Administrative
Report
H.6., File # 24-0030 Meeting Date: 2/13/2024
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN ON-CALL AGREEMENT WITH PACIFIC ARCHITECTURE AND ENGINEERING, A
CALIFORNIA CORPORATION, FOR PROFESSIONAL ENGINEERING SERVICES FOR AN AMOUNT NOT TO EXCEED $100,000 AND THE TERM ENDING FEBRUARY 12, 2026
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 by setting up the contract conditions in advance. On-call service contracts are 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 pre-approved 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 to accelerate project delivery timelines. Staff is currently asking Council to approve an Agreement with Pacific Architecture and Engineering to provide professional services related to architecture, civil engineering, and project and construction management support to assist with budgeted facility improvement projects. Pacific Architecture and Engineering has served the City for several years, most notably on providing project management and architectural services for the Transit Center project.
BACKGROUND
On-call contracting for professional services is a tool the City uses to accelerate the successful completion and delivery of CIP projects. These contracts enable staff to assign smaller work tasks (i.e. geotechnical engineering, surveying, etc.) to firms without having to develop and present each work item to City Council for approval. As tasks are assigned to an on-call vendor, the funding is assigned (using the purchase order) from funds already appropriated to the particular project to which the work applies.
The Engineering Services Division and the City Attorney’s Office worked together to develop guidelines to solicit vendors and select qualified firms to be awarded on-call consulting services. The base template stipulates a two-year term with a not to exceed value of $100,000. Many of these contracts have been renewed for additional two-year terms, and new vendors have been awarded
H.6., File # 24-0030 Meeting Date: 2/13/2024
contracts as the City’s need for on-call firms evolves.
These agreements provide the City with a deep and broad bench of firms to supplement staff efforts to deliver CIP projects. Pacific Architecture and Engineering is an architectural and engineering consultant that specializes in the facilities engineering discipline. This on-call contract will provide architectural and building engineering services associated with the City’s Capital Improvement Program.
COORDINATION
The development of on-call professional services agreements has been coordinated between the City Attorney’s Office and the Public Works Department.
FISCAL IMPACT
There is no additional fiscal impact associated with this item. Payment for assigned professional services work is covered by funds already appropriated by the City Council for CIP projects and programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Pacific Architecture and Engineering