Administrative
Report
H.8., File # 24-1656 Meeting Date: 10/15/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE ON-CALL CONSULTING SERVICES AGREEMENT WITH
GILLIS & PANICHAPAN ARCHITECTS, INCORPORATED, TO INCREASE THE NOT TO EXCEED AMOUNT BY $100,000 FOR A NEW TOTAL NOT TO EXCEED AMOUNT OF $200,000, AND TO EXTEND THE TERM THROUGH OCTOBER 14, 2026
EXECUTIVE SUMMARY
In an effort to accelerate the Capital Improvement Program (CIP) project delivery, the Public Works Department 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, on-call 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 approved several of these contracts, and they have been successfully used for a number of projects to accelerate project delivery timelines. The proposed amendment with Gillis & Panichapan Architects, Inc. is needed to continue to provide services related to managing the design of the Police Department Shooting Range and other facility-related CIPs.
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 recommended by staff was utilization of on-call contracting for professional services. On-call service contracts allow 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 appropriated from projects already approved by the City Council.
The Public Works Engineering Services Division and the City Attorney’s Office worked together to develop a contract template for solicitation of 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 years.
On October 18, 2022, the City Council awarded an on-call contract to Gillis Panichapan Architects, Inc. The proposed first amendment to their Agreement will add an additional two years to the term
H.8., File # 24-1656 Meeting Date: 10/15/2024
Inc. The proposed first amendment to their Agreement will add an additional two years to the term and an additional $100,000 to the contract’s not to exceed amount. GPA is an architectural firm that has previously executed on-call work related to a number of City facilities. Staff recommends approval of the proposed amendment which will allow Gillis & Panichapan Architects, Inc. to provide additional services related to managing the design of the Police Department Shooting Range and other facility-related CIPs.
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 amendment as to form.
FISCAL IMPACT
There is no immediate fiscal impact associated with this item. Funding will be committed as tasks are assigned by staff from funds that have already been appropriated by City Council to the various CIP projects and programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to Agreement with Gillis & Panichapan Architects, Inc. · Agmt - Gillis & Panichapan Architects, Inc., October 18, 2022