AGENDA ITEM NO.5
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: August 16, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF APPROVAL OF THIRD AMENDMENT TO PROFESSIONAL
SERVICES AGREEMENT WITH TRANSTECH FOR CITY ENGINEERING SERVICES RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to negotiate and execute the Third Amendment to the Professional Services Agreement with Transtech Engineers, Inc. for engineering services.
BACKGROUND:
On August 20, 2019, the City Council approved a Professional Services Agreement (Agreement) with Transtech for City Engineering Services, Traffic Engineering, and General Engineering Services. The Agreement was for a term of two (2) years with three (3), one (1) year extensions available and a maximum annual compensation of $800,000.
On February 4, 2020, the City and Transtech entered into the First Amendment to the Agreement, which separated the Engineering and Capital Improvement Projects (CIP) budgets. It established an annual limit of $700,000 for Engineering Services and $1,000,000 for CIP compensation.
The Second Amendment was entered into September 2, 2021, extending the term of the Agreement until September 5, 2022.
DISCUSSION:
Transtech has provided the City of West Covina's City Engineering Services since September 6, 2019.
Since that date, the division has experienced an influx in the number of engineering plan -checks, inspections, and permit issuances. The City has increased the number of permits processed over the past few years. In Fiscal Year (FY) 2020-21, 471 engineering permits were processed; for FY 2021-22, the City anticipates processing over 882 engineering permits. In addition to the permits, the increase of Transtech services consists of additional traffic analysis studies requested, the hiring of an interim Public Works Director, and miscellaneous engineering services (engineering services not covered by permit fees). In doing so, Transtech's compensation limit of $700,000 will not be sufficient to cover the Engineering services rendered to the City.
Transtech is paid according to the fee schedule (set hourly rates) included in the Agreement (Exhibit B of the Agreement is Attachment No. 2). As most of the expenditures are offset by revenue, the proposed
third Amendment would remove the compensation limit for engineering services, so it will not impede the City's ability to have Transtech continue to process engineering permits and conduct traffic safety analyses.
The Third Amendment will also remove the CIP compensation limit of $1,000,000. The CIP budgeted projects increased from FY 21-22 ($37 Million) to FY 22-23 ($94 Million) by over $56 Million. As the City has increased the CIP budget, the CIP services required of Transtech has increased. Transtech is paid in accordance to the fee schedule. The cost of their services varies between 18% - 27% of the CIP project budget and is funded by the project funding source.
Lastly, as the term of the Agreement expires September 5, 2022, the Third Amendment will extend the term until September 2023.
LEGAL REVIEW:
The City Attorney's Office has reviewed the amendment and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve staff's recommendation; or
2. Provide alternative direction.
Prepared by: Gerardo Rojas, Economic Development Project Coordinator Fiscal Impact
FISCAL IMPACT:
With the removal of the compensation limits to Engineering Services and CIP, Transtech will continue to be paid accordance with the fee schedule. Engineering and CIP services are paid from various funds based on the service and location. These include but are not limited to the General Fund (No. 110), Proposition C (No. 122), Gasoline Tax (No. 124), Sewer Maintenance (No. 189), and Maintenance Districts. The table below includes the primary accounts charged for engineering services and the estimated costs for FY2021-22.This does not include CIP services which are charged to the various projects.
Account No.
Account Name
FY2021-22
Budget*
FY2021-22
Estimate
Estimated
Balance
110.71.4130.6110
Professional Services
$600,000
$588,100
$11,900
122.71.4132.613
Iservice Contracts
$506,000
$427,200
$78,800
124.71.4131.611
1professionai Services
$77,400
$77,300
$100
189.71.4189.6130 =lService
Contracts
$123,700
$79,200
$44,500
*Pending approval of Preliminary End of Year Budget Amendment.
Attachments
Attachment No. 1 - Third Amendment to Professional Services Agreement Attachment No. 2 - Exhibit B to the Professional Services Agreement with Transtech CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability
ATTACHMENT NO. 1
THIRD AMENDMENT TO
CITY OF WEST COVINA
PROFESSIONAL SERVICES AGREEMENT WITH
TRANSTECH ENGINEERS, INC.
FOR
CITY ENGINEER SERVICES, TRAFFIC ENGINEER SERVICES AND
ON -CALL GENERAL ENGINEERING SERVICES
THIS THIRD AMENDMENT ("Amendment") is made and entered into as of August 16, 2022 ("Effective Date") by and between the CITY OF WEST COVINA, a municipal corporation ("City'), and TRANSTECH ENGINEERS, INC., a California corporation ("Consultant").
WHEREAS, City and Consultant entered into a Professional Services Agreement dated September 6, 2019 for Consultant to provide City Engineer services, Traffic Engineer services and on -call general engineering services ("Original Agreement"); and WHEREAS, City and Consultant amended the Original Agreement to clarify Consultant's compensation for engineering services and for preparing and completing capital improvement projects through the First Amendment to the Original Agreement, dated February
4. 2020: and
WHEREAS, Section 4.1 of the Original Agreement provides for an initial term of two (2) years, ending September 6, 2021, with the option for City and Consultant to extend the term for up to three (3) additional one (1) year periods; and
WHEREAS, City and Consultant extended the term of the Original Agreement through September 5, 2022 through the Second Amendment to the Original Agreement, dated September 2, 2021; and
WHEREAS, City and Consultant now desire to extend the term for one (1) year, through September 5, 2023; and
WHEREAS, City and Consultant further desire to amend Section 2.1 of the Original Agreement as set forth herein.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:
1. Section 2.1 of the Original Agreement shall be amended to read as follows:
2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit B (the "Fee Schedule").
2. The term of the Original Agreement shall be extended through September 5, 2023.
3. All terms not defined herein shall have the same meaning and use as set forth in the Original Agreement.
4. All other terms, conditions, and provisions of the Original Agreement shall remain Transtech Engineers, Inc.
Engineering Services
Third Amendment
in full force and effect.
IN WITNESS WHEREOF, City and Consultant have executed this Amendment as of the date set forth above.
CITY OF WEST COVINA CONSULTANT
David Carmany
City Manager
ATTEST:
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
Helen Tran
Human Resources and Risk Management
Director
Ali Cayir
President
Sybil Cayir
Secretary
Transtech Engineers, Inc.
Engineering Services
Third Amendment
ATTACHMENT NO. 2
Exhibit B
Fee Schedule
Below is Transtech's current Standard SCHEDULE OF HOURLY RATES for all staff classifications. Please note, Rates are average and negotiable, and final rates are negotiated based on final scope, staff positions.
TRANSTECH ENGINEERS, INC.
SCHEDULE OF HOURLY RATES
Effective through June 30, 2020
ENGINEERING
Field Technician
$67
Engineering Technician
$82
Assistant CAD Drafter
$97
Senior CAD Drafter
$118
Associate Designer
$123
Senior Designer
$133
Design Project Manager
$164
Assistant Engineer
$103
Staff Engineer
$128
Associate Civil Engineer
$128
Senior Civil Engineer
$164
Traffic Analyst Technician
$82
Associate Traffic Analyst
$97
Senior Traffic Analyst
$133
Professional Transportation
Planner
$154
Traffic Engineer Technician
$82
Associate Traffic Engineer
$128
Traffic Engineer
$144
Senior Traffic Engineer
$164
Project Manager
$154
Senior Project Manager
$164
Deputy City Engineer
$144
Senior City Engineer
$164
Principal Engineer
$185
CONSTRUCTION
Labor Compliance Analyst
$123
Funds Coordinator
$123
Utility Coordinator
$138
Office Engineer
$113
Construction Inspector
$118
Senior Construction Inspector
$133
Construction Manager
$164
Resident Engineer
$164
Public Works Inspector
$118
Senior Public Works Inspector
$133
Supervising PW Inspector
•
Survey Analyst
$138
$118
Senior Survey Analyst
$123
2 Man Survey Crew
$287
Survey & Mapping Specialist
$164
Licensed Land Surveyor
•
Funds Analyst
$179
$103
Senior Funds Analyst
$123
Graphic & Rendering Designer
$113
Grant Writer
$123
Funds & Grant Project Manager
$154
BUILDING & SAFETY
Permit Technician
$62
Building Inspector
$87
Senior Building Inspector
$97
Plans Examiner/Checker
$123
Plan Check Engineer
$133
CASp Plan Checker
$144
Deputy Building Official
$133
Building Official
Community Development Technician
$144
$62
Planning Technician
$62
Assistant Planner
$97
Associate Planner
$113
Senior Planner
$123
Planning Manager
$138
Deputy Director
$174
Director
Administrative/Clerical
$185
$62
Project Accountant
$77
All fees are Increased each year July 1st automatically by the percentage change Los Angeles -Long Beach -Anaheim California Consumer Price Index -All Urban Consumers ('CPI-U") for the preceding twelve-month period as calculated for February by the U.S. Department of Labor Bureau of Labor Statistics and published by the United States Bureau of Labor Statistic.
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