CC 2020-09-22_08i Amendment to Agreements for On Call Services
MEMORANDUM
TO: CITY COUNCIL
FROM: WHITNEY MCDONALD, CITY MANAGER/ACTING DIRECTOR OF
COMMUNITY DEVELOPMENT
BY: ROBIN DICKERSON, CITY ENGINEER
SUBJECT: CONSIDERATION TO APPROVE AMENDMENTS TO CONSULTANT
SERVICE AGREEMENTS FOR CIVIL ENGINEERING, CONSTRUCTION
MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
DATE: SEPTEMBER 22, 2020
SUMMARY OF ACTION:
Approve Amendments to the Consultant Services Agreements to allow the City to
complete ongoing projects with current on-call service firms.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
No costs are associated with the amendments. Costs will be incurred for specific projects
and services in compliance with City Council approved budgets.
RECOMMENDATION:
It is recommended the City Council approve Amendments to Consultant Services
Agreements to extend agreements through June 30, 2021, with the following firms for
specified services: Earth Systems Pacific; MNS Engineers Inc.; Wallace Group; Michael
K Nunley and Associates; and Eikhof Design Group.
BACKGROUND:
The use of on-call consultants has been found to be an effective tool in the delivery of
City projects and services. The current list of on-call civil engineering consultants was
established in February 2015 and those agreements will expire on September 30, 2020.
On February 27, 2018 City Council amended all fifteen On-Call Service Contracts to
extend the contract from February 28, 2019 to February 29, 2020. On February 25, 2020
Council again amended eight On-Call Service Contracts to extend the contract from
February 29, 2020 to September 30, 2020 to allow for the completion of projects. While
City staff is working to issue a new Request for Qualifications (RFQ) to establish a new
list of on-call consultants, there are several projects that have not been completed under
the current on-call agreements. Staff is recommending an extension of five of the existing
agreements with firms that are currently working on active projects to allow the completion
of those projects.
Item 8.i. - Page 1
CITY COUNCIL
AMEND CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
SEPTEMBER 22, 2020
PAGE 2
ANALYSIS OF ISSUES:
The intent of the on-call consultant services list is to provide the depth and breadth of
services needed to complete City projects that could not otherwise be completed in a
timely manner with limited City staff. Maintaining multiple consultants in a given work
area provides redundancy of services and increases the likelihood of receiving
competitive proposals for a specific project. Extension of the agreements with firms that
the City is working with on current projects will avoid losing progress made to date on
those projects. Agreements are only being extended to on-call firms that are currently
working on active projects (Table 1). All other on-call service agreements will expire on
September 30, 2020 (Table 2). The agreements are proposed to be extended to the end
of this fiscal year, June 30, 2021, or until the project is completed whichever comes first.
In the meantime, for any new project requiring consultant services, the City will use the
standard RFP process to procure services until a new on-call list is established. City staff
will be preparing and issuing new On-Call Service RFQ’s in October 2020, so that a new
list of on-call service firms can be established.
TABLE 1
On-Call Firms with Active Projects to Extend to June 30, 2021
Firm Current Projects
Earth Systems Pacific 1. Compaction Testing and Geotechnical Observation for
Castillo del Mar Project
Eikhof Design Group 1. Castillo del Mar Extension
2. Material Bins at Corp. Yard
3. 2020 Concrete Repairs
4. Oak Park/ El Camino Real Storm Drain Repairs
5. Phase IV Soto Sports ADA Project
Michael K. Nunley and
Associates
1. Well 11 Project
2. Trenchless Sewer Rehab Project
MNS Engineers 1. On-Going Map Checking
Wallace Group 1. Fats, Oils and Greases Program
2. 2014 Sewer Master Plan Updates
3. Stormwater Outfall Water Quality Monitoring
TABLE 2
On-Call Consultant Firms with No Active Projects to Expire 9-30-2020
Cannon Corporation Pavement Engineering, Inc
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve Amendments extending Agreements to allow work to be completed on
current projects;
2. Modify Amendments and extend Agreements for a different term;
3. Allow the Agreements to expire and terminate work in progress; or
4. Provide direction to staff.
Item 8.i. - Page 2
CITY COUNCIL
AMEND CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
SEPTEMBER 22, 2020
PAGE 3
ADVANTAGES:
Approving Amendments to the Consultant Service Agreements will continue to allow the
City to provide high quality services and projects within a reasonable time-period on
projects that are currently underway.
DISADVANTAGES:
None known at this time.
ENVIRONMENTAL REVIEW:
Environmental review is not required for the extensions of these agreements.
Environmental impacts of each project completed under the existing agreements will be
evaluated on a project-by-project basis.
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. At the time of report publication, no comments have
been received.
Item 8.i. - Page 3
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This Third Amendment ("Third Amendment") to Agreement for Consultant Services by
and between the CITY OF ARROYO GRANDE and EARTH SYSTEMS PACIFIC
(“Consultant”) is made and entered into this 22nd day of September 2020.
WHEREAS, the parties entered into an Agreement dated March 1, 2015 for On-Call
Consultant Services (“Agreement”); and
WHEREAS, the parties entered into a First Amendment to Agreement dated February
27, 2018 to extend the Agreement to February 29, 2020; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated February
25, 2020 to include specific scopes of services and extend the Agreement to September
30, 2020; 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.Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until the
earlier of June 30, 2021, or such date that the work is completed , 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.
Item 8.i. - Page 4
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
EARTH SYSTEMS PACIFIC
_______________________________
CITY OF ARROYO GRANDE:
________________________________
CAREN RAY RUSSOM, MAYOR
ATTESTED:
________________________________
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 5
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This Third Amendment ("Third Amendment") to Agreement for Consultant Services by
and between the CITY OF ARROYO GRANDE and MNS ENGINEERS (“Consultant”) is
made and entered into this 22nd day of September 2020.
WHEREAS, the parties entered into an Agreement dated March 1, 2015 for On-Call
Consultant Services (“Agreement”); and
WHEREAS, the parties entered into a First Amendment to Agreement dated February
27, 2018 to extend the Agreement to February 29, 2020; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated February
25, 2020 to include specific scopes of services and extend the Agreement to September
30, 2020; 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.Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until the
earlier of June 30, 2021, or such date that the work is completed , 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.
Item 8.i. - Page 6
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
MNS ENGINEERS
_______________________________
CITY OF ARROYO GRANDE:
________________________________
CAREN RAY RUSSOM, MAYOR
ATTESTED:
________________________________
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 7
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This Third Amendment ("Third Amendment") to Agreement for Consultant Services by
and between the CITY OF ARROYO GRANDE and WALLACE GROUP (“Consultant”)
is made and entered into this 22nd day of September 2020.
WHEREAS, the parties entered into an Agreement dated March 1, 2015 for On-Call
Consultant Services (“Agreement”); and
WHEREAS, the parties entered into a First Amendment to Agreement dated February
27, 2018 to extend the Agreement to February 29, 2020; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated February
25, 2020 to include specific scopes of services and extend the Agreement to September
30, 2020; 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.Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until the
earlier of June 30, 2021, or such date that the work is completed , 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.
Item 8.i. - Page 8
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
WALLACE GROUP
_______________________________
CITY OF ARROYO GRANDE:
________________________________
CAREN RAY RUSSOM, MAYOR
ATTESTED:
________________________________
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 9
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This Third Amendment ("Third Amendment") to Agreement for Consultant Services by
and between the CITY OF ARROYO GRANDE and MICHAEL K. NUNLEY AND
ASSOCIATES, INC. (“Consultant”) is made and entered into this 22nd day of September
2020.
WHEREAS, the parties entered into an Agreement dated March 1, 2015 for On-Call
Consultant Services (“Agreement”); and
WHEREAS, the parties entered into a First Amendment to Agreement dated February
27, 2018 to extend the Agreement to February 29, 2020; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated February
25, 2020 to include specific scopes of services and extend the Agreement to September
30, 2020; 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.Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until the
earlier of June 30, 2021, or such date that the work is completed , 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.
Item 8.i. - Page 10
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
MICHAEL K. NUNLEY AND ASSOCIATES
_______________________________
CITY OF ARROYO GRANDE:
________________________________
CAREN RAY RUSSOM, MAYOR
ATTESTED:
________________________________
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 11
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This Third Amendment ("Third Amendment") to Agreement for Consultant Services by
and between the CITY OF ARROYO GRANDE and EIKHOF DESIGN GROUP, INC.
(“Consultant”) is made and entered into this 22nd day of September 2020.
WHEREAS, the parties entered into an Agreement dated March 1, 2015 for On-Call
Consultant Services (“Agreement”); and
WHEREAS, the parties entered into a First Amendment to Agreement dated February
27, 2018 to extend the Agreement to February 29, 2020; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated February
25, 2020 to include specific scopes of services and extend the Agreement to September
30, 2020; 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.Section 1(" TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be extended and remain and continue in effect until the
earlier of June 30, 2021, or such date that the work is completed , 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.
Item 8.i. - Page 12
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
EIKHOF DESIGN GROUP, INC.
_______________________________
JEFF VAN DEN EIKHOF
CITY OF ARROYO GRANDE:
________________________________
CAREN RAY RUSSOM, MAYOR
ATTESTED:
________________________________
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
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