Item Coversheet
ADMINISTRATIVE REPORT
MEETING DATE:  6/24/2020Consent – Agreements  ac.
TO:Honorable Mayor and City Council
FROM:Nick Fidler, Public Works Director
DATE:5/28/2020
WARD: 
SUBJECT:

Amendments to various Consultant agreements for On-Call Civil Engineering and Survey Services for non-federally funded Capital Improvement Program (CIP) projects:

 

  1. Amendment No. 2 to Agreement No. 17-085 with AECOM Tehcnical Services, Inc. (extend term one year to June 30, 2021 and increase compensation by $100,000, not to exceed $550,000);
  2. Amendment No. 2 to Agreement No. 17-086 with Meyer Civil Engineering, Inc. (extend term one year to June 30, 2021 and increase compensation by $100,000, not to exceed $650,000); and
  3. Amendment No. 2 to Agreement No. 17-087 with Ruettgers & Schuler Civil Engineers (extend term one year to June 30, 2021 and increase compensation by $100,000, not to exceed $550,000).
STAFF RECOMMENDATION:

Staff recommends approval of the amendments.
BACKGROUND:

To expedite delivery of the Capital Improvement Program (CIP) projects, City staff advertised a request for qualifications (RFQ) for on-call civil engineering and survey services on March 24, 2017. Through a qualifications-based selection process, the three civil engineering firms AECOM Technical Services Inc. (AECOM), Meyer Civil Engineering Inc. (Meyer), and Ruettgers & Schuler Civil Engineers (R&S), were chosen to perform these services based on their statements of qualifications submittals. Agreement Nos. 17-085 (AECOM), 17-086 (Meyer), and 17-087 (R&S) were approved by the City Council on June 28, 2017.

 

Amendment No. 1 for each of the three agreements, approved by City Council on June 28, 2019, extended the term to June 30, 2020. The amendment also expanded the scope of work to provide on-call civil engineering and survey services for Fiscal Year (FY) 2019-2020, and increased the not-to-exceed compensation for each agreement. The additional compensation added to each agreement is as follows:

Agreement 17-085 (AECOM) - Increased by $150,000.00 (total n-t-e $450,000.00);

Agreement 17-086 (Meyer) - Increased by $250,000.00 (total n-t-e $550,000.00); and

Agreement 17-087 (R&S) - Increased by $150,000.00 (total n-t-e $450,000.00).

 

These three agreements will expire on June 30, 2020. However, each of the Consultants are working on various projects that will not be completed by that expiration date. Additionally, the City has upcoming projects for which one or more of the Consultants may provide on-call civil engineering or survey services. Therefore, Amendment No. 2 extends the term of each agreement by one year, to June 30, 2021, expands the scope of work to include on call civil engineering and survey services for FY 2020-2021, and provides for additional compensation of $100,000.00 to each Consultant. The new not-to-exceed compensation amount for each Consultant would be as follows:

Agreement 17-085 (AECOM) - Increased by $100,000.00 (total n-t-e $550,000.00);

Agreement 17-086 (Meyer) - Increased by $100,000.00 (total n-t-e $650,000.00); and

Agreement 17-087 (R&S) - Increased by $100,000.00 (total n-t-e $550,000.00.

 

The funding for the on-call civil engineering and survey services provided by the Consultants will come from each CIP project's budget.

 

Staff will be issuing a new Request for Qualifications (RFQ) in Spring 2021 to solicit proposals for  On-Call Civil Engineering and Surveying Services for future CIP projects; therefore, staff does not anticipate any additional amendments for these consultants in the future.

ATTACHMENTS:
DescriptionType
Amendment No. 2 to Agreement 17-085Agreement
Amendment No. 2 to Agreement 17-086Agreement
Amendment No. 2 to Agreement 17-087Agreement