HomeMy WebLinkAbout13-Development Services
\
ORIGINAL
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
From:
Valerie C. Ross, Director
Subject:
Resolution approving Amendment No. I
to Consultant Services Agreements with
the firms of Willdan and Transportation
Engineering and Planning, Inc. to
provide On-Call Traffic Engineering
Services.
Dept:
Development Services
Date:
February 10,2009
MCC Date: March 16, 2009
Synopsis of Previous Council Action:
08-18-08 Adopted Resolution No. 2008-325 approving Consultant Services Agreements with
the firms of Willdan and Transportation Engineering and Planning, Inc. to provide
On-Call Traffic Engineering Services.
Recommended Motion:
Adopt Resolution.
~tRHr
Valerie C. Ross
Contact Person: Rohert Eisenheisz, City Engineer
Phone:
~?O,
Supporting data attached: Staff Report, Reso, Exhibits "A" &
"B" (Amend. No.1) Ward: All
FUNDING REQUIREMENTS: Amount:
$110.000
Source: (Ace!. No) 001-185-5505 ($50,000) & Various CIP
Projects identified at time of approving work ($60,000)
Acct. Description: Other Professional Services & CIP
Council Notes:
Finance:
~S2l Z ooq ,5Y
Agenda Item No.
/:3
3-ltP-cCf
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Resolution approving Amendment No. I to Consultant Services Agreements with the firms of
Willdan and Transportation Engineering and Planning, Inc. to provide On-Call Traffic Engineering
Services.
Backeround:
On August 18,2008, the Mayor and Common Council approved Consultant Services Agreements
with the firms of Willdan and Transportation Engineering and Planning, Inc. to provide On-Call
Traffic Engineering Services. The Agreements were approved for the cumulative amount of
$40,000.
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, operates
traffic models, 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 and staffs the traffic safety committee.
The On-Call Traffic Engineering firms were originally retained to directly assist the City Engineer
by attending meetings and preparing/reviewing traffic engineering studies, analyses, designs and
surveys. Staff is requesting that the budget be increased to provide a total of $50,000 for on-call
traffic engineering support and $60,000, additional, for Capital Improvement Program (CIP)
project design work. This additional funding will provide capability for expedited design of traffic
signals and related work contained in the CIP.
In order to control costs, the firms will be required to submit a fee proposal when requested to
design a CIP project. The fee will be charged against the account number for the specific CIP
project.
Staffrecommends that the total amount of the budget for the Agreement be increased to $110,000.
Staff plans to use $60,000 of that amount to design CIP projects. The balance of $50,000 will be
used for non-CIP related traffic engineering that will be funded by the general operating budget.
This relates to an increase of $ I 0,000 for non-CIP traffic engineering services. The non-CIP
services will not exceed the budgeted $50,000.
The consultants will only be used when the City Engineer determines that in-house staff is not
available or lacks expertise to perform the work. There is no guarantee of a minimum amount of
work to either of the consultants.
The Agreements are proposed to expire on June 30, 2009, unless earlier terminated. Subject to
agreement of the parties in writing, the Agreements may be administratively extended by the
Director of Development Services for a maximum of one (I) additional year.
2
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
STAFF REPORT (Continued)
Financial Imoact:
Funds in the amount of $50,000 are available in the Department's FY 08/09 General Fund
operating budget, account number 001-185-5505, and $60,000 is available in the Capital
Improvement Program to cover the cost of these services. No additional charges will be made to
the General Fund account beyond the $50,000 noted. The specific CIP accounts will be charged
when the City Engineer authorizes traffic-related design work. As an on-call consultant service,
work will only occur as needed.
Recommendation:
Adopt Resolution.
3
II
CCQ)~Y
RESOLUTION NO.
1
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
2 AMENDMENT NO. I TO CONSULTANT SERVICES AGREEMENTS WITH THE
3 FIRMS OF WILLDAN AND TRANSPORTATION ENGINEERING AND PLANNING,
INC. TO PROVIDE ON-CALL TRAFFIC ENGINEERING SERVICES.
4
5
WHEREAS, On August 18, 2008, the CITY adopted Resolution No. 2008-325
6 approving Consultant Services Agreements with the firms of Willdan and Transportation
7
8
Engineering and Planning, Inc. to provide On-Call Traffic Engineering Services.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
9
10
11 CA 92746-3497 and Transportation Engineering and Planning, Inc. located at P.O. Box 18355
12
13
SECTION I. Willdan located at 13191 Crossroads Parkway North, Suite 403, Industry,
Irvine, CA 92623 are competent, experienced traffic engineering firms and have provided the
most advantageous and best proposal to provide On-Call Traffic Engineering Services in
14 accordance with Amendment No. I to Consultant Services Agreements, attached hereto and
15
incorporated herein as Exhibit "A" (Willdan) and Exhibit "B" (Transportation Engineering and
16
Planning, Inc.) in amounts totaling up to $50,000 in aggregate for general On-Call Traffic
17
18 Engineering Services and $60,000 for design of traffic signals and related Capital Improvement
19 Projects (CIP). Pursuant to this determination, the Purchasing Manager is hereby authorized and
20 directed to increase the Purchase Orders for said services to said firms which references this
21 Resolution.
22
SECTION 2.
The City Manager is hereby authorized and directed to execute said
23
24
25
Agreements on behalf of the City.
SECTION 3. Both Agreements shall expire on June 30, 2009, unless earlier terminated
26 as provided therein. Subject to written approval of the two parties involved, each Agreement
27
28
ay be administratively extended for a maximum of one (1) additional year.
- I -
3- 16- 0'1
-:#/3
!I
RESOLUTION ... APPROVING AMENDMENT NO.1 TO CONSULTANT
1 SERVICES AGREEMENTS WITH THE FIRMS OF WILLDAN AND
2 TRANSPORTATION ENGINEERING AND PLANNING, INC. TO PROVIDE ON-CALL
TRAFFIC ENGINEERING SERVICES.
3
4
SECTION 4. The authorization to execute the above-referenced Agreements is rescinded
if they are not executed within sixty (60) days of the passage of this resolution.
5
6
III
7 III
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
- 2 -
19
20
21
22
23
24
25
26
27
28
'I
RESOLUTION ... APPROVING AMENDMENT NO. I TO CONSULTANT
1 ERVICES AGREEMENTS WITH THE FIRMS OF WILLDAN AND
2 RANSPORTATION ENGINEERING AND PLANNING, INC. TO PROVIDE ON-CALL
RAFFIC ENGINEERING SERVICES.
3
4
5
6
7
8 ESTRADA
9 BAXTER
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
ommon Council of the City of San Bernardino at a
meeting thereof, held
n the day of
,2009, by the following vote, to wit:
ouncil Members:
AYES
NAYS
ABSTAIN ABSENT
10 BRINKER
11 (VACANT)
12
KELLEY
13
14 JOHNSON
15 MC CAMMACK
16
17
18
Rachel Clark, City Clerk
The foregoing resolution is hereby approved this
day of ,2009.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to form:
JAMES F. PENMAN,
City Attorney
1.~
- 3 -
EXHIBIT "A"
AMENDMENT NO.1 TO CONSULTANT SERVICES AGREEMENT
THIS AMENDMENT NO. I TO CONSULTANT SERVICES AGREEMENT is
made and entered into this day of , 2009 ("Effective Date"), by
and between the CITY OF SAN BERNARDINO, a charter city ("CITY"), and Willdan
("CONSULTANT").
WITNESSETH:
A. WHEREAS, On August 18, 2008, the CITY adopted Resolution No. 2008-325
approving Consultant Services Agreement with the firm of Willdan to provide On-Call
Traffic Engineering Services; and
B. WHEREAS, CITY and CONSULTANT wish to amend the Scope of Services to
specifically include design of traffic signals and related Capital Improvement Projects
(CIP) and to increase the budget therefor; and
C. WHEREAS, CONSULTANT represents that it has that degree of specialized
expertise contemplated within California Government Code, Section 37]03, and holds al]
necessary licenses to practice and perform the services herein contemplated; and
D. WHEREAS, no official or employee of CITY has a financial interest, within the
provisions of California Government Code, Sections 1090-] 092, in the subject matter of
this Agreement; and
E. WHEREAS, the Consultant Services Agreement with WilIdan as approved by
Reso]ution No. 2008-325 is valid through June 30, 2009, although the Agreement may be
administratively extended by the Director of Deve]opment Services for a maximum of
one (]) additional year subject to agreement of both parties in writing.
NOW, THEREFORE, for and in consideration of the mutua] covenants and
conditions contained herein, the parties hereby agree as follows:
1. Section 1.1 "Scope of Services" is hereby amended to add the following:
] .1. ] In addition to the language in the Consultant Services Agreement as
approved by Resolution No. 2008-325, the Scope of Services shall
specifically include the design of traffic signals and related CIP projects.
2. Section 2.1 "Compensation" is hereby amended to add the following:
2.1.1 Total compensation for On-Call Traffic Engineering Services as described
in the Consultant Services Agreement per Resolution No. 2008-325 shall
be subject to an aggregate limit of $50,000 together with other consultants
performing on-call traffic engineering services, with no minimum amount
of comp,~nsation guaranteed.
\ \Sierra\DS\]ublic Works\RFCA's\2009 All\03-16-09\Amend No 1 to Agreement forOn-Call Traffic
Engineering\ Willdan- Amend #1 to Agreement On-Call Traffic Engineering.doc
1
EXHIBIT "An
2.1.2 Total compensation for design of traffic signals and related CIP
projects, as described in this Amendment No.1, shall be subject to an
aggregate limit of $60,000 together with other consultants designing
traffic signals and related elP projects, with no minimum amount of
design work guaranteed.
2.1.3 Compensation to each Consultant for design of traffic signals and related
CIP projects, as described in this Amendment, shall be based on a not-to-
exceed or fixed fee proposal submitted by the Consultant at the request of
and approved by the City Engineer.
3. Section 3.1 "Commencement and Completion of the Work" is hereby amended
to add the following:
3.1.1 A Schedule for design of traffic signals and related CIP projects as
described in this Amendment No. I shall be submitted in the form of a
Gantt chart as part of the Consultant's not-to-exceed or fixed fee proposal
referenced in Section 2.1.3 above
4. All other terms and conditions of said Consultant Services Agreement approved
by Resolution No. 2008-325 shall remain unchanged.
III
III
\ \Sierra\DS\_PubLic Works\RFCA's\2009 All\03-16-09\Amend No 1 to Agreement for On-Call Traffic
Engineering\ Willdan- Amend #1 to Agreement On-Call Traffic Engineering.doc
2
EXHiBiT "A"
AMENDMENT NO. I TO CONSULTANT SERVICES AGREEMENT
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their respective authorized officers, as of the date first above
written.
CITY OF SAN BERNARDINO,
A Municipal Corporation,
CONSULTANT
WILLDAN
Mark P. Weinberg, Interim City Manager
By
Signature
Name and Title
Approved as to form:
James F. Penman,
City Attorney
By ?,~
\ \Sierra\DS\]ubbc Works\RFCA's\2009 All\03-16-09\Amend No 1 to Agreement for On-Call Traffic
Engineering\ WiJldan- Amend #1 to Agreement On-Call Traffic Engineering.doc
3
EXHIBIT "B"
AMENDMENT NO.1 TO CONSULTANT SERVICES AGREEMENT
THIS AMENDMENT NO. I TO CONSULTANT SERVICES AGREEMENT is
made and entered into this day of , 2009 ("Effective Date"), by
and between the CITY OF SAN BERNARDINO, a charter city ("CITY"), and
Transportation Engineering and Planning, Inc. ("CONSULTANT").
WITNESSETH:
A. WHEREAS, On August 18, 2008, the CITY adopted Resolution No. 2008-325
approving Consultant Services Agreement with the firm of Transportation Engineering
and Planning, Inc. to provide On-Call Traffic Engineering Services; and
B. WHEREAS, CITY and CONSULTANT wish to amend the Scope of Services to
specifically include design of traffic signals and related Capital Improvement Projects
(CIP) and to increase the budget therefor; and
C. WHEREAS, CONSULTANT represents that it has that degree of specialized
expertise contemplated within California Government Code, Section 37103, and holds all
necessary licenses to practice and perform the services herein contemplated; and
D. WHEREAS, no official or employee of CITY has a financial interest, within the
provisions of California Government Code, Sections 1090-1092, in the subject matter of
this Agreement; and
E. WHEREAS, the Consultant Services Agreement with Transportation Engineering
and Planning, Inc. as approved by Resolution No. 2008-325 is valid through June 30,
2009, although the Agreement may be administratively extended by the Director of
Development Services for a maximum of one (I) additional year subject to agreement of
both parties in writing.
NOW, THEREFORE, for and in consideration of the mutual covenants and
conditions contained herein, the parties hereby agree as follows;
1. Section 1.1 "Scope of Services" is hereby amended to add the following:
1.1.1 In llddition to the language in the Consultant Services Agreement as
approved by Resolution No. 2008-325, the Scope of Services shall
specifically include the design of traffic signals and related CIP projects.
2. Section 2.1 "Compensation" is hereby amended to add the following:
2.1.1 Total compensation for On-Call Traffic Engineering Services as described
in the Consultant Services Agreement per Resolution No. 2008-325 shall
be subject to an aggregate limit of $50,000 together with other consultants
perform~ng on-call traffic engineering services, with no minimum amount
\ \Sierra\DS\]ublic Works\RFCA's\2009 All\03-16-09\Amend No 110 Agreement forOn-Call Traffic
Engineering\ TEP-Amend #1 to Agreement On-Call Traffic Engineering.doc
1
EXHIBIT "B"
of compensation guaranteed.
2.1.2 Total compensation for design of traffic signals and related CIP projects,
as described in this Amendment No. I, shall be subject to an aggregate
limit of $60,000 together with other consultants designing traffic signals
and related CIP projects, with no minimum amount of design work
guaranteed.
2.1.3 Compensation to each Consultant for design of traffic signals and related
CIP projects, as described in this Amendment, shall be based on a not-to-
exceed or fixed fee proposal submitted by the Consultant at the request of
and approved by the City Engineer.
3. Section 3.1 "Commencement and Completion of the Work" is hereby amended
to add the following:
3.1.1 A Schedule for design of traffic signals and related CIP projects as
described in this Amendment No. I shall be submitted in the form of a
Gantt chart as part of the Consultant's not-to-exceed or fixed fee proposal
referenced in Section 2.1.3 above
4. All other terms and conditions of said Consultant Services Agreement approved
by Resolution No. 2008-325 shall remain unchanged.
III
III
\ \Sierra\DS\_Public Works\RFCA's\2009 All\03-1&-09\Amend No 110 Agreement lor On-Call Traffic
Engineering\ TEP-Arnend #1 to Agreement On-Call Traffic Engineering.doc
2
EXHIBiT "B"
AMENDMENT NO.1 TO CONSULTANT SERVICES AGREEMENT
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their respective authorized officers, as of the date first above
written.
CITY OF SAN BERNARDINO,
A Municipal Corporation,
CONSULTANT
Transportation Engineering and
Planning, Inc.
Mark P. Weinberg, Interim City Manager
By
Signature
Name and Title
Approved as to form:
James F. Penman,
City Attorney
1'~
\ \5ierra\D5\_Public Works\RFCA's\2009 All\03-16-09\Amend No 110 Agreement forOn-Call Traffic
Engineering\ TEP~Amend #1 to Agreement On-Call Traffic Engineering.doc
3