CC SR 20180731 06 - Public Works Contract AmendmentsRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 07/31/2018
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA DESCRIPTION:
Consider contract amendments for professional services with Interwest for various
professional services, Psomas for inspection services, Fire Grazers for additional areas
and Rigg Consulting for additional plan check services
RECOMMENDED COUNCIL ACTION:
1) Authorize the City Manager to execute the contract amendment, in a form
approved by the City Attorney, for an increase in contract authority for
professional on-call services with Interwest from $60,000 to $213,864 for various
professional services; and,
2) Authorize the City Manager to execute the contract amendment, in a form
approved by the City Attorney, for inspection services with Psomas for the Storm
Drain Deficiency Improvement Project from $78,620 to $140,360.25.
3) Authorize the City Manager to execute the contract amendment, in a form
approved by the City Attorney, for maintenance services with Fire Grazers from
$86,143 to increase to $145,161 in FY 17-18; and,
4) Authorize the City Manager to execute the contract amendment, in a form
approved by the City Attorney, for professional services with Rigg Consulting for
$20,000 to increase to $24,325 in FY 17-18.
FISCAL IMPACT: There is no fiscal impact as the expenditures were included in the
Fiscal Year 2017/18 adopted budget.
Amount Budgeted: $550,000 - various accounts
ORIGINATED BY: Natalie Chan, PE, Senior Engineer
REVIEWED BY: Elias Sassoon, PE, Director of Public Works
Deborah Cullen, Director of Finance
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
BACKGROUND AND DISCUSSION:
Based on past practice in the Public Works Department, on-call contracts were
authorized annually for services identified and budgeted in the fiscal year by Public
Works. The prior financial software did not support project accounting and had very
limited capabilities to track vendors and project costs. The on-call contracts, historically,
1
would be used by the entire Public Works staff and tracked manually by the
Administrative Analyst. The accounting of the services and financial reporting was
matched to the appropriation limit (budget), but the department would neglect to modify
the agreement or contract.
In January 2018, Finance staff began reconciling the contracts for Public Works and
identified the following 4 contracts listed below that need contract modifications.
However, while the contracts should have been modified prior to work being
commenced and need to modified to be able to pay the contractor, there is no additional
appropriation required. All of the work was performed within the Council approved
budget.
The Finance Department has now put in place financial and contractual controls to
ensure that these expenditures cannot happen without Council approved contract
amendments.
Interwest Professional On-Call Services
The Public Works Department maintains a number of professional on-call services
contracts. Each company selected for on-call services has a standard expenditure
authority of $60,000. The annual budget includes allowances for these on-call services
throughout the year for professional support throughout the year. Additional services
were required in fiscal year 17-18 due to various circumstances, discussed below.
AMOUNT ITEM DISCUSSION
$79,812 Interim PW Maintenance
Superintendent
The Public Works Department required
an Interim Maintenance Supervisor while
a permanent replacement was found.
$25,000 CIP Advisory and
Deposition
Additional services from the previous
Deputy Director of PW were required to
provide continuity in CIP execution and
representing the City in depositions.
$24,595 Various Projects Engineering services were requested for
various projects including landslide
plans, SCE street light acquisition, the
PVDS bike lane project, and construction
management services for the ADA
transition project at Hesse Park.
$24,457 Storm Drain Deficiency
Improvement Project
(SDDIP)
The SDDIP had additional scope of work
due to unforeseen site conditions that
was brought to Council for review and
approval in February 2018. Additional
services were required for construction
management due to the schedule delays
that was not captured in the first report to
Council regarding the additional scope of
work.
2
Psomas Inspection Services
Psomas was providing inspection services on the SDDIP project when the contractor
encountered unmarked utilities and large rock that required a change order, which was
approved by Council in February 2018. Additional inspection services were required due
to the extended schedule. The additional inspection services were not captured at the
time of the first report to Council regarding the change order work. Staff is requesting a
contract amendment to include additional hours of work of $61,740.25 to cover the
additional cost.
Fire Grazers
Staff is requesting an amendment to the contract in the amount of $59,018 to cover
areas added to original scope of services.
Rigg Consulting Plan Check Services
Staff is requesting an amendment to the contract in the amount of $4,325 to cover the
additional demand for plan check services.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative action is available for
the City Council’s consideration:
1. Take other action as deemed appropriate by the City Council.
3