CC 2024-09-09_09f On Call AgreementsItem 9.f.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
BY: Shannon Sweeney, City Engineer
Natalie Riddering, Planning/Engineering Permit Technician
SUBJECT: Amendments to On-Call Consultant Services Agreements for Support
to the Community Development and Public Works Departments
DATE: September 9, 2024
RECOMMENDATION:
1) Authorize the City Manager to amend on -call consultant service agreements between
the City and sixteen (16) consultants currently on the City’s on-call list for consultant
services in 16 disciplines for the Community Development and Public Works
Departments, subject to minor modifications determined to be necessary and appropriate
by the City Attorney: and
2) Make findings that executing agreement amendments with consultants is not a project
subject to the California Environmental Quality Act (CEQA) because it has no potential to
result in either a direct, or reasonably foreseeable indirect, physical change in the
environment. (State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.)
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No costs are associated with amending existing on -call services agreements. Costs will
be incurred for specific projects and services in compliance with the approved budget and
City’s purchasing policy requirements.
BACKGROUND:
The use of on-call consultants has been found to be an effective tool in the delivery of
City projects and services. On March 12, 2021, the City issued a Request for qualifications
Page 186 of 211
Item 9.f.
City Council
Amendments to On-Call Consultant Services Agreements for Support to the
Community Development and Public Works Departments
September 9, 2024
Page 2
for On-Call Professional Consulting Services in 16 disciplines:
On April 29, 2021, the City received qualified Statement of Qualifications from fifty-seven
(57) firms. Each of the proposals was ranked by City staff based on the following publicly
advertised criteria:
1. Understanding of the work related to the specific discipline (30%).
2. Demonstrating competence, professional qualifications and availability of
proposed staff to be assigned (30%).
3. Recent experience in successfully performing similar services (30%).
4. Overall proposal completeness, quality, clarity, responsiveness and methodology
(10%).
On July 27, 20211, the City Council approved on-call services agreements with 41
consultants in 16 disciplines for support to the Community Development and Public Works
Departments.
On July 23, 20242, the City Council authorized the City Manager to extend agreements
for two (2) years between the City and 41 consultants in 16 disciplines that were on the
City’s on-call services list for consultant services to support the Community Development
and Public Works Departments.
On July 31, 2024, the City executed 2-year agreement extensions for on-call services
with 25 consultants in 16 disciplines beginning August 1, 2024, and ending August 1,
2026.
1 https://www.arroyogrande.org/AgendaCenter/ViewFile/Agenda/_07272021-1353?html=true
2https://pub-arroyogrande.escribemeetings.com/Meeting.aspx?Id=00bc5336-7aca-4ac4-902c-
22449b8a9381&Agenda=Merged&lang=English
Table 1 – Disciplines
1. Architectural 9. Landscape Architecture
2. Civil Engineering 10. Material Testing/Evaluation
3. Construction Management/Inspection 11. Planning
4. Environmental Consulting & Permitting 12. Right of Way
5. Geotechnical Engineering 13. Structural Engineering
6. Geographic Information Systems (GIS) 14. Surveying
7. Grant Administration 15. Traffic Engineering
8. Hydrology and Stormwater 16. Water/Wastewater Engineering
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Item 9.f.
City Council
Amendments to On-Call Consultant Services Agreements for Support to the
Community Development and Public Works Departments
September 9, 2024
Page 3
ANALYSIS OF ISSUES:
The intent of the on-call program is to provide an efficient and cost-effective mechanism
for the City to secure consulting services that allow City business to be conducted in a
manner consistent with the City’s purchasing policy. The number of consultants in a given
expertise area is large enough to provide redundancy of services and increases the
likelihood of the City receiving competitive proposals for a specific project, while small
enough to provide opportunities for all selected consultants to compl ete some level of
work for the City.
With this program in place, when a need arises, staff prepare s a project specific request
for proposal from the consultants. The consultants review the request and provide a
proposal for work activities and associated costs. Staff evaluates the proposed work plan
and cost and then selects the proposal that meets the City’s needs. If the proposal cost
is within the City Council approved project or service budget, the City issues a purchase
order for this work, and directs the consultant to proceed. Once the consultant begins
work, the contract period does not expire until the consultant has completed the purchase
order work.
Due to a variety of factors, such as increased labor and material costs, several of the
consultants that executed the two (2) year agreement extension for on-call services have
rate schedules that are expired and do not reflect the consultant's current rate schedules
under the existing agreement terms. While the City can request that the consultants
continue to be part of the program at their previous rate schedules, staff requested all
twenty-five (25) consultants that extended agreement s with the City to submit updated
rate schedule proposals by August 23, 2024. Of the 25 consultants, 16 submitted updated
rate proposals.
Allowing the 16 consultants to update rate schedules to include years through the
agreement extension, 2024-2026, will not impact the City’s discretion when considering
cost as part of work proposals submitted by consultants. It is in the best interest of the
consultants to provide competitive rates because staff solicits multiple proposals when
qualifying projects arise. The City requests scope and fee information as part of all
consultant proposals and makes consultant selections for work with cost efficiency in
mind.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Modify and approve staff’s recommendations;
3. Do not approve staff’s recommendations; or
4. Provide other direction to staff.
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Item 9.f.
City Council
Amendments to On-Call Consultant Services Agreements for Support to the
Community Development and Public Works Departments
September 9, 2024
Page 4
ADVANTAGES:
Approving the amendment to 16 on-call service agreements will continue the mutually
beneficial working relationship the City has with consultants on the on-call services list by
allowing the consultants to be compensated for work at up-to-date rate schedules rather
than the expired rate schedules per the current agreement terms .
Establishment of on-call service agreements does not preclude the City from obtaining
consultant services through the formal Request for Proposals (RFP) process for specific
project needs or specialty work, and the City will continue to monitor total expenditures to
ensure compliance with City’s purchasing policy requirements.
The recommended action includes language authorizing the City Attorney to make minor
modifications to an agreement when such modifications are requested and determined to
be necessary and appropriate, as oftentimes a consultant will reques t or require a minor
modification to insurance or other provisions.
DISADVANTAGES:
There are no disadvantages anticipated. Since its inception in 2021, the on-call consultant
services program has consistently proven to be cost and time -efficient.
ENVIRONMENTAL REVIEW:
Executing extension letters with consultants with whom the City already has active on -
call contracts is not a foreseeable indirect, physical change in the environment. (State
CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378 project subject to the California
Environmental Quality Act (CEQA) because it has no potential to result in either a direct,
or reasonably foreseeable indirect, physical change in the environment. (State CEQA
Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.
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.
ATTACHMENTS:
1. Agreement Amendment Template
2. On-Call Consultants List 2024-2026
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ATTACHMENT 1
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 and
CONSULTANT NAME ("Consultant") is made and entered into this 9th day of September,
2024.
WHEREAS, the parties entered into an Agreement dated August 21st, 2021 for on-call
LIST DISCIPLINES services; and
WHEREAS, pursuant to Section 1 ("Term") of the Agreement, the parties have exercised
the option for the one (1) additional two (2) year period extension under the same terms
and conditions of the Agreement, with a new expiration date of July 31, 2026; and
WHEREAS, the parties desire to further modify 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. For the additional two (2) year period extension of this Agreement the City agrees
to pay the Consultant in accordance with the updated payment rates and terms set
forth in Exhibit “A” attached hereto and incorporated herein by this reference.
2. Except as modified herein, all other terms and conditions set forth in the Agreement
for Consultant Services, as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First
Amendment the day and year first above written.
CONSULTANT COMPANY
By:
Name, Title
CITY OF ARROYO GRANDE
By:
Matthew Downing, City Manager
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ATTACHMENT 1
EXHIBIT A
PAYMENT RATES AND TERMS
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Attachment 2
Architectural Hydrology and Stormwater
Harris Architecture & Design Stantec
Ravatt, Albrecht & Associates Inc. Wallace Group
Civil Engineering Rick Engineering
Garing, Taylor & Associates (GTA) Rincon Consultants, Inc.
Stantec North Coast Engineering (NCE)
Wallace Group Tetra Tech
GHD Garing, Taylor & Associates (GTA)
North Coast Engineering (NCE) Landscape Architecture
Quincy Engineering Stantec
Tetra Tech Dudek
Rick Engineering Wallace Group
Dudek KTUA
Eikhof Design Group Material Testing/Evaluation
Pavement Engineering Inc. (PEI) Earth Systems
Construction Management Geo Solutions, Inc.
Filippin Engineering Pavement Engineering Inc. (PEI)
MNS Engineers, Inc. Achievement Engineering Corp
Pavement Engineering Inc. (PEI) Planning
Water System Consulting Inc. SWCA Environmental Consultants
Diversified Project Services (DPSI) Rincon Consultants, Inc.
North Coast Engineering (NCE) Dudek
Quincy Engineering Right of Way
Michael K. Nunley and Associates (MKN) Hamner Jewell & Associates
Environmental Consulting & Permitting Structural Engineering
Rincon Consultants, Inc. Quincy Engineering
Stantec Wood Rodgers
Albion Environmental Inc. Stantec
Dudek Surveying
Tetra Tech North Coast Engineering (NCE)
Geotechnical Engineering Garing, Taylor & Associates (GTA)
Earth Systems MNS Engineers, Inc.
Geo Solutions, Inc. Tetra Tech
Tetra Tech Wallace Group
Geographic Information Systems (GIS) Stantec
GHD Water/Wastewater Engineering
Stantec Michael K. Nunley and Associates (MKN)
Wallace Group Wallace Group
Dudek MNS Engineers, Inc.
Tetra Tech Water System Consulting Inc.
Grant Administration GHD
GHD
Rick Engineering
Dudek
MNS Engineers, Inc.
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