AUGUST 2, 2005 ON-CALL PROFESSIONAL SERVICES AGREEMENT FOR KEC INC. – LIMIT INCREASE AUGUST 2, 2005 ON-CALL PROFESSIONAL SERVICES AGREEMENT FOR KEC INC. – LIMIT INCREASE

 

TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: AUGUST 2, 2005

SUBJECT: ON-CALL PROFESSIONAL SERVICES AGREEMENT FOR KEC INC. – LIMIT INCREASE

Staff Coordinator: Anne Zaworski P.E., Senior Engineer

RECOMMENDATION

Authorize the contract limit increase from $ 60,000 to $90,000 and the task limit from $25,000 to $40,000 for on-call engineering services with KEC Engineers inc.

EXECUTIVE SUMMARY

The City has entered into contracts with a number of engineering firms for an unspecified scope and dollar amount. When the contract was awarded in 2004 the City Council authorized staff to award projects to each firm based upon guidelines as to the limit each firm could be awarded per project and the total limit across all projects for a given firm. At this time, professional design services with one firm, KEC Engineering Inc., will soon exceed these limits and this staff report requests authorization to exceed the guidelines.

This request before you is not a request for additional funding, only the ability to exceed the expenditure guidelines established by the City Council for the on-call process.

BACKGROUND

On March 15, 2005, in response to the January/February storms, City Council requested staff to proceed with a number of storm drain projects. These projects included both interim and permanent improvements that will be implemented prior to the next rainy season, as well as permanent improvements, which involve complex projects that will take several years to implement.

The list of interim and permanent projects for which the City Council approved funding for both engineering and construction are as follows:

Engineering design is currently well underway on all of these projects, and construction improvements will be completed prior to the next rainy season.

The Public Works Department was able to obtain engineering services and begin work on all projects in a very efficient manner through the use of an on-call service provider. Staff utilized a single firm for all these services, KEC Engineers Inc.

The total cost of engineering services will soon exceed the pre-authorized on-call spending limits and staff is requesting authorization to do so.

DISCUSSION

The limits established by the on-call process for any one firm are dictated by both the adopted budget as well as the $ 25,000/task limit, and the total contract limit of $60,000 per fiscal year. The principle 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 will soon exceed these limits with one of our engineering firms, KEC Engineers Inc.

CONCLUSION

Adopting the staff recommendations will authorize staff to obtain the needed engineering services for several interim drainage projects.

FISCAL IMPACT

There is no fiscal impact to the recommended actions. Funding is available in the adopted budget.

Respectfully Submitted,

Dean E. Allison

Director of Public Works

Reviewed by:

Les Evans

City Manager