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CC 2016-12-13_09f Amendment_CSA PMP Rick Engineering MEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR SUBJECT: CONSIDERATION OF AMENDMENT NO. 1 EXTENDING THE TERM OF THE CONSULTANT SERVICES AGREEMENT WITH RICK ENGINEERING COMPANY TO UPDATE THE PAVEMENT MANAGEMENT PLAN DATE: DECEMBER 13, 2016 RECOMMENDATION: It is recommended the City Council authorize the Mayor to execute Amendment No. 1 extending the term of the Consultant Services Agreement with Rick Engineering Company to update the Pavement Management Plan (PMP). IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no cost impact to extend the term of the Consultant Service Agreement with Rick Engineering Company to update the Pavement Management Plan. The approved cost for Rick Engineering Company to conduct the pavement evaluations and update the City’s Pavement Management Plan was $41,050 with an additional $4,100 in contingency funds. BACKGROUND: On March 8, 2016, the City Council approved a Consultant Services Agreement with Rick Engineering Company for pavement evaluation services and to update the City's Pavement Management Plan in the amount of $41,050 with a 10% contingency. The terms of the Consultant Services Agreement with Rick Engineering Company terminates on December 31, 2016. ANALYSIS OF ISSUES: Work on the Pavement Management Plan update is progressing and a draft has been prepared. The 2016 update to the PMP included review of current and historical road data, comprehensive pavement condition evaluations of existing roads, inputting data collected from the evaluations into City’s Pavement Management System software (StreetSaver®), and the production of reports and recommendations for the purposes of short-term and long-term infrastructure planning. This work has been completed however due to scheduling conflicts with other more urgent City Council agenda items, the presentation of the final draft of the PMP has Item 9.f. - Page 1 CITY COUNCIL CONSIDERATION OF AMENDMENT NO. 1 TO THE CONSULTANT SERVICES AGREEMENT WITH RICK ENGINEERING TO UPDATE THE PAVEMENT MANAGEMENT PLAN DECEMBER 13, 2016 PAGE 2 been delayed beyond the terms of the existing Consultant Service Agreement with Rick Engineering Company. Presentation to the City Council of the final draft is proposed for late January of 2017. Staff is recommending that that City Council authorize the Mayor to execute Amendment No. 1 extending the term of the Consultant Service Agreement with Rick Engineering Company by an additional three months to allow for representatives from Rick Engineering Company to participate in the presentation of the updated PMP to the City Council. The cost for the presentation is included in the original scope of work. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve and authorize the Mayor to execute Amendment No. 1 extending the term of the Consultant Services Agreement with Rick Engineering Company to update the Pavement Management Plan; 2. Do not approve the Amendment; or 3. Provide direction to staff. ADVANTAGES: Approval of Amendment No. 1 to the Consultant Service Agreement with Rick Engineering Company, extending the term for an additional three months will allow for representatives from Rick Engineering to participate in the presentation of the updated PMP to the City Council. Additional modifications to the draft PMP update may be directed by the City Council. This proposed action will allow for Rick Engineering Company to make any directed changes to the draft PMP. DISADVANTAGES: No disadvantages to this recommendation have been identified. ENVIRONMENTAL REVIEW: Roadway maintenance projects are categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15310(c) covering the repair and maintenance of existing highways, streets and sidewalks. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Item 9.f. - Page 2 AGREEMENT FOR CONSULTANT SERVICES AMENDMENT NO. 1 This First Amendment (“First Amendment”) to Agreement for Consultant Services (“Agreement”) by and between the CITY OF ARROYO GRANDE (“City”) and RICK ENGINEERING COMPANY (“Consultant”) is made and entered into the ______ day of December 2016. WHEREAS, the parties entered into an Agreement dated March8, 2016, to perform pavement condition evaluations of existing roadways, update the Street Saver database, and provide reports and recommendations to the City of Arroyo Grande for its Pavement Management Program; and WHEREAS, on August 24, 2016, both parties executed a change order authorizing additional services within the approved contingency amount of $4,100 for data entry and coordination with City GIS staff and preparation of a Formal PowerPoint presentation at a City Council meeting. WHEREAS, the parties desire to further modify the Agreement to extend the term of the Agreement as set forth herein. NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is acknowledged, the parties agree as follows: 1. Section 1 of the Agreement entitled “TERM” shall be modified in its entirety as follows: This Agreement shall commence on March 9, 2016 and remain and continue in effect until March 31, 2017, unless sooner terminated pursuant to the provisions of this Agreement. 2. Except as modified herein, all other terms and conditions set forth in the Agreement, as amended, shall remain unchanged. IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First Amendment on the day and year first above written. RICK ENGINEERING COMPANY By: CITY OF ARROYO GRANDE By: Jim Hill, Mayor Item 9.f. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.f. - Page 4