWE
· Agmt - Original Agreement with CWE, October 19, 2021