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TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: DIRECTOR OF PUBLIC WORKS
DATE: AUGUST 5, 2003
SUBJECT: ON-CALL PROFESSIONAL SERVICES AGREEMENT – LIMIT INCREASE
Staff Coordinator: Nicole Jules, Sr. Engineer
Authorize a contract limit increase from $25,000 to $34,000 for contract engineering services under the On-Call Service Agreement for Merit Civil Engineering.
The Public Works Department relies on contract professional services to efficiently and effectively provide public works services. Contact services typically include services for engineering design, inspection, geotechnical engineering, landscape architecture, construction management, surveying, plan checking, and environmental clearance.
For large-scale projects such as the design of a storm drain or the overlay program the department circulates a Request for Proposal (RFP), evaluates proposals, and brings a recommendation for award of a contract to the City Council.
The department is also involved in a number of small-scale projects, and projects where consulting services are urgently needed. In such cases the RFP process would be an inefficient method to obtain the needed services. In response to this an on-call process was established to streamline the manner in which contract professional services are obtained. Under the on-call process the City Council established a list of 24 qualified engineering firms, and contracts were awarded to and executed with each firm. Under the on-call process staff then has the ability, throughout the year, to select a firm from the on-call list, and authorize expenditures within limits established by the City Council.
The limits established by the on-call process are the adopted budget as well as a limit of $ 25,000 for each project, and a limit of $60,000 per fiscal year awarded to any one firm. The principal behind the $25,000 and $60,000 limits is to develop a number of consulting engineering firms that have experience working with the City, and therefore a relationship with staff and knowledge of the City’s procedures. Over the course of the current fiscal year staff has exceeded the $25,000 project limit for Merit Civil Engineering and staff requests a waiver from these limits.
It is important to note that staff is not requesting additional funding, only the ability to exceed the expenditure guidelines established by the on-call process.
Staff’s request for authorization to exceed the limits of the on-call process with Merit Civil Engineering finalizes the San Ramon Drainage and Landslide Stabilization Project. Merit Civil Engineering has worked with the City on a long-term basis and has a very good knowledge of the City’s practices and procedures. Because of this, they were hired to finalize the outlet structure design, prepare legal description exhibits for properties affected by the project, prepare record drawings and establish property survey markers for residences affected by the project. The costs associated with the San Ramon Project exceed the $25,000 single project limitation. It is estimated that for the ’02-‘03 fiscal year, the total cost for contract professional services with Merit Civil Engineering under the on-call process will be $34,000.
There is no fiscal impact to the recommended actions. Funding is available in the adopted budget.
Dean E. Allison
Director of Public Works