HomeMy WebLinkAbout05 - Project Management ServicesCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
January 8, 2008
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 RICHARD EDMONSTON FOR PROJECT
MANAGEMENT SERVICES
RECOMMENDATIONS:
1. Approve Amendment No. 1 to Professional Services Agreement with Richard
Edmonston, of Huntington Beach, California, for project management at a not to
exceed price of $26,000 and authorize the Mayor and City Clerk to execute the
Agreement.
2. Approve a Budget Amendment transferring $26,000 from salary savings in the
Transportation and Development Services Division (5200 -7000) to the
Transportation and Development Services Division Services Professional and
Technical Account 5200 -8080.
DISCUSSION:
On February 27, 2007 the City Council approved a Professional Services Agreement
with Richard Edmonston for project management services. Mr. Edmonston, the former
Transportation and Development Services Manager, retired from the City on December
31, 2006, and was hired back as a part-time consultant to work on several tasks to aide
in backfilling his former position.
Mr. Edmonston's scope of services included updating the Fair Share Fee program for
compliance with the new General Plan; finalizing the Traffic Signal Master Plan
Replacement Program; preparing a procedures manual for traffic study guidelines;
assisting staff with the ongoing traffic signal timing updates and Traffic Signal
Modernization project; preparing a traffic and development policy and procedures
manual; rewriting and updating Chapter 12 of the City's Municipal Code; and providing
miscellaneous staff assistance with complex ongoing projects.
Several of these tasks required unanticipated levels of complexity from the original
scope of services and has prolonged the required time for completion. Due to the
Approval of Amendment No. 1 to Professional Services Agreement with Richard Edmonston for Project Management
January 8, 2008
Page 2
department reorganization, the traffic and development policy and procedures manual
has been deleted from the scope of services and the allotted time was reassigned to
other tasks. Mr. Edmonston is requesting an additional 260 hours to complete the
remaining tasks and to extend the term of the agreement to April 30, 2008. The
proposed hourly rate will remain at $100 per hour for a not to exceed cost of $26,000.
This expense can be covered by a combination of salary savings and unspent funds for
Professional and Technical Services within the Public Works Department budget.
Per City Council Policy F -20, City Council approval is required for all temporary
contracts with former City employees.
Funding Availabilitv:
Upon approval of the recommended Budget Amendment, sufficient funds are available
in the following account for the project:
Account Description
Services Professional and Technical
Submitted
Ken G. Badum
is Works Director
Attachment: Amendment No. 1
Account Number
5200 -8080
Total:
Amount
$26,000
$26,000
AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
WITH RICHARD M. EDMONSTON
FOR TRAFFIC PROJECT MANAGEMENT
THIS.AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this day of , 2008, by and between the CITY OF
NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and
RICHARD M. EDMONSTON, an individual, a whose address is 8792 Gallant Drive,
Huntington Beach, California, 92646 ( "Consultant "), and is made with reference to the
following:
RECITALS
A. On February 27, 2007, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "Agreement ",
for Traffic Improvement Project Management services for the City's Capital
Improvement Projects, hereinafter referred to as "Project ". This
Agreement expired on June 30th 2007.
B. City desires to enter into this Amendment No. 1 to reflect additional
services not included in the Agreement and to extend the term of the
Agreement to April 30, 2008..
C. City desires to compensate Consultant for additional professional services
needed for Project.
D. 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 be compensated for services performed pursuant to this
Amendment No. 1 according to "Exhibit A" dated October 10, 2007,
attached hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 1 for all work performed in accordance
with this Amendment, including all reimbursable items and subconsultant
fees, shall not exceed Twenty -Six Thousand and 00/100 Dollars
($26,000.00).
3. The term of the Agreement shall be extended to April 30, 2008.
- 2
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.
APPROVED AS TO FORM:
_ , C
fo ✓ ity Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
Mayor
for the City of Newport Beach
CONSULTANT:
M
(Corporate Officer)
Print Name:
z
(Financial Officer)
Title:
Print Name:
Attachments: Exhibit A — Scope of Services
f:l users 1pbwlsharedlagreementslmaster templatesUank- amend.doc
3
Richard M. Edmonston, PE
8792 Gallant Drive
Huntington Beach, CA 92646
(714) 720-1556 Exhibit A
October 10, 2007
Stephen G. Badum
Public Works Director
City of Newport Beach
PO Box 1768
Newport Beach, CA 92658 -8915
Subject: Amendment to Professional Services Agreement
Dear Mr. Badum:
I am proposing that the Professional Services Agreement that was approved by the City
Council on February 27, 2007 be amended to extend the termination date and provide for
additional work that has been and will be performed. Also a few items in the Scope of
Work require somewhat more effort to complete than I initially anticipated.
The key areas where unanticipated levels of effort have been provided include the
completed update to the Traffic Phasing Ordinance, support analysis for the review of
impacts from City of Irvine residential development in the Irvine Business Complex, and
participating in the traffic impacts of development transfers in the Newport Center area.
The effort required to update the Fair Share Fee program has proven to be substantially
more complex than originally anticipated and it now appears that I will be providing
support for this project for at least another two to three months. The development of
infrastructure standards for new residential development in the airport area has also been
more involved than I originally estimated.
The status of each of the items of work and details of any additional requested time are
provided on the attached summary. To accomplish the remaining tasks I suggest my
agreement be amended to extend the termination date another four to six months from
now and another 260 hours at the current rate of $100/hour.
Yours truly,
Richard M. Edmonston, PE `
Summary of Tasks
Fair Share Fee Update
This task has proven to be considerably more complex than anticipated and I have already
exceeded the estimate of hours to complete the update. I estimate that this project will require
another three months of effort averaging eight hours per week. An addition of 136 hours to the
original budget should adequate to complete this task.
Traffic Sianal Master Plan
This task will result in a program detailing the long -term maintenance needs of the traffic signal
system and it is approximately twenty percent complete. Originally only 24 hours were budgeted
for this and additional time will be needed to produce a truly useful product. Working with staff
it has become apparent that considerable additional detail is required. It is requested than another
24 hours be budgeted for this effort.
Traffic Study Guidelines
These are approximately fifty percent complete and no additional hours beyond the initial
proposal are required to finish this document.
Traffic Signal Timing
This project is approximately fifteen percent complete and no additional hours are being
requested.
Policies and Procedures Manual
Preliminary discussions with staff were conducted but with the recent reorganization of the Public
Works Department it is recommended that this task be tabled and the allotted hours be reassigned
to other tasks.
Rewrite of Chapter 12 of the Municipal Code
The rewrite is roughly thirty percent done. Input has been requested from other affected
departments and I have had good response from some. My effort to get input from other cities on
what they find positive about their traffic codes has not produced any response. Based upon the
results to date I anticipate an additional 12 hours be added to the 28 originally budgeted for a total
of 40 hours for this task.
Miscellaneous
This task includes minor assistance to staff plus the time for those unanticipated efforts such as
the update to the Traffic Phasing Ordinance and the transfer of development trips in Newport
Center. Originally 40 hours were budgeted and I broke this down further for billing purposes to
20 hours for Airport Issues (both in Newport Beach and Irvine) and 20 hours for other
Miscellaneous work efforts. I have spent a total to date of 98 hours on this task to date.
It is recommended that the Airport Area Traffic issues be separated out with a budget of 46 hours
including the 26 already expended. The remaining Miscellaneous task should be augmented with
an additional 100 hours which will provide for the extra hours already expended as well as four
hours per week for another twelve weeks.
City of Newport Beach NO. BA- 08BA -033
BUDGET AMENDMENT
2007 -08 AMOUNT: $26,000.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance
PX Transfer Budget Appropriations rx I No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To transfer expenditure appropriations for approval of an amendment to the PSA with Richard Edmonston for project
management services.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Amount
Debit Credit
Division Number
Account Number Automatic system Entry.
Signed:
Signed
Signed:
Approval: Administrati� Services Director
City Council Approval: City Clerk
112-
Date
at
Date
Description
Division
Number
5200
Public Works - Transportation Development
Account
Number
7099
Salary Savings $26,000.00
Division
Number
5200
Public Works - Transportation Development
Account
Number
8080
Services — Professional & Technical $26,000.00
Division
Number
Account
Number
Division
Number
Account
Number
Division Number
Account Number Automatic system Entry.
Signed:
Signed
Signed:
Approval: Administrati� Services Director
City Council Approval: City Clerk
112-
Date
at
Date