HomeMy WebLinkAbout05 - CIP Staff Support ServicesCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
May 25, 2010
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
David A. Webb, Deputy Public Works Director /City Engineer
949 - 644 -3328 or dawebb @newportbeachca.gov
SUBJECT: CIP STAFF SUPPORT SERVICES —APPROVAL OF AMENDMENT NO.
ONE TO PROFESSIONAL SERVICES AGREEMENT WITH
ANDERSONPENNA PARTNERS, INC.
Recommendation:
Approve Amendment No. One to Professional Services Agreement with
AndersonPenna Partners, Inc., (AndersonPenna) for Engineering and Inspection
Support Services at a not to exceed General Fund Cap of $223,000 as well as a not to
exceed budgeted enterprise project fund cap of $200,000, and authorize the Mayor and
City Clerk to execute the Agreement.
Discussion:
With the recent reduction of city staff associated with the early retirement program,
combined with the unusually high amount of capital improvement projects, assessment
districts, planning efforts, master plans updates, code and policy updates and other
associated workload, management staff has identified a need for supplemental
engineering staff support to maintain project oversight, delivery schedules and core
services. In accordance with Council Policy F -14, staff reviewed qualifications from five
local firms to provide engineering staff support services to assist in the management
and delivery of capital projects and programs. Based on the review of these firms, the
City entered into a Professional Services Agreement with AndersonPenna on March 16,
2010, for a not to exceed amount of $48,000. AndersonPenna is based in Laguna
Beach and has provided a wide range of Public Works staff support services to local
and regional agencies throughout Southern California, including Laguna Beach, Tustin,
Pomona and Orange County Transportation Authority.
In a recent development, our current contract Senior Public Works Inspector Gary
Harrison working under a City On -Call PSA with the Willdan Group Inc., left Wildan and
joined AndersonPenna in late April of this year. In 2008, the City had entered into an
On -Call Professional Services Agreement with the Willdan Group, Inc. to provide
inspection services on assessment district and capital projects. Mr. Harrison has
Approval of Amend One to Professional Services Agreements with
AndesronPenna, Inc. for CIP Management Services
May 25, 2010
Page 2
.provided the City with excellent underground utility assessment district and project
inspection services under that agreement since 2008 and staff would like to continue
using Mr. Harrison's services on assessment districts and construction projects. In
order to accomplish this, as well as to continue to supplement engineering
management and staff support for the delivery of the various capital programs, staff is
recommending approval of Amendment One with AndersonPenna Partners Inc. This
amendment will extend the contract term until June 30, 2012, and authorize an increase
to the current contract funding limit for general fund related work to a cap of $223,000.
Other direct, non - general fund charges on specific projects such as assessment
districts and enterprise funded CIP projects will be billed against the specific Council
approved project budgets as services are needed within the life of the contract, to a
total cap of $200,000.
AndersonPenna Partners rates are competitive and in line with industry standards.
Willdan Group, Inc.'s rates for inspection services ranged from $95 -$129 per hour.
AndersonPenna Partners rate for inspection services will be offered at the more
competitive rate of $85 per hour.
Environmental Review:
No Environmental clearances are required for this action. Environmental clearances
will be completed as required for each capital improvement project.
Funding Availability:
Upon approval of the recommended contract amendment and the proposed FY 10/11
CIP budget, sufficient general funds will be available in the following account:
Account Description
General Fund
Account Number
7414- C8002000
Total
Amount
$175,000.00
$175,000.00
Any additional, non - general fund, funding for project support service will come from the
specific approved and budgeted project accounts which includes funding such as
Assessment District, Gas Tax, Measure M, Water, Sewer, etc.
Prepared b)e \ „ A Submitted by:
David A. Webb, P.E. -Wph _-Badum
Deputy Public Works Director /City Engineer Public Works Director
Attachment: Professional Services Agreement (PSA) with AndersonPenna
Amendment No. One to PSA with Anderson Penna
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT WITH
ANDERSONPENNA PARTNERS, INC. FOR
STAFF SUPPORT SERVICES FOR VARIOUS CAPITAL IMPROVEMENT PROJECTS
This Amendment No. One to Professional Services Agreement, is entered into as
of this day of , 2010, by and between the City of Newport
Beach, a California Municipal Corporation ( "City "), and Andersonpenna Partners,
Inc. a California Corporation whose address is 668 N. Coast Highway, Suite 1401,
Laguna Beach, California 92651 ( "consultant "), and is made with reference to the
following:
RECITALS:
A. On March 16, 2010, City and Consultant entered into a Professional Services
Agreement, hereinafter referred to as "Agreement," for Engineering Support
Services on an as- needed basis for various Capital Improvement Projects
( "Project').
B. City desires to enter into this Amendment No. One to reflect additional services
not included in the Agreement, to extend the term of the Agreement and to
increase the total compensation.
C. City desires to compensate Consultant for additional Professional Services
needed for the various Capital Improvement Projects ( "CIP "), such as
assessment engineering, grant applications and management, and project and
program management. The funding of General Fund related expenditures will
have a cap of $223,000 over the term of the Agreement. Other direct non -
General Fund expenditures will be charged to a specific project fund, such as
assessment districts and enterprise funded CIP projects which will be billed as
services are needed during the term of the Agreement, with a cap of $200,000.
D. City and Consultant mutually desire to amend Agreement, hereinafter referred to
as "Amendment No. One," as provided here below.
Now, therefore, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
The term of the Agreement shall be extended to June 30, 2012, unless
terminated earlier in accordance with the Agreement. .
2. ADDITIONAL SERVICES TO BE PERFORMED
In addition to the Services to be provided pursuant to the Agreement Consultant
shall diligently perform all the Services described in Amendment No. One
including, but not limited to, all work set forth in the Scope of Services attached
hereto as Exhibit A and incorporated herein by reference. The city may elect to
delete certain tasks of the Scope of Services at its sole discretion.
3. COMPENSATION
City shall pay Consultant for the Services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section, the Schedule of Billing
rates attached to the Agreement and the Scope of Work attached hereto as
Exhibit A. Consultant's total amended compensation for all Work performed in
accordance with this Agreement and Amendment No. One, including all
reimbursable items and subconsultant fees, shall not exceed Four Hundred
Twenty Three Dollars and no /100 ($423,000.00) without prior written
authorization from City.
3.1 General Fund Expenditures: The amended compensation reflects
Consultant's additional compensation for additional as- needed Services to
be performed in accordance with this Amendment No. One, including all
reimbursable items and subconsultant fees, in an amount not to exceed
One Hundred Seventy -Five Thousand Dollars and no /100 ($175,000.00),
without prior written authorization from City. The as- needed Services
shall apply to General Fund Expenditures Projects.
3.2 Non - General Fund Expenditures: The amended compensation reflects
Consultants additional compensation for additional as- needed Services to
be performed in accordance with this Amendment No. One, including all
reimbursable items and subconsultant fees, in an amount not to exceed
Two Hundred Thousand Dollars and no /100 ($200,000.00).
4. INTEGRATED CONTRACT
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.
2
i
In witness whereof, the parties hereto have executed this Amendment No. One on the
date first above written.
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
By:
rdynetkb. a c amp,
Assistant City A rneyj41
ATTEST:
By:
Leilani I. Brown,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
Keith D. Curry,
Mayor
ANDERSONPENNA PARTNERS, INC.
By:
Mallory McCamant,
Chief Executive Officer
Angelique Lucero,
Chief Financial Officer
Attachment: Exhibit A — Additional Services to be Performed
3
EXHIBIT A
City of Newport Beach
City Engineering Services Scope of Work
Appendix A - Scope of Work
Appendix A - Scope of Work
ANDERSON, PENNA
.PARTNERS IN PROJECT DELIVERY.
As requested, AndersonPenna Partners, Inc. will perform the following services as needed, to be
invoiced monthly using the billing rates in Attachment B.
A. General Management
1. Provide oversight of Master Project Schedule including meeting with project managers,
assist with facilitation of critical program milestones, and disseminating information to
appropriate staff.
2. Perform special project assignments as requested by the Director of Public Works and
Deputy Director of Public Works /City Engineer, including but not limited to assistance with
the following:
a. Street Lighting Policy
b. ADA Transition Plan
c. Standard Plans Updates
d. Republic Signal Maintenance Contract
e. PCH Relinquishment
f. Flashing Speed Signs Policy
3. Coordination with Utilities Department including but not limited to assistance with the
following:
a. Recycled Water System Master Plan
b. Oil Well System Improvements and Policies
c. Coordination with OCSD
d. Sewer Fee
B. General Municipal Engineering - As requested:
4. Attend City Council and Planning Commission meetings.
5. Attend staff and community meetings.
6. Analyze City's needs and prepare short and long -term CIP recommendations.
7. Review and comment on planning programs and land development controls.
8. Recommend regulations and ordinances pertaining to engineering matters and provide
advice regarding public works activities.
Appendix A - Page 1
City of Newport Beach
City Engineering Services Scope of Work
Appendix A - Scope of Work
ANDEMONTENNA
. PARTNERS IN PROJECT DELIVERY.
9. Coordinate with other agencies, the public, and utility companies on engineering matters.
10. Advise the City as to funding availabilities and, when directed, initiate and prepare funding
applications.
11. Assist in the preparation of the City's operational budget.
12. Perform additional functions, including, but not limited to, the preparation of general
correspondence and staff reports.
C. Public Works Inspection - As Requested:
1. Receive and process requests for public works maintenance and improvement.
2. Review engineering plans and specifications; provide construction administration and
observation for City projects designed by others.
3. Provide construction observation associated with work performed on City streets, water and
sewer facilities, medians, slopes, assessment districts and parks for compliance with
approved plans, specifications, permits, and City guidelines and standards.
4. Recommend notices of completion and acceptance of work.
5. Observe construction of improvements by private developers and make recommendations
regarding completion and acceptance of the work.
6. Provide bridge inspection and rating, in compliance with AASHTO standards.
7. Provide construction management as requested.
D. Capital Improvement Program - As requested:
1. Assist in the preparation of the City's capital improvement budgets.
2. Develop Requests for Proposals for design or construction management contracts, to meet
agency requirements and /or federal funding requirements (including ARRA funded
projects).
3. Assist with selecting appropriate consultant candidates, coordinate the selection process,
participate as a reviewer in interviews, prepare agency staff reports recommending
consultant, prepare consultant contract, prepare Notices of Award, Notices to Proceed, and
attend meetings with consultant.
4. Oversee design and construction management quality control by performing regular
documentation review for Federal reimbursement requirements, if required, review
schedules, review and approve change orders, process any required contract amendments,
prepare invoices to Caltrans for reimbursement of Federal funds, retrieve and attach
necessary backup information.
5. Project descriptionlsupport and general oversight and coordination of the environmental
document process, NPDES compliance, SWPPP preparation, and other permitting and
Appendix A - Page 2
City of Newport Beach
City Engineering Services Scope of Work
Appendix A - Scope of Work
ANDERSONTENNA
.PARTNERS IN PROJECT DELIVERY.
environmental compliance, along with coordinating with local agencies, utilities, Caltrans,
and resource agencies as necessary for permitting, approvals, and general community
relations.
6. Provide value- engineering reviews.
7. Assist in the bidding of projects.
AndersonPenna Partners, Inc. can also provide assistance to the City of Newport Beach in the following
areas:
FINANCIAL CONSULTING
• Assessment district formation and annual administration services including apportionments,
delinquency review, and reporting.
• Existing assessment district evaluation services.
• Reimbursement review of developer- constructed infrastructure financed through Community
Facilities Districts or Assessment Districts
• Assistance with obtaining federal or state grants or low interest rate loans, and administration
of the funds including coordinating applications, invoices, reimbursements, and closeouts.
• Feasibility studies.
• Cost allocation studies.
• Proposition 218 strategy and balloting services.
ENERGY EFFICIENCY
• Develop energy efficiency and management plans for agencies, including review or audit of
energy use at agency facilities.
• Create a list of energy goals.
• Prepare a project priority list.
• Determine possible commercially available technologies to improve existing equipment.
• Review pre - qualified lists for equipment and develop an equipment and install budget.
• Organize incentive and grant program applications and submittals.
• Prepare an Energy Management Plan.
Appendix A - Page 3
City of Newport Beach
City Engineering Services Scope of Work
Appendix B - Billing Rates
Appendix B - Billing Rates
ANDERSONTENNA
PARTNERS IN PROJECT DELIVERY.
The following billing rates apply to this contract. The rate schedule may be changed as new employees
and positions are created in the company.
Billing Rates
July 1, 2009 - June 30, 2011
owfiffil
UMN
Principal
155.00
Sr. Program Manager/City Engineer
140.00
Construction Manager
125.00- 150.00
Senior Engineer
125.00
Funding Senior Project Manager
120.00
Funding Project Manager
110.00
Public Works Administrator
110.00
Public Works Inspector
85.00
Expert Testimony
225.00
Materials and other direct costs will be billed at cost plus 10% as approved in advance by the City.
Appendix A - Page 4