Rancho Palos Verdes City Council

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DECEMBER 20, 2005 CONTRACTS FOR PROFESSIONAL SERVICES. DECEMBER 20, 2005 CONTRACTS FOR PROFESSIONAL SERVICES. DECEMBER 20, 2005 CONTRACTS FOR PROFESSIONAL SERVICES.

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: DECEMBER 20, 2005

SUBJECT: CONTRACTS FOR PROFESSIONAL SERVICES.

STAFF COORDINATOR: Ron Dragoo, Senior Engineer

RECOMMENDATIONS

1. Adopt Resolutions 2005-_____, 2005-_____, and 2005-_____ resolutions of the City Council of the City of Rancho Palos Verdes amending resolution 2005-53, the budget appropriation for fiscal year 2005-06, for budget adjustments to the city’s General Fund and Street Maintenance-Pavement and Prop C Funds.
2. Award a contract for Professional Services to Charles Abbott and Associates to include $45,000 for City Engineering Services, $14,000 for Portuguese Bend Roadway Maintenance Inspection Services and $47,400 for GPS Monitoring Services.
3. Authorize the Mayor and City Clerk to execute the above contract for Professional Services with Charles Abbott Associates, Inc.
4. Authorize staff to negotiate one, or more, contract(s) for additional Professional Services with one, or more, of the following firms: Charles Abbott Associates, Inc.; Harris and Associates; Willdan; or CBM Consulting for an amount not to exceed $90,000 in total.
5. Authorize the Mayor and City Clerk to execute one, or more, contract(s) for Professional Services with one, or more, of the following firms: Charles Abbott Associates, Inc.; Harris and Associates; Willdan; or CBM Consulting for an amount not to exceed $90,000 in total.

BACKGROUND

On May 31 2005, the City Council adopted the budget for FY 2005/2006. Included in the budget are line items for City Engineering Services, Roadway Maintenance Inspection Services at the Portuguese Bend Landslide and GPS Monitoring Services.

The record 2005 winter storms are assumed to be the cause of the unprecedented land movement that has adversely affected Palos Verdes Drive South at the Portuguese Bend landslide area.

The Budgeted funds for City Engineering Services and Global Positioning System (GPS) monitoring associated with the land movement and engineering investigations have been exhausted.

Staff’s workload has increases through staff attrition and with the addition of several emergency storm drainage related projects.

DISCUSSION

City Engineering Services require additional funding. Staff estimates an additional $30,000 will be required for the remainder of the Fiscal Year. Staff estimates an additional $5,000 will be required to provide inspection services for roadway work in the landslide area this Fiscal Year.

Funds budgeted for monitoring the land movement, have been expended. Two additional surveys to collect data and the associated reporting will be needed this year. Staff estimates an additional $35,000 is needed to complete this work.

The city uses Charles Abbott and Associates, Inc. to provide the professional services outlined above during this and previous fiscal years. Staff is satisfied with the service and products that have been provided and are recommending continuing these professional services.

A contract is being prepared for execution with Charles Abbott Associates, Inc. The contract will include funds authorized in the FY2005-2006 adopted budget ($36,400) and the additional funds ($70,000) requested here. The total amount of the contract for Professional Services with Charles Abbott and Associates is $106,400.

Several consultant firms have personnel available to help with the increased project load on a temporary basis. Staff is requesting authority to negotiate with one or more of the following firms for temporary staffing (these firms are currently included as city on-call service providers): Charles Abbott Associates, Inc.; Harris and Associates; Willdan; or CBM Consulting. Staff estimates an additional $90,000 will be needed to augment current city staffing efforts.

A contract will be negotiated and prepared for execution with one, or more, of the firms listed above for professional staffing services. The total amount of the contract(s) for professional services will be limited to a maximum of $90,000.

CONCLUSIONS

Adopting staff’s recommendations will appropriate the funding needed to provide the professional services to Charles Abbott and Associates, Inc., in the amount of $106,400, authorize staff to negotiate a contract(s) with one, or more, of the firms included in the city’s on-call service providers list in the amount not to exceed $90,000 in total, and authorize the Mayor and City Clerk to execute the contracts.

FISCAL IMPACT

Funding is not adequate to provide for the additional services anticipated, therefore, staff proposes making adjustments to the general fund in accordance with the recommendations presented in the attached resolutions 2005-_____, 2005-_____, and 2005-_____.

Specifically, $5,000 in Proposition C funds will be transferred to the Street Maintenance-Pavement Management fund (the estimated fund balance at 6-30-06 is $216,921).

The Public Works Administration program will be increased $120,000 ($30,000 for City Engineering Services + $90,000 for temporary staffing) with a general fund transfer. The Improvement Authority will be asked to increase the Improvement Authority Program by $35,000 at the next regularly scheduled Authority meeting. The Estimated General Fund Reserves are shown in attachment A.

Submitted by,

Ray Holland
Interim Director of Public Works

Reviewed,

Les Evans
City Manager

Attachment: A) Estimated General Fund Reserve
B) Resolution 2005-_____
C) Resolution 2005-_____
D) Resolution 2005-_____

RESOLUTION NO. 2005-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2005-53, THE BUDGET APPROPRIATION
FOR FISCAL YEAR 2005-06, FOR A BUDGET ADJUSTMENT TO THE CITY’S STREET MAINTENANCE-PAVEMENT AND PROPOSITION C FUNDS

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, on May 31, 2005, the City Council of the City of Rancho Palos Verdes adopted Resolution 2005-53, approving a spending plan and authorizing a budget appropriation for the 2005-06 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds for inspection services for Portuguese Road Maintenance; and

WHEREAS, a budget increase in the Street Maintenance-Pavement Management Program is necessary to authorize the expenditure of additional funds for professional/technical services;

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustments be made to the Street Maintenance-Pavement Management and Proposition C funds:

PB Road Maintenance 202-3005-432-32-00 Prof/technical $5,000
Street Maint-Pavement-
Transfer In 202-3005-391-10-00 From Prop C $5,000
Prop C Transfer Out 215-3015-491-91-00 To Street Maint ($5,000)

PASSED, APPROVED, AND ADOPTED THIS 20th DAY OF December, 2005.

___________________________
MAYOR

ATTEST:

______________________
CITY CLERK Resolution No. 2005-

State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )

I, CAROLYNN PETRU, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2005- was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on December 20, 2005.

____________________________
CITY CLERK

RESOLUTION NO. 2005-

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, it is necessary for the City to allocate additional funds for Geological Assistance; and

WHEREAS, additional funding for maintenance activities in the Improvement Authority budget is necessary;

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustments be made to the General Fund:

Transfer Out 101-6000-491-91-00 To Improvement Authority $35,000

PASSED, APPROVED, AND ADOPTED THIS 20th DAY OF December, 2005.

___________________________
MAYOR

ATTEST:

______________________
CITY CLERK

State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )

____________________________
CITY CLERK

RESOLUTION NO. 2005-

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and

WHEREAS, it is necessary for the City to allocate additional funds for City Engineering Services; and

WHEREAS, a budget increase in the Public Works Administration Program is necessary to authorize the expenditure of additional funds for professional/technical services;

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following adjustments be made to the General Fund:

PW Admin. Program 101-3001-431-32-00 Prof/technical $120,000

PASSED, APPROVED, AND ADOPTED THIS 20th DAY OF December, 2005.

___________________________
MAYOR

ATTEST:

______________________
CITY CLERK

State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )

____________________________
CITY CLERK