CC 2021-06-22_08i On Call Services_Engineering_AmendmentsMEMORANDUM
TO: CITY COUNCIL
FROM: BRIAN PEDROTTI, DIRECTOR OF COMMUNITY DEVELOPMENT
BY: ROBIN DICKERSON, PE, CITY ENGINEER
SUBJECT: CONSIDERATION TO APPROVE AMENDMENTS TO CONSULTANT
SERVICES AGREEMENTS FOR CIVIL ENGINEERING, CONSTRUCTION
MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
DATE: JUNE 22, 2021
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:
Only one project requires a cost increase associated with the amendments. Costs will be
incurred for specific projects and services in compliance with City Council approved
budgets. GHD is requesting an additional $5,030.00 for the Local Roads Safety Program
(LRSP) for additional data updates. Staff proposes to utilize funds from the Engineering
Contractual Services account, which includes $80,000 in the Fiscal Year 2020-21 Budget
and $80,000 in the Fiscal Year 2021-22 Budget.
RECOMMENDATION:
It is recommended the City Council 1) approve and authorize the Mayor to execute
Amendments to Consultant Services Agreements to extend agreements through from
June 30, 2021 to June 30, 2022, with the following firms for specified services: Earth
Systems Pacific; MNS Engineers Inc.; Wallace Group; GHD; Michael K Nunley and
Associates; and Eikhof Design Group; and 2) authorize the additional LRSP cost and
scope changes to Amendment 6 for GHD.
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 June 30, 2021. On
February 27, 2018, City Council amended all fifteen On-Call Service Contracts to extend
the terms from February 28, 2019, to February 29, 2020. On February 25, 2020, Council
again amended eight On-Call Service Contracts to extend the terms from February 29,
2020, to September 30, 2020 to allow for the completion of ongoing projects.
Item 8.i. - Page 1
CITY COUNCIL
AMEND CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
June 22, 2021
PAGE 2
On July 14, 2020, the City Council approved Amendment 4 to modify the On-Call
Consultant Services Agreement with GHD for additional services for the Circulation
Element. On August 25, 2020, the City Council approved Amendment 5 to modify the
scope of services including some Highway Safety Improvement Program (HSIP) grant
funding applications and extend the On-Call Services Agreement from September 30,
2020 to June 30, 2021.
On September 22, 2020, the Council amended On-Call Service Contracts with Earth
Systems Pacific, Eikhof Design Group, Michael K. Nunley and Associates, MNS Engineers,
and the Wallace Group to extend the term from September 30, 2020, to June 30, 2021 to
continue ongoing projects that have not been completed.
Staff issued a Request for Qualifications (RFQ) for On Call Professional Consulting
Services on March 12, 2021. The request included over 16 disciplines for Engineering,
Planning and Public Works. By April 29, 2021 the City received 57 qualified proposals
for 158 disciplines. Staff is proposing to award the On Call Consulting Agreements at the
next available Council meeting on July 27, 2021.
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, as listed in Table 1. The agreements are proposed to be
extended to the end of this next fiscal year, June 30, 2022, or until the project is completed
whichever comes first.
TABLE 1
On-Call Firms with Active Projects to Extend to July 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. Oak Park/ El Camino Real Storm Drain Repairs
3. Phase IV Soto Sports ADA Project
GHD 1. Circulation Element Update (CEU)
2. Local Roads Safety Program (LRSP)
Michael K. Nunley and
Associates
1. Well 11 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
Item 8.i. - Page 2
CITY COUNCIL
AMEND CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
June 22, 2021
PAGE 3
GHD is nearing completion of the Local Roads Safety Program (LRSP), which is expected
to be presented to Council for approval later this summer. GHD is requesting an additional
$5,030.00 for completion of the report. To complete the LRSP, additional tasks are being
requested outside the original scope of services. These tasks include:
1. Adding additional collision data for 2019 and 2020 and updating graphics;
2. The addition of a 3rd Highway Safety Improvement Program (HSIP) application
for future funding;
3. A 5th Stakeholders group meeting; and
4. Coordination with public comments from the Circulation Element Update,
including 68 comments pertaining to safety that will be incorporated into the
LRSP.
The addition of these funds will allow GHD to complete the LRSP.
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 other direction to staff.
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.
Attachments:
1. Amendment 4 to the Agreement for Consultant Services for Earth Systems Pacific.
2. Amendment 4 to the Agreement for Consultant Services for Eikhof Design Group.
Item 8.i. - Page 3
CITY COUNCIL
AMEND CONSULTANT SERVICE AGREEMENTS FOR CIVIL ENGINEERING,
CONSTRUCTION MANAGEMENT, MATERIALS TESTING, AND LAND SURVEYING
SERVICES
June 22, 2021
PAGE 4
3. Amendment 4 to the Agreement for Consultant Services for Michael K. Nunley and
Associates.
4. Amendment 4 to the Agreement for Consultant Services for MNS Engineers.
5. Amendment 4 to the Agreement for Consultant Services for the Wallace Group.
6. Amendment 6 to the Agreement for Consultant Services for GHD
7. Additional Scope of Services from GHD for the LRSP (Exhibit A to the GHD Amendment)
Item 8.i. - Page 4
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 4
This FOURTH Amendment ("Fourth Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and EARTH SYSTEMS
PACIFIC (“Consultant”) is made and entered into this 22nd day of June 2021.
WHEREAS, the parties entered into an Agreement for On-Call Consultant Services dated
March 1, 2015; 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 entered into a Third Amendment to Agreement dated September
22, 2020 to include specific scopes of services and extend the Agreement to June 30,
2021; 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 June 30,
2022, or such date that the work is completed or 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.
Attachment 1
Item 8.i. - Page 5
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: EARTH SYSTEMS PACIFIC
________________________________ _______________________________
Caren Ray Russom, MAYOR
ATTESTED:
________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 6
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 4
This FOURTH Amendment ("Fourth Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and EIKHOF DESIGN
GROUP, INC. (“Consultant”) is made and entered into this 22nd day of June 2021.
WHEREAS, the parties entered into an Agreement for On-Call Consultant Services dated
March 1, 2015; 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 entered into a Third Amendment to Agreement dated September
22, 2020 to include specific scopes of services and extend the Agreement to June 30,
2021; 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 June 30,
2022, or such date that the work is completed or 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.
Attachment 2
Item 8.i. - Page 7
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: EIKHOF DESIGN GROUP, INC.
________________________________ _______________________________
Caren Ray Russom, MAYOR JEFF VAN DEN EIKHOF
ATTESTED:
________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 8
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 4
This FOURTH Amendment ("Fourth Amendment") to Agreement for Consultant Services
(“Agreement”) 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 June 2021.
WHEREAS, the parties entered into an Agreement for On-Call Consultant Services dated
March 1, 2015; 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 entered into a Third Amendment to Agreement dated September
22, 2020 to include specific scopes of services and extend the Agreement to June 30,
2021; 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 June 30,
2022, or such date that the work is completed or 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.
Attachment 3
Item 8.i. - Page 9
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: MICHAEL K. NUNLEY AND ASSOCIATES
________________________________ _______________________________
Caren Ray Russom, MAYOR MICHAEL K. NUNLEY
ATTESTED:
________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 10
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 4
This FOURTH Amendment ("Fourth Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and MNS ENGINEERS
(“Consultant”) is made and entered into this 22nd day of June 2021.
WHEREAS, the parties entered into an Agreement for On-Call Consultant Services dated
March 1, 2015; 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 entered into a Third Amendment to Agreement dated September
22, 2020 to include specific scopes of services and extend the Agreement to June 30,
2021; 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 June 30,
2022, or such date that the work is completed or 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.
Attachment 4
Item 8.i. - Page 11
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: MNS ENGINEERS
________________________________ _______________________________
Caren Ray Russom, MAYOR MARK E. REINHARDT, VICE PRESIDENT
ATTESTED:
________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 12
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 4
This FOURTH Amendment ("Fourth Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and WALLACE
GROUP (“Consultant”) is made and entered into this 22nd day of June 2021.
WHEREAS, the parties entered into an Agreement for On-Call Consultant Services dated
March 1, 2015; 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 entered into a Third Amendment to Agreement dated September
22, 2020 to include specific scopes of services and extend the Agreement to June 30,
2021; 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 June 30,
2022, or such date that the work is completed or 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.
Attachment 5
Item 8.i. - Page 13
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Third
Amendment the day and year first above written.
CITY OF ARROYO GRANDE: WALLACE GROUP
________________________________ _______________________________
CAREN RAY RUSSOM, MAYOR
ATTESTED:
________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
________________________________
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 14
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 6
This Sixth Amendment ("Sixth Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and GHD, INC.
(“Consultant”) is made and entered into this 22nd day of June, 2021.
WHEREAS, the parties entered into an Agreement for On-Call Consultant Services dated
March 1, 2015; and
WHEREAS, the parties entered into a First Amendment to the Agreement dated February
27, 2018, to extend the term of the Agreement to February 29, 2020, and to change the
name of the company from OMNI Means LTD to GHD Inc.; and
WHEREAS, the parties entered into a Second Amendment to Agreement dated May 15,
2019, to authorize GHD to update the General Plan Circulation Element; and
WHEREAS, the parties entered into a Third Amendment to Agreement dated February
25, 2020 to include specific scopes of services for the SSARP/LRSP and the Circulation
Element and extended the Agreement to September 30, 2020; and
WHEREAS, the parties entered into a Fourth Amendment to Agreement dated July 14,
2020 to include additional scopes of services for the Circulation Element; and
WHEREAS, the parties entered into a Fifth Amendment to Agreement dated August 25,
2020 to extend the term of the Agreement to June 30, 2021, and modify the scope of
services for the LRSP; 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 June 30,
2022, or such date that the work is completed or unless sooner terminated
pursuant to the provisions hereof.
2.To modify the scopes of services as specified in Exhibit A attached hereto and
incorporated herein by this reference.
3.Except as modified herein, all other terms and conditions set forth in the
Agreement, as amended, shall remain unchanged.
Attachment 6
Item 8.i. - Page 15
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Sixth
Amendment the day and year first above written.
CITY OF ARROYO GRANDE:
CAREN RAY RUSSOM, MAYOR
GHD, INC.:
_____________________________
DOUGLAS J. RIES, PRINCIPAL
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
TIMOTHY J. CARMEL,
CITY ATTORNEY
Item 8.i. - Page 16
669 Pacific Street, Suite A, San Luis Obispo, CA USA
T 1 805-858-3141 W www.ghd.com
June 16, 2021
Robin Dickerson, PE
City Engineer
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Re: Proposal for Additional Work for Local Road Safety Plan
Dear Robin,
We are excited about helping the City of Arroyo Grande finalize the Local Road Safety Plan (LRSP).
Based on previous tasks and analysis performed outside of scope, we have recognized there will be
some additional budget and scope to facilitate the completion of that plan and Public Hearing.
Please contact me with any questions and refer to the following attached document that lists the
“Previous Work Performed Outside of Scope” and “Additional Budget to Complete LRSP.”
The budget is as follows: Task 1 - LRSP Additional Budget and Work $5030
Please contact me with any questions you might have regarding this proposal. Thank you again for the
opportunity to offer our services for this very important effort.
Sincerely,
GHD
Jay Walter PE TE
Project Manager
Attachment 7
Item 8.i. - Page 17
Previous Work Performed Outside of Scope
In performing the Local Road Safety Plan (LRSP) and Highway Safety Improvement Program (HSIP)
applications, there were some tasks completed outside of the scope. These tasks were as follows:
1.Additional collision analysis for 2019 and 2020
2.Additional HSIP project investigation for different locations in the preparation of 3 applications (we
were only scoped to do 2 applications)
a.Based on feedback from Caltrans and requirements, only submitted 1 application
3.Additional Stakeholder Working Group meeting (only scoped for a total of 4 meetings and had to
date 4 stakeholder meetings and 1 kick off meeting)
4.Coordination with the public comments for the Circulation Element and overall recommendations
Therefore, due to these services being performed out of scope, we need additional budget for the
following services identified in “Additional Budget to Complete LRSP.”
Additional Budget to Complete LRSP
Task 1 – Local Road Safety Plan
Task 1.1 – Additional Budget and Work
Additional budget is required to complete the Draft and Final LRSP document due to work performed out
of scope (see above). In addition, the additional work fee covers the project required documents and
PowerPoint and attendance and presentation at the Public Hearing meeting. This project will be presented
to City Council in July 2021.
Deliverables
Local Road Safety Plan Draft and Final Report
o MS Word documents and PDF copies of the Draft and Final Reports will be provided in an
electronic format along with two (2) bound hardcopies of the Final LRSP Report
Public Hearing materials, PowerPoint, and presentation.
Cost Proposal
W alter Kleinschmidt Byrant Rahman
ProjectFunction PM Eng D Eng A Eng A
Task Task Description Rate $200 $160 $90 $80
1 $5,030
1.1 Additional Budget and Work 4 18 15 15 52 $5,030
Hours 4 18 15 15 52 New Total:
Dollars $800 $2,880 $1,350 $1,200 $0 $0 $5,030 $5,030
Consumables
Outside
Services
Total
Hours Subtotal
Task Total
Local Roadway Safety Plan
Item 8.i. - Page 18