DATE: January 22, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Development Services Department
TITLE: AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR AS-NEEDED ENGINEERING CAPITAL IMPROVEMENT PROGRAM AND LAND DEVELOPMENT SUPPORT SERVICES
RECOMMENDATION
title
Staff recommends that the City Council approve Amendment 3 to the Professional Services Agreement (PSA) with NV5, Inc. (“NV5”), in the amount of $100,000, for as-needed Construction Management Services for the Engineering Capital Improvement Program (CIP); and authorize the City Manager to execute the amendment upon receipt of all necessary documents.
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BACKGROUND AND ANALYSIS
The Development Services Department’s Engineering Division is responsible for managing an estimated $705 million CIP budget over the next five fiscal years.
On June 21, 2023, the City Council approved 21, three-year PSAs with consulting firms for as-needed support services, which allow the Engineering CIP and Land Development groups to quickly adjust staffing levels and provide technical support on an as-needed basis. The existing PSAs include seven categories of services and are set to expire June 2026.
On February 14, 2024, the City Council approved amendment 1 for $100,000 to support construction management and construction inspection services for additional area groups added to the Slurry Seal and Overlay Project scope for fiscal year 2023-24.
On May 22, 2024 the City Council approved amendment 2 to support additional area groups added to the project scope and close out activities of the Slurry Seal and Overlay Project for fiscal year 2023-24.
The Engineering Division has several CIP projects in development. To help ensure the seamless and efficient completion of such projects in a more expedient manner, staff requests City Council approval to increase the dollar amount of the existing PSA with NV5 for continued on-call construction management services while maintaining the original contract completion date of June 17, 2026.
NV5 has been a lead consultant to the City’s Slurry Seal and Overlay Project through its
existing as-needed PSAs, which include construction management services and construction inspection services. NV5’s support has been indispensable in completing the project as scheduled.
NV5 currently supports the CIP program with its Overlay and Slurry Seal project in two categories: 1) construction management and 2) construction inspection services. Based on current project demand and the firm’s previous involvement in other projects of similar nature, the FY24-25 Slurry Seal and Overlay project proposed Amendment 3 to NV5’s existing construction management agreement requires $100,000 for continued project management support for the project through completion. As a result, the total not-to-exceed three-year PSA for construction management services would be $750,000.
FISCAL IMPACT
Once the scope of work and duration of an as-needed task is established, consultants provide City staff with project cost estimates pursuant to their PSA hourly rates. Purchase orders are subsequently issued based on the available account balances of each project.
In this instance, a total of $100,000 in additional funds are required for NV5 for construction management for the Street Restoration Asphalt Overlay project account 902159419517.5703.10600, which has an available balance of $1.9M; therefore, sufficient funds are available.
|
Description |
Amount |
Account |
Available Balance |
|
Amendment 3 with NV5 for Construction Management Services |
$100,000 |
Measure X - Street Restoration Asphalt Overlay 902159419517.5305.10600 |
$1.9M |
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Kymberly Corbin, Senior Civil Engineer
Reviewed by: Darlene Nicandro, Development Services Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Amendment 3