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HomeMy WebLinkAbout27- Public Works ORIGINAL CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION From: Robert Eisenbeisz,City Engineer Subject: Resolution authorizing execution of Amendment No. 1 to Agreement for Dept: Public Works Services with Transportation Engineering and Planning, Inc. for On-Call Traffic Date: May 26, 2010 Engineering Services. MCC Date:: July 6, 2010 Synopsis of Previous Council Action: 08/18/08 Adopted Resolution No. 2008-325 authorizing execution of Agreements for Services with Willdan and Transportation Engineering and Planning, Inc. to provide On-Call Traffic Engineering Services. Recommended Motion: Adopt Resolution. Robert G. Eisenbeisz Contact person: Robert Eisenbeisz, City Engineer Phone: 5203 Supporting data attached: Staff Report, Reso. &Amend.No 1 Ward: All FUNDING REQUIREMENTS: Amount: $40,000 Source: (Acct.No.) Various CIP Projects Acct. Description: Various CIP Projects -Finance: Council Notes j[Eso .10/0 -02.3 8 Agenda Item No. _CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION STAFF REPORT Subject: Resolution authorizing execution of Amendment No. 1 to Agreement for Services with Transportation Engineering and Planning, Inc. for On-Call Traffic Engineering Services. Background: The Traffic Engineering Section is an organizational unit within the Public Works Division with a staff consisting of one traffic operations system analyst, and one traffic engineering associate. The Traffic Section reviews all development plans for traffic related issues, reviews and comments on traffic impact analyses, calculates traffic fees, determines needs for traffic studies, manages traffic modeling, determines traffic signal timing, studies accidents and recommends solutions. The traffic section also prepares Federal/State aid transportation related funding applications on behalf of the City. Additionally, the section evaluates the need for crossing guards, stop signs,time limit parking, painted curbs, etc. On August 18, 2008, the Mayor and Common Council approved Agreements for Services with the firms of Willdan and Transportation Engineering and Planning, Inc. for on-call Traffic Engineering Services. The original agreements were valid through June 30, 2009 and provided for an administrative time extension of one additional year. The additional one-year extension was approved in June of 2009, extending the terms of the Agreements until June 30,2010. In anticipation of the expiration of the agreements and the continuing need for on-call Traffic Engineering Services, staff released a Request for Proposals (RFP) to a total of fifteen (15) consultants in the local area who indicated an interest in providing on-call Traffic Engineering Services to the City. Proposals will be received in June 2010. The selection process and award of contract is expected to require approximately three (3)months. Due to the time needed for selection of consultants and new agreement approval, staff expects that new agreements can be in place by September 2010. Since the existing agreements expire on June 30, 2010 and the services of at least one firm for on-call Traffic Engineering is needed continuously, staff is requesting that the agreement with Transportation Engineering and Planning, Inc. be extended through September 30, 2010. Staff is recommending extension of the agreement with Transportation Engineering and Planning, Inc. because they have performed satisfactorily on several key on-going projects, specifically, the Mt. Vernon Bridge Project and the I-215/University Parkway Ramp Modification Project. 2 CITY OF SAN BERNARDINO-REOUEST FOR COUNCIL ACTION STAFF REPORT Financial Impact: In the case where on-call Traffic Engineering Services are provided for a Capital Improvement Project(CIP),the cost of the service is charged to the individual work order for the project. The cost of this extension is estimated to be $40,000. Sufficient funds are available in Acct. No. 001-400-5502-0000-0026"Professional Contractual Services"to cover the cost of this extension. Account Budgeted Amount: V50,000 Current Balance: $150.000 as of: July 1, 2010 Balance after approval of this item: $110.000. Recommendation: Adopt Resolution. Attachments: • Resolution 3 RESOLUTION NO. C 0 IFY 1 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING XECUTION OF AMENDMENT NO. 1 TO AGREEMENT FOR SERVICES WITH 3 RANSPORTATION ENGINEERING & PLANNING, INC. FOR ON-CALL TRAFFIC NGINEERING SERVICES. 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY F SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. Transportation Engineering &Planning, Inc. is competent, experienced, and 7 8 able to perform requested services and have provided a proposal to provide on-call Traffic 9 Engineering Services. Pursuant to this determination, the Purchasing Manager is hereby 10 authorized and directed to issue a Purchase Order in the amount of $40,000 to extend said 11 services with said firm through September 30, 2010. The City Manager is hereby authorized and 12 directed to execute, on behalf of the City, Amendment No. 1 to Agreement for On-Call Traffic 13 Engineering Services,attached and incorporated herein as Exhibit"A". Q 14 SECTION 2. Said Agreement shall remain in effect through September 30, 2010, unless 15 16 earlier terminated as provided in the Agreement or as otherwise agreed to in writing by the 17 parties. 18 SECTION 3. The authorization to execute the above-referenced Agreement is rescinded, 19 if it is not signed by the parties within sixty(60)days of the passage of this resolution. 20 21 22 23 24 25 26 27 28 - 1 - RESOLUTION ... AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO 1 GREEMENT FOR SERVICES WITH TRANSPORTATION ENGINEERING & © LANNING,INC. FOR ON-CALL TRAFFIC ENGINEERING SERVICES. 2 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 3 4 m omon Council of the City of San Bernardino at a meeting thereof, held 5 n the day of 2010,by the following vote,to wit: 6 ouncil Members: AYES NAYS ABSTAIN ABSENT 7 WARQUEZ 8 DESJARDINS 9 RINKER 10 HORETT 11 12 KELLEY 13 JOHNSON 14 MC CAMMACK 15 16 City Clerk 17 18 The foregoing resolution is hereby approved this day of 2010. 19 20 Patrick J. Morris,Mayor 21 City of San Bernardino 22 Approved as to form: 23 JAMES F. PENMAN, 24 City Attorney 25 BY 26 27 23 -2 - • EXHIBIT "A" © AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL TRAFFIC ENGINEERING SERVICES This Amendment No. 1 to Agreement for On-Call Traffic Engineering Services is made and entered into this day of 2010 ("Effective Date'), by and between the CITY OF SAN BERNARDINO, a charter city ("City"), and TRANSPORTATION ENGINEERING&PLANNING, INC. ("Consultant"). WITNESSETH: A. WHEREAS, on August 18, 2008, the Mayor and Council of City adopted Resolution No. 2008-325 authorizing execution of Agreements for Services with Transportation Engineering and Planning, Inc. to provide On-Call Traffic Engineering Services, and B. WHEREAS, said Agreements for Services with Transportation Engineering and Planning, Inc. to provide on-call Traffic Engineering Services will expire on June 30, 2010, and C. WHEREAS, City has a continuing need provide on-call Traffic Engineering Services, and QD. WHEREAS, City's Request for Proposals (RFP) process to retain new consultants to provide on-call Traffic Engineering Services will require approximately 3 months to complete, and E. WHEREAS, Consultant has submitted a proposal (See Attachment "A") to continue to provide on-call Traffic Engineering Services to City for an additional 90 days subject to the same terms and schedule of fees contained in the original Agreement, and F. WHEREAS, Consultant, under terms of said Agreement for Services, has performed competent and timely on-call Traffic Engineering Services for City since August 18, 2008. NOW,THEREFORE, the parties hereto agree as follows: 1. The Agreement for Services, Section 4.1, Term of Agreement, is hereby amended to extend the term to September 30, 2010. 2. All other terms and conditions of the Agreement for on-call Traffic Engineering Services as approved by Resolution No. 2008-325 shall remain unchanged and in full force and effect for the period of the time extension. Page I of 2 EXHIBIT "A" Q AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL TRAFFIC ENGINEERING SERVICES IN WITNESS WHEREOF, the Parties hereto have executed this Amendment No. 1 to Agreement for on-call Traffic Engineering Services on the day and date first above shown. CITY OF SAN BERNARDINO, TRANSPORTATION ENGINEERING & A Municipal Corporation, PLANNING,INC. Consultant By Charles E. McNeely, City Manager Signature Name and Title QApproved as to form: James F. Penman, City Attorney By Page 2 of 2 QAMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL TRAFFIC ENGINEERING SERVICES This Amendment No. 1 to Agreement for On-Call Traffic Engineering Services is made and entered into this day of 2010 ("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter city ("City"), and TRANSPORTATION ENGINEERING & PLANNING, INC. ("Consultant"). WITNESSETH: A. WHEREAS, on August 18, 2008, the Mayor and Council of City adopted Resolution No. 2008-325 authorizing execution of Agreements for Services with Transportation Engineering and Planning, Inc. to provide On-Cali Traffic Engineering Services, and B. WHEREAS, said Agreements for Services with Transportation Engineering and Planning, Inc. to provide on-call Traffic Engineering Services will expire on June 30, 2010, and C. WHEREAS, City has a continuing need provide on-call Traffic Engineering Services, and QD. WHEREAS, City's Request for Proposals (RFP) process to retain new consultants to provide on-call Traffic Engineering Services will require approximately 3 months to complete, and E. WHEREAS, Consultant has submitted a proposal (See Attachment "A") to continue to provide on-call Traffic Engineering Services to City for an additional 90 days subject to the same terms and schedule of fees contained in the original Agreement, and F. WHEREAS, Consultant, under terms of said Agreement for Services, has performed competent and timely on-call Traffic Engineering Services for City since August 18, 2008. NOW, THEREFORE,the parties hereto agree as follows: 1. The Agreement for Services, Section 4.1, Term of Agreement, is hereby amended to extend the term to September 30, 2010. 2. All other terms and conditions of the Agreement for on-call Traffic Engineering Services as approved by Resolution No. 2008-325 shall remain unchanged and in fiill force and effect for the period of the time extension. G Page 1 of 2 ® AMENDMENT NO. 1 TO AGREEMENT FOR ON-CALL TRAFFIC ENGINEERING SERVICES IN WITNESS WHEREOF, the Parties hereto have executed this Amendment No. 1 to Agreement for on-call Traffic Engineering Services on the day and date first above shown. CITY OF SAN BERNARDINO, TRANSPORTATION ENGINEERING & A Municipal Corporation, PLANNING, INC. Consultant ' BY Charles E. McNeely, City Manager Signature Name and Title Approved as to form: James F. Penman, City Attorney Q Page 2 of 2 TES ATTACHMENT "A^ P.O. Box 18355 phone: 949 552 4357 Irvine CA 92623 fax: 909494 4408 e-mail: tepirvine @sbcglobal.net mobile: 909 263 0383 May 14, 2010 Michael Grubbs, P.E., Project Manager Development Services Department 300 North D St., Third Floor San Bernardino, CA 92418-0001 Subject: Purchase Order# 302536 90 Day Contract Extension to Provide On-Call Transportation Planning and Traffic Engineering Services Dear Michael, TEP is grateful for the opportunity to continue to provide the city of San Bernardino with on- call transportation planning and traffic engineering services. In accordance with your request, we ask that you extend our existing contract for an additional 90 days. The scope of services to be provided and our schedule of fees in our current contract with the city will remain valid for the additional period. All requisite insurance certificates will continue to be valid as required by our contract with the city. Please authorize this work by forwarding an amended contract. TEP welcomes this opportunity to be of assistance. Sincerely, Craig S. Neustaedter, President Transportation Engineering and Planning, Inc.