Administrative
Report
H.7., File # 24-1464 Meeting Date: 9/17/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH JENNIFER DUNBAR,
DBA DUNBAR ARCHITECTURE, A CALIFORNIA CORPORATION, FOR PROFESSIONAL ARCHITECTURAL SERVICES FOR AN AMOUNT NOT TO EXCEED $100,000 AND THE TERM ENDING SEPTEMBER 2, 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, 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.
The City Council has awarded 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 recommending a contract with Jennifer Dunbar, dba Dunbar Architecture (Dunbar Architecture), to provide professional architectural and ADA compliance services, especially those related to historic facilities.
BACKGROUND
During the FY 2018-19 budget cycle, a Budget Response Report identified on-call contracting for professional services as a useful tool to accelerate the pace of delivery of CIP projects. 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 given vendor. This allows staff to quickly assign smaller work tasks (e.g. geotechnical engineering, surveying, etc.) without having to develop and present individual contracts 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 from an appropriated funding source for the particular project to which the work applies.
The Public Works Engineering Services Division and the City Attorney’s Office worked together to develop a contract template used in requests for proposals for on-call consulting services. The
H.7., File # 24-1464 Meeting Date: 9/17/2024
develop a contract template used in requests for proposals for on-call consulting services. The template stipulates a two-year term with a not to exceed value of $100,000 over the two-year term.
Many of these contracts have been renewed for additional two-year terms, and new vendors have been awarded contracts as the City’s need for on-call firms grows and evolves.
These Agreements provide the City with a deep and broad bench of firms to supplement staff efforts to deliver CIP projects. At this time, staff is recommending approval of an agreement with Dunbar Architecture, which is a full-service architecture firm that specializes in existing and historic buildings, ADA evaluation, and compliance requirements. The immediate need for theses services pertains to the reopening of the Veteran’s Park Historic Library.
COORDINATION
Preparation of the on-call contract has been coordinated by the City Attorney’s Office and the Public Works Department. The City Attorney’s Office has approved the Agreement as to form.
FISCAL IMPACT
There is no immediate fiscal impact associated with the item. Funding for the architectural services is available in Council-approved CIP projects and programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Jennifer Dunbar, dba Dunbar Architecture
· Insurance - Jennifer Dunbar, dba Dunbar Architecture