Staff Report — Simi Valley City Council, June 5, 2023

A2366.SR.JD

CITY OF SIMI VALLEY

MEMORANDUM
June 5,
2023
TO: Cit
y Council
FR
OM: Department of Public Works
SUBJ
ECT: APPROVAL OF SECOND AMENDMENT CONTRACTS WITH
GEODYNAMICS, INC. AND GEOTECHNICAL ASSOCIATES, INC.

FOR PROFESSIONAL GEOTECHNICAL ENGINEERING SERVICES

STAFF RECOMMENDATION
Sta
ff recommends City Council a pprove Second Amendment contracts with GeoDynamics, Inc., and with Geotechnical Associates, Inc. for professional geotechnical engineering services to extend the term from July 1, 2023 , to June 30, 2025 , and to increase the not-to-exceed amount of each by $200,000, thereby resulting in a revised not-to-exceed amount of each to $600,000.

BACKGROUND AND OVERVIEW
On J
une 3, 2019, the City Council awarde d two (2) consultant professional services contracts for professional geotechnical engineering services for the Public Works Department. The Department does not maintain staff for certain specialized engineering services due to the fluctuating workload of projects and fund availability. To streamline the consultant selection process, on- call contracts for professional services have been utilized.

Th
e Department contracts with multiple firms in the event a consultant becomes unavailable due to workload, conflict of interest, or need for third- party peer review.

Currently, the Department has existing contracts with GeoDynamics, Inc. and Geotechnical Associates, Inc., which provides an option of two (2) additional two (2) year terms. The first option (First Amendmen t) was exercised on June 1, 2021, extending the term from July 1, 2021, to June 30, 2023 and increasing the not-to-exceed amount of each contract to $400,000. These contracts are set to expire on June 30, 2023. The Department desires to exercise the final option (Second Amendment) of the additional two-year term, extending each contract from July 1, 2023, to June 30, 2025.

FINDINGS AND ALTERNATIVES
Th
e Department utilizes consultant services on specialized and professional geotechnical engineering services as a result of workload fluctuation and availability of funds. GeoDynamics, Inc. and Geotechnical Associat es, Inc. have been integral in

AGENDA I

TEM NO.

Consent (7)
A2366.SR.JD
supporting the Department with an array of such services which range from reviewing grading plan reports, geotechnical studies, and Guidelines for Geotechnical Reports, to providing field observation during grading operation. Based on this niche service, the City benefits from continuing this relationship with GeoDynamics, Inc. and Geotechnical Associates, Inc. throughout the allowable term.

As such, st aff recommends City Council approve Second Amendment contracts with GeoDynamics, Inc., and with Geotechnical Associates, Inc. for professional geotechnical engineering services. These Second Amendment contracts will extend the term from July 1, 2023, to June 30, 2025, and increase the not-to-exceed amount of each by $200,000, thereby resulting in a revised not-to-exceed amount of each to $600,000. Each consultant has revised their Schedule of Fees which have been added in the attached Second Amendment contracts.

The Plan Check and review services conducted by these firms are funded directly by developers. Therefore, the cost for these Second Amendment contracts will be offset by corresponding revenues. Revenue in the amount of $200,000 is proposed in the FY 2023-24 Public Works Budget and a similar amount will be incorporated into the FY 2024-25 budget to fund these contracts through June 30, 2025.

The following alternatives are available to the City Council:

1. A
pprove Second Amendment contracts with GeoDynamics, Inc., and with Geotechnical Associates, Inc., extending the term of each for an additional two (2) years beginning July 1, 2023, to June 30, 2025, and increasing the not–to-exceed amount of each by $200,000, thereby resulting in a revised not-to-exceed amount of $600,000 for each professional geotechnical engineering services contract.

2. D
o not approve the amendments and provide staff with other direction.

S
taff recommends Alternative No. 1

SUGGESTED CITY COUNCIL MOTION
I
move to approve Second Amendment contracts with GeoDynamics, Inc., and with Geotechnical Associates, Inc., extending the term of each for an additional two years beginning July 1, 2023, to June 30, 2025, and increasing the not –to-exceed amount of each by $200,000, thereby resulting in a revised not-to-exceed amount of $600,000 for each professional geotechnical engineering services contract. 2 A2366.SR.JD

SUMMARY

The City entered into contract s with GeoDynamics, Inc., and Geotechnical Associates, Inc., on June 3, 2019, to provide professional geotechnical engineering services, with an option to renew two (2) additional two (2) year terms. The Department exercised the first option on June 1, 2021 and is now set to expire on June 30, 2023. The Department desires to exercise the final option of two (2) additional two (2) year terms effective July 1, 2023 through June 30, 2025, and requests to increase the not -to-exceed amount by $200,000, thereby resulting in a revised n ot-to-exceed amount of $600,000 for each professional geotechnical engineering services.

____________________________________
Ronald K. Fuchiwaki
Public Works Director

Prepared by: Dylan Gunning, Senior Management Analyst

INDEX Page

Second Amendment - GeoDynamics, Inc. ....................................... 4 Second Amendment - Geotechnical Associates, Inc. ...................... 9 3 A2366.CON.JD
2nd Contract Amd.-RFP PW 19-02

SECOND AMENDMENT TO CONTRACT BETWEEN THE CITY
OF SIMI VALLEY AND GEODYNAMICS, INC., FOR

PROFESSIONAL GEOTECHNICAL ENGINEERING
SERVICES, RFP NO. PW 19-02

THIS SECOND AMENDMENT TO CONTRACT is made and entered into in the City of Simi Valley on this 5 th day of June 2023, by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and GEODYNAMICS, INC., a California Corporation, hereinafter referred to as CONSULTANT, each a “Party” and collectively “Parties”.

I. Recitals

A. CITY and CONSULTANT entered into a written contract ("CONTRACT") executed by the Parties on June 3, 2019, for the performance of professional geotechnical engineering services, which is incorporated herein by reference.

B. On June 1, 2021, the Parties executed the FIRST AMENDMENT to the CONTRACT (“First Amendment”) extending the terms for two years for the period of July 1, 2021, to June 30, 2023, and increased the contract amount by $200,000, for a total contract not to exceed amount of $400,000. The FIRST AMENDMENT is also incorporated herein by reference.

C. In accordance with paragraph eight of the CONTRACT, the Parties desire to extend the term of the CONTRACT for two years for the period July 1 , 2023, to June 30, 2025 , increasing the not-to-exceed amount of the CONTRACT by $200,000 for a total of $ 600,000, as further set forth below, and revising Exhibit “B”, Schedule of Fees, as set forth below.

NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:

II. Amendment

1. Section 2. Term,
is amended to read as follows:

The term of the CONTRACT shall be extended for two (2) years from July 1, 2023, to June 30, 2025 (“Extended Term”).

4 A2366.CON.JD
2nd Contract Amd.-RFP PW 19-02

2. Section 4. Compensation and Payment, is being amended to read as follows.

E. The Not-to-Exceed Amount for Extended Term. In no event shall the total amount paid for the two (2) year term extension of this Second Amendment to the CONTRACT exceed the amount of $200,000. Unless otherwise agreed to by the parties in writing, the total not -to-exceed CONTRACT amount is $600,000. The CONSULTANT shall keep a tally of the cost for the work ordered by the CITY. The CONSULTANT shall not accept work orders from the CITY if the cost for the work will exceed the amount indicated above unless otherwise agreed to by the parties in writing.

3. Exhibit “B”. Schedule of Fees,
is being amended as follows:

Exhibit “B” Schedule of Fees, is replaced in its entirety with Exhibit “B-1” Schedule of Fees, attached hereto and incorporated herein, for the Term of this Second Amendment to CONTRACT.

4. Mailing Address
. The mailing address of each P arty to this CONTRACT
AMENDMENT is as follows:

CITY Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Brent Siemer
Deputy Director/Development Services
(805) 583-6805

5 A2366.CON.JD
2nd Contract Amd.-RFP PW 19-02
CONSULTANT GeoDynamics, Inc.
80 Long Court, Suite 2A
Thousand Oaks, CA 91360
Staff Contact: Ali Abdel-Haq
Principal Geotechnical Engineer
(805) 496-1222

5. Except as herein amended, all other terms and conditions of the CONTRACT shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written.

Attest: City of Simi Valley, A Municipal Corporation

By:

Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California

Approved as to Form: Geodynamics, Inc.

David L. Caceres, City Attorney By:

Approved as to Content: Print Name:

Title:

Brian Paul Gabler, City Manager
By:

Print Name:

Johanna Medrano,
Deputy Administrative Services Director/ Title:

Budget & Purchasing

Ronald K. Fuchiwaki
Public Works Director

6 A2366.CON.JD
2nd Contract Amd.-RFP PW 19-02
EXHIBIT “B-1”

SCHEDULE OF FEES

SECOND AMENDMENT TO CONTRACT BETWEEN THE CITY
OF SIMI VALLEY AND GEODYNAMICS, INC., FOR

PROFESSIONAL GEOTECHNICAL ENGINEERING
SERVICES, RFP NO. PW 19-02

7 A2366.CON.JD
2nd Contract Amd.-RFP PW 19-02

8 A2366.CON1.JD
2nd Contract Amd.-RFP PW 19-02

SECOND AMENDMENT TO CONTRACT BETWEEN THE CITY
OF SIMI VALLEY AND GEOTECHNICAL ASSOCIATES , INC.,

FOR PROFESSIONAL GEOTECHNICAL ENGINEERING
SERVICES, RFP NO. PW 19-02

THIS SECOND AMENDMENT TO CONTRACT is made and entered into in the City of Simi Valley on this 5 th day of June 2023, by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and GEOTECHNICAL ASSOCIATES, INC. , a California Corporation, hereinafter referred to as CONSULTANT, each a “Party” and collectively “Parties”.

I. Recitals

C. In accordance with paragraph eight of the CONTRACT, the Parties desire to extend the term of the CONTRACT for two years for the period July 1 , 2023, to June 30, 2025, increasing the not-to-exceed amount of the CONTRACT by $200,000 for a total of $ 600,000, as further set forth below, and revising Exhibit “B”, Schedule of Fees, as set forth below.

NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the Parties hereto agree as follows:

II. Amendment

1. Section 2. Term,
is amended to read as follows:

The term of the CONTRACT shall be extended for two (2) years from July 1, 2023, to June 30, 2025 (“Extended Term”).

2. Section 4. Compensation and Payment
, is being amended to read as follows.

3. Exhibit “B”. Schedule of Fees, is being amended as follows:

Exhibit “B” Schedule of Fees, is replaced in its entirety with Exhibit “B-1” Schedule of Fees, attached hereto and incorporated herein, for the Term of this Second Amendment to CONTRACT.

4. Mailing Address
. The mailing address of each P arty to this CONTRACT
AMENDMENT is as follows:

CITY Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Brent Siemer
Deputy Director/Development Services
(805) 583-6805

10 A2366.CON1.JD
2nd Contract Amd.-RFP PW 19-02
CONSULTANT Geotechnical Associates, Inc.
3595 Old Conejo Road
Thousand Oaks, CA 91320
Staff Contact: William F. Cavan, Jr.

Principal Engineering Geologist
(805) 375-9244

5. Except as herein amended, all other terms and conditions of th e CONTRACT shall remain in full force and effect.