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HomeMy WebLinkAbout04 C40520 - CA1 On-call City Surveying SvcsSTAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: February 25, 2021 PREPARED BY: Christina Canales, Engineering Assistant Randy Bowman, Senior Project Manager REQUEST: Approve Amendment No. 1 to Contract No. C40520 with Michael Baker International, Inc. of Palm Desert, California for On-Call City Surveying and Plan Review Services to: 1) to provide additional services; and 2) increase the amount of the contract in an amount not to exceed $50,000 to a total of $135,000 for FY 2020-2021 ___________________________________________________________________________ Recommendation By Minute Motion: 1. Approve Amendment No. 1 to Contract No. C40520 with Michael Baker International, Inc. for On-Call City Surveying and Plan Review Services to provide additional services and increase the total amount of the contract in an amount not to exceed $50,000. 2. Authorize the City Manager or their designee to execute said Amendment. Upon approval, funds will be available in Account No. 1104300-4301000, Prof- Architectural / Engineering account. Strategic Plan This action has no direct effect on any one of the specific goals in the Strategic Plan. Background Analysis The City Council awarded Contract No. C40520 to Michael Baker International, Inc. on September 24, 2020, for On-Call City Surveying and Plan Review Services. The term of the contract is from January 1, 2021, through December 31, 2023, in the annual amount of $85,000 with a total amount of $255,000. The agreement allows the City to automatically renew the contract for no more than two (2) additional one-year terms. The Palm Desert Municipal Code and various functions of the Public Works Department requires that a California-registered Professional Engineer serves as the City Engineer. The City Engineer staff position is presently vacant and will continue to be vacant for an indeterminate amount of time. Additionally, while the duties of the City Engineer may be assigned, there is no one on staff presently qualified to perform the role of City Engineer. The City Engineer role is crucial for the running of day to day operations within the Public Works February 25, 2020 -Staff Report Amendment No. 1 to Contract No. C40520 Page 2 of 2 Department. The City Engineer, among other duties , approves plans , maps , land alterations , public improvements, and specifications for Public Works Land Development and Capital Improvement Projects. Additionally, the City Engineer provides technical support to City staff performing duties in these areas. Michael Baker International has qualified staffing available to provide contractual City Engineer services to the City on an interim basis , in addition to providing continued surveying and plan review serv ices. In order for the Public Works Department to continue its support of land development and the de livery of Capital Improvement projects , staff requests the City Council approval of Contract Amendment No. 1 to Contract No . C40520 increasing the contract in an amount not to exceed $50 ,000 for a total of $135,000 for FY 20/21. Said amount is based on an estimate of needing contractual City Engineer services in Fiscal Year 20/21. Should additional time be required for contractual City Engineer services , staff will return as needed to City Council for additiona l contract amendments . Fiscal Analysis Although this cost was not included in the Fiscal Year 20/21 Approved Budget for Public Works , staff has calculated that savings in payroll and other contractual services under 1104300-PW Administration will help offset the additiona l funds. Therefore , staff is not requesting an appropriation with this action. LEGAL REVIEW DEPT. REVIEW FINANCIAL ASSISTANT REVIEW C ITY MANAGER .'A.nciy :Firestine 9e,,,,,,e:r '1'11. ?'1100,i,e, .'A.nciy :Firestine Robert W . Hargreaves Andy Firestine Janet M. Moore Andy Firestine City Attorney Assistant City Manager Director of Finance Assistant City Manager Int e rim City Manager, Randy Synder: Ra,,u;(y Bynder CONSUL TANT: Michael Baker International , Inc . 75-410 Gerald Ford Drive , Sui ~I t ~COUNCIL,.\CTION Palm Desert, CA 92211 APPROVED_.....;v ______ DENIED ____ _ ATTACHMENTS: Amendment No. 1 to Contract f!cr~~ED _____ OTHER ____ _ Scope of Work MEETING DATE 1...,,. 2. 5 -2.-62 I AYEs~½:lamiKJona\bo.o~eiocdf,G\i 1rrtax:id\ia~1:;&ll~ NOES: N671e ABSENT: _"""N;.;;CO~n...;e,-=------------ ABSTAIN: _l\l..:.., _o..;.,Y'l...:e:.-...,..,.....,...,,.-------- vER1F1Eo BY:_G;;;...;;;.LQ~/ .;:;.S_rs;.._.. ______ _ Original on File with City Clerk's Office CONTRACT NO. C40520 FIRST AMENDMENT TO AGREEMENT WHEREAS, the City of Palm Desert (“City”) and Michael Baker International, Inc. (“Contractor”), entered into an agreement, dated September 24, 2020, for On-Call City Surveyor services (“Agreement”), the parties wish to amend the agreement effective February 25, 2021. NOW, THEREFORE, the parties agree as follows: A. The Amount of the contract will increase by the sum of Fifty Thousand and 00/100 dollars ($50,000) in Fiscal Year 2020/21, for a total contract amount of $305,000. B. All other terms and conditions of the Agreement shall remain unchanged, and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the 25th day of February 2021. CITY OF PALM DESERT MICHAEL BAKER INTERNATIONAL, INC. A Municipal Corporation Consultant Randy Bynder Interim City Manager Attest: Approved as to Content: Grace Rocha, Acting City Clerk Andy Firestine City of Palm Desert, California Assistant City Manager Approved as to Form: Robert W. Hargreaves, Esq. City Attorney CONTRACT NO. C40520 CONTRACTOR NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } On _________________, 20____, before me, __________________________, a Notary Public, personally appeared ________________________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature ____________________________ (Seal) A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. Act as interim city engineer under the general direction of the assistant city manager or his designee, including but not limited to: 1. Grading and Subdivision • In conjunction with City staff: o Determine the extent, type and requirements of land alteration work requested, the type of application and permit required, and the fees applicable. o Approve security and agreements related to land development improvements. o Accept public improvements and approve site grading relative to subdivision of land. o Review and approve all plans, studies, reports, and other engineering and design documents as may be required of the city engineer under Title 26, Subdivisions and 27, Grading of the Palm Desert Municipal Code. o Review and approve parcel maps and tract maps. o Approve the issuance of Public Works permits related to land alteration and public improvements. • In conjunction with the City Surveyor, review, approve, and process lot line adjustments and submit to Planning Commission for approval. • Attend monthly development services meetings with City staff to review and discuss current development issues. • On as needed basis and in coordination with City staff, meet and confer with contractors, engineers, developers, outside agencies on engineering matters related to land development. • When needed, attend Planning Commission or City Council meetings to provide engineering staff support. • Attend a weekly meeting with land development staff to discuss ongoing projects and review conditions of approval. • On an as needed basis, be available to discuss with City staff, engineering related issues that may occur. • Approve the City of Palm Desert’s Annual Report to the Regional Water Quality Board. 2. CIP • In conjunction with City staff, analyze civil engineering plan design, specifications, permit applications, and consultant and staff comments in accordance with design requirements and municipal and intergovernmental standards and regulations; recommends approval or additional engineering conditions and changes; approves plans and specifications. • Attend a weekly meeting with City staff to discuss ongoing CIP projects. • On an as needed basis, be available to discuss with City staff, engineering related issues that may occur with projects and permits. 3. Traffic Engineering • On an as needed basis and in conjunction with City staff, provide support as may be required of the city traffic engineer under Title 10, Vehicles and Traffic of the Palm Desert Municipal Code such as may be needed in support of the City’s traffic operations and its maintenance of traffic control devices, traffic signal operations, lane markings, regulatory sign postings, pedestrian crosswalks, and similar devices. • Primary consultant staff supporting this function shall be a California-registered traffic engineer.