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HomeMy Public PortalAbout07. Amend Agreement with Willdan Engineering - Public Works Inspection ServicesClaremont City Council Agenda Report File #: 4938 Item No: 7 TO: ADAM PIRRIE, CITY MANAGER FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR DATE: NOVEMBER 28, 2023 Reviewed by: City Manager: AP SUBJECT: AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH WILLDAN ENGINEERING TO EXTEND THE TERM AND INCREASE COMPENSATION FOR PUBLIC WORKS INSPECTION SERVICES (FUNDING SOURCE: GENERAL FUND) SUMMARY On October 31, 2022, the City entered into a professional services agreement with Willdan Engineering for a not -to -exceed amount of $25,000 to provide public works inspection services for the Engineering Division. On January 10, 2023, the City Council authorized an amendment to the agreement extending the term through June 30, 2023 and increasing compensation by $100,000. On May 9, 2023, City Council authorized a second amendment increasing compensation by $168,000, and extending the term of the agreement to December 31, 2023. With the Public Works Inspector position currently vacant, there is a need to provide contract public works inspection services for numerous projects within the City. Staff recommends amending the existing agreement to extend the term through June 30, 2024 and increase compensation by $132,000, for a total agreement amount of $425,000. Amending the professional services agreement with Willdan Engineering will allow public works inspection services to continue to be provided without interruption to the community during the recruitment process. RECOMMENDATION Staff recommends the City Council authorize the City Manager to execute an amendment to the existing professional services agreement for public works inspection services with Willdan Engineering, extending the term to June 30, 2024, and increasing compensation by $132,000, for a total not -to -exceed contract amount of $425,000. CLAREMONT Page 1 of 3 Printed on 11/22/2023 ALTERNATIVES TO RECOMMENDATION In addition to the staff recommendation, there are the following alternatives: A. Request additional information from staff. B. Do not authorize the amendment to the agreement. FINANCIAL REVIEW This purchase is a professional service that does not require competitive bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk's office. The costs associated with providing additional contract public works inspections services through June 30, 2024 are estimated at $132,000, which will bring the total contract amount to $425,000. The City will not be obligated for any employee benefit costs through the California Public Employee Retirement System (CaIPERS), or other associated employee benefits since the requested services would be performed by contract staff. The cost of the agreement with Willdan will be offset by salary and benefit savings from the vacancy in the Public Works Inspector position. The staff cost to prepare this report is estimated at $866 and is included in the operating budget of the Community Development Department. ANALYSIS The Engineering Division is responsible for providing plan checks, permit, and inspection services for grading improvements within the public right of way, subdivision maps, and permitting and inspecting utility projects. As a result of an existing vacancy, contract staff is necessary to provide public works inspection services without impacts to the community. The proposed amendment will allow the City to continue to receive approximately 38 hours of public works inspection services per week. The Engineering Division has been utilizing Willdan's public works inspection services since October 2022. The original agreement was for an amount not to exceed $25,000, and a first amendment was approved on January 10, 2023, which extended the agreement through June 30, 2023 and added $100,000 in additional compensation. As additional contract inspection services were still needed due to project volume, City Council authorized extending the contract term through December 31, 2023 at its May 9, 2023 meeting, and increased the contract amount by $168,000 to cover costs through December 2023. While the City is currently recruiting to fill the vacant Public Works Inspector position, it is not anticipated to be filled for several months. Therefore, staff recommends a third amendment to the contract with Willdan to extend the current term to June 30, 2024, and increasing compensation by $132,000 for a new not -to -exceed amount of $425,000. This would allow the City to continue to provide public works inspection services until the vacancy is filled. City staff has verified the proposed hourly rates for the consultant to ensure they are comparable with industry rates in the region. Staff has determined that Willdan is a qualified consultant to continue providing these services. CLAREMONT Page 2 of 3 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: General Plan and the 2022-24 Budget. CEQA REVIEW This item is not subject to environmental review under the California Environmental Quality Act (CEQA). PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Brad Johnson Community Development Director Prepared by: Vincent Ramos Associate Engineer Reviewed by: Maria B. Tipping, P.E. City Engineer CLAREMONT Page 3 of 3 Printed on 11/22/2023 7c,,WOICgi ly a>c,i=,ial