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HomeMy WebLinkAbout11 - PSA Gable Engineering for CIP Project MgmtCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. ?11 July 24, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum 949 - 644 -3311 or sbadum @city.newport- beach.ca.us SUBJECT: APPROVAL OF AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH GABLE ENGINEERING, INC. FOR CIP PROJECT MANAGEMENT SERVICES RECOMMENDATIONS: Approve Amendment No. 1 to Professional Services Agreement with Gable Engineering, Inc. at a not to exceed price of $104,000 and authorize the Mayor and City Clerk to execute the Agreement. DISCUSSION: On February 13, 2007, the City Council approved a Professional Services Agreement for capital improvement project management services with Gable Engineering, Inc. It was anticipated that consultant services would be needed to fill a staffing gap until the City had an opportunity to recruit and retain a new employees. Since recruitment efforts did not yield the appointment of new staff, supplemental project management services are still necessary to keep the Capital Improvement Program and its various projects moving forward. Gable Engineering is currently serving as project manager for: 1. Marina Park Preliminary Design 2. Newport Center Park Design 3. Irvine Terrace Landscape Improvements 4. Big Canyon Creek restoration 5. Little Corona Restroom Replacement Staff solicited a new proposal from Gable Engineering, Inc. to continue providing interim project management services until vacant positions can be filled. The proposed scope of professional services will include the management of the design and construction of the above listed capital projects and additional projects as assigned.. The designated project manager from Gable Engineering, Inc. is Mark' Reader, P.E. Mr. Reader has over twenty years experience in civil engineering and has extensive experience in managing capital projects. It is expected that Mr. Reader will work an Approval of Amendment No. 1 to Professional Services Agreement with Gable Engineering for CIP Management Services July 24. 2007 Page 2 average of 20 hours per week for the next twelve months. The proposed hourly rate is $100 /hr and the overall cost will not exceed $104,000. Funding Availability: The current vacant positions that affect the delivery of the CIP include City Engineer and Principal Engineer. With the pending retirement of Lloyd Dalton, Acting City Engineer, a second Principal Engineer position will also be vacant by the end of July. Staff projects that salary savings up to $458,221 will be available if the three positions remain vacant for the next fiscal year. Due to the recent recruitment difficulties, we are working on a reorganization plan for the Public Works Department to ensure the continuation of quality services and capital project delivery. While it is hoped that the reorganization plan will be completed and reviewed by City Council in the near future, the implementation of such a plan will span over the next fiscal year. This contract and potentially additional contracts may be needed to keep us moving forward as we implement changes in the department to compensate for the loss of experienced personnel. Submitted by: Badum .s Director Amendment No. 1 to Professional Services Agreement AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT • WITH GABLE ENGINEERING FOR CAPITAL IMPROVEMENT PROJECT MANAGEMENT SERVICES THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered into this _ day of 2007, by and between the CITY. OF NEWPORT BEACH, a municipal corporation ( "City ") and GABLE ENGINEERING. INC., a California corporation, whose address is 392 Ramona Way, Costa Mesa, California, 92627 ( "Consultant "), is made with reference to the following: RECITALS A. On February 13, 2007, City and Consultant entered into a Professional Services Agreement, hereinafter referred to as the "Agreement," for capital improvement project management services. B. The Agreement's term is due to expire on June 30., 2007. C. City desires to have Consultant provide additional project management services in connection with the construction of various capital projects. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to compensate Consultant for additional professional services needed for City under the terms and conditions set forth in this Agreement. E. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. 1 ", as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. Consultant shall provide the services outlined in the June 18, 2007 Letter from Consultant attached hereto as "Exhibit A" and incorporated in full by this reference. 2. Total additional compensation for services performed pursuant to this Amendment No. 1 for all work performed, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Four Thousand Dollars ($104,000.00). Consultant shall be paid on a time and materials basis at a billing rate of $100 per hour, as outlined in Exhibit A. 3. The term of the Agreement shall be extended to June 30, 2008. 4. Except as expressly modified herein, all other provisions, terms, and covenants set forth in Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date first above written. APPR VED AS TO FORM: 7 ff, Aaron C. Harp, Assistant City Attorney for the City of Newport Beach ATTEST: By: LaVonne Harkless, City Clerk Attachment: Exhibit A — Scope of Work CITY OF NEWPORT BEACH, A Municipal Corporation By: Steve Rosansky, Mayor for the City of Newport Beach GABLE ENGINEERING, INC. By:_ Title: (Corporate Officer) Print Name: By: (Financial Officer) Title: Print Name: f.\usersVbMsharedlagreementsVfy 07 -08Veader- gableamendment-i.doc 2 June 18, 2007 Mr. Steven G. Badum City of Newport Beach Public Works Department 3300 Newport Blvd. Newport Beach, CA Re: Contract Engineering Position Dear Mr. Badum, RECEIVED JUN Y R ZUU1 Public Works Department City of Newport Beach I have enjoyed assisting the Newport Beach Public Works Department with the various projects I have been assigned these last several months. I have enjoyed the challenges each project brings and look forward to continue to keep these projects moving forward As a follow up to our meeting last week, I would like this letter to express my continued interest in the Contract Project Manager position and I look forward to assisting the city with their engineering needs for the upcoming fiscal year. In terms of a contract amount, I am estimating 20 hrs per week which equates to 1,040 hours for the year. Based on a billing rate of $100 per hour, the total contract amount will be $104,000.1 Let me know if you need any other information at this time. Sincerely, Mark S. Reader, PE Exhibit A