PREPARED BY: CHIARA HANNA DATE OF MEETING: 12/18/2023
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY $50,000, FOR A TOTAL NOT TO EXCEED AMOUNT OF $425,000, FOR THE ON-CALL CONSTRUCTION MANAGEMENT SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND PARK ENGINEERING, INC.; (2) AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY $25,000, FOR A TOTAL NOT TO EXCEED AMOUNT OF $400,000 FOR THE ON-CALL CIVIL ENGINEERING CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND HARRISON ENGINEERING, INC.; (3) AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY $100,000, FOR A TOTAL NOT TO EXCEED AMOUNT OF $850,000 FOR THE ON-CALL ELECTRICIAN MAINTENANCE AND SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND DC ELECTRIC GROUP, INC.; (4) AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY $35,000, FOR A TOTAL NOT TO EXCEED AMOUNT OF $80,000 FOR THE CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND MERCURIO ENGINEERING; AND (5) REALLOCATING FUNDS IN THE AMOUNT OF $276,215 IN SALARY SAVINGS FROM THE FISCAL YEAR 2023/24 PUBLIC WORKS DEPARTMENT SALARY OPERATING BUDGETS TO THE FISCAL YEAR 2023/24 PUBLIC WORKS DEPARTMENT PROFESSIONAL SERVICES OPERATING BUDGETS
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Increasing the compensation of these agreements is necessary for the ongoing operations of the City of San Pablo.
CEQA Compliance Statement
The approval of the amendments to the listed agreements is not a project under Section 15378 of the CEQA Guidelines; and even if such action was determined to be a project, such action would still be exempt from environmental review pursuant to Section 15061(b)(3) of the CEQA Guidelines.
BACKGROUND
Since 2016, the Public Works Department has entered into On-Call contracts with a variety of firms to provide professional services for both capital projects and operational needs. Although State law mandates formal, sealed competitive bidding for certain public works/construction contracts, the City can adopt its own procurement policies for other services such as consulting services. Chapter 3.16 of the San Pablo Municipal Code sets forth the mandatory requirements of the City’s purchasing process with more detailed procedures set forth in the City’s Finance Policies, which were administratively adopted in October 2018 and further revised in April 2021.
On-Call contracts expedite capital projects, operational needs, and plan review by providing the City with firms already under contract and ready to perform the work required, thereby reducing time to bring professionals and contractors on board for assistance by two to three months. On-Call contracts provide staff with numerous firms available to provide these services on short notice, having gone through the competitive procurement process and executed an Agreement for services during its term. As work becomes available, individual Task Orders are executed defining the scope, cost, and budget for the specific work requested.
On June 20, 2023, through Resolution 2023-101, the City Council awarded On-call Consultant Agreements to Harrison Engineering to provide civil engineering services and to Park Engineering to provide construction management services. On June 20, 2023, through Resolution 2023-096, the City Council also awarded an On-call Maintenance and Trade Services Agreement to DC Electric Group to provide electrician services. On January 12, 2023, the City entered into a Consulting Agreement with Mercurio Engineering to provide civil engineering services, and on May 9, 2023 executed the First Amendment to the Agreement authorizing a total compensation not to exceed $45,000. Since the Agreement and Amendment were within the City Manager’s approval authority, City Council approval was not required.
Staff recommends increasing the total compensation for civil engineering support and construction management services for the current fiscal year. Due to the volume of active projects both in design and construction that are currently being managed by Public Works, additional support is being sought in order to maintain project schedules. In addition, Public Works currently has two staff members on extended leave, that are not expected to return for several months. Furthermore, at this time, the Public Works Department has four (4) vacant positions that are not expected to be filled until March 31, 2024 or later.
Staff also recommends increasing the total compensation for on-call electrician services for the current fiscal year. Due to unforeseen traffic incidents resulting in an increased number of traffic signal replacements and maintenance, an increase in compensation is being requested to continue daily operations of City-owned traffic signals and streetlights through the City.
Staff is seeking authorization for the City Manager to: 1) execute a First Amendment to Park Engineering’s agreement for on-call construction management services. The First Amendment will increase compensation by $50,000 to an amount not to exceed $125,000 for Fiscal Year 2023/24, for a total compensation not to exceed amount of $425,000 for the five-year contract term; 2) execute a First Amendment to Harrison Engineering’s agreement for on-call civil engineering services. The First Amendment will increase compensation by $25,000 to an amount not to exceed $100,000 for Fiscal Year 2023/24, for a total compensation not to exceed amount of $400,000 for the five-year contract term; 3) execute a First Amendment to DC Electric Group’s agreement for on-call electrician services. The First Amendment will increase compensation by $100,000 to an amount not to exceed $250,000 for Fiscal Year 2023/24, for a total compensation not to exceed amount of $850,000 for the five-year contract term; and 4) execute a Second Amendment to Mercurio Engineering’s agreement for civil engineering services. The Second Amendment will increase compensation by $35,000 to an amount not to exceed $80,000 and will extend the term until December 31, 2024.
Staff plans to utilize Harrison Engineering, Park Engineering, and Mercurio Engineering for consulting services related to active CIP projects, such as the Sutter Urban Greening Project, Church Full Trash Capture Device Project, Bush Pocket Park Project, Wildcat Creek Crossing Improvements Project, S.P.A.R.C Project, HVAC Replacement Project at the Senior Center, and Roof Replacement Project at the Community Center. DC Electric Group will continue to provide on-call electrician services to replace and maintain City-owned traffic signals and streetlights throughout the City, and to respond to emergencies related to traffic signals and streetlights, as needed.
Starting in Fiscal Year 2023/24, Public Works has had several vacant positions, including two (2) Maintenance Workers, one (1) Environmental Analyst, and one (1) Senior Administrative Clerk. Staff does not anticipate filling these positions until March 31, 2024 or later. Therefore, staff is seeking authorization to transfer funds in the amount of $276,215 from the Fiscal Year 2023/24 Public Works Salary Operating Budgets to the Fiscal Year 2023/24 Public Works Professional Services Operating Budgets. The amount requested represents the unused budgeted salary for one (1) vacant Maintenance Workers for six months, one (1) vacant Maintenance Worker for five months, one (1) vacant Environmental Analyst for nine months, and one (1) Senior Administrative Clerk for 7.75 months.
Staff intends to utilize unused salary funds for expenditures incurred for consulting services executed by Park Engineering, Harrison Engineering, and Mercurio Engineering, and on-call electrician services completed by DC Electric Group, as well as for other consulting and maintenance and trade services.
FISCAL IMPACT
The fiscal impacts for consulting services and maintenance and trade services are outlined in the tables below.
On-Call Construction Management Consulting Services
|
Consultant |
Service |
Agreement |
Date |
Amount |
|
Park Engineering |
Construction Management |
Original |
7/1/23 |
$375,000 |
|
Park Engineering |
Construction Management |
Amendment No.1 |
12/18/23 |
$50,000 |
|
TOTAL |
$425,000 |
On-Call Civil Engineering Consulting Services
|
Consultant |
Service |
Agreement |
Date |
Amount |
|
Harrison Engineering |
Civil Engineering |
Original |
7/1/23 |
$375,000 |
|
Harrison Engineering |
Civil Engineering |
Amendment No.1 |
12/18/23 |
$25,000 |
|
TOTAL |
$400,000 |
Civil Engineering Consulting Services
|
Consultant |
Service |
Agreement |
Date |
Amount |
|
Mercurio Engineering |
Civil Engineering |
Original |
1/12/23 |
$35,000 |
|
Mercurio Engineering |
Civil Engineering |
Amendment No.1 |
5/9/23 |
$10,000 |
|
Mercurio Engineering |
Civil Engineering |
Amendment No.2 |
12/18/23 |
$35,000 |
|
TOTAL |
$80,000 |
On-Call Electrician Maintenance & Trade Services
|
Consultant |
Service |
Agreement |
Date |
Amount |
|
DC Electric Group |
Electrician |
Original |
7/1/23 |
$750,000 |
|
DC Electric Group |
Electrician |
Amendment No.1 |
12/18/23 |
$100,000 |
|
TOTAL |
$850,000 |
Summary of Current Requests (12/18/23)
|
Consultant |
Service |
Agreement |
Date |
Amount |
|
Park Engineering |
Construction Management |
Amendment No.1 |
12/18/23 |
$50,000 |
|
Harrison Engineering |
Civil Engineering |
Amendment No.1 |
12/18/23 |
$25,000 |
|
Mercurio Engineering |
Civil Engineering |
Amendment No.2 |
12/18/23 |
$35,000 |
|
DC Electric Group |
Electrician |
Amendment No.1 |
12/18/23 |
$100,000 |
|
|
|
|
TOTAL |
$210,000 |
The fiscal impacts for the budget reallocation/transfer request are outlined in the table below.
|
Action |
From |
Amount |
To |
Amount |
|
Transfer |
100-3410-41000: FY2023/24 Property Maintenance Salary |
$16,835 |
100-3410-43600: FY2023/24 Property Professional Services |
$16,835 |
|
Transfer |
200-3710-41000: FY2023/24 Streets Maintenance Salary |
$85,579 |
200-3710-43600: FY2023/24 Streets Professional Services |
$85,579 |
|
Transfer |
237-3610-41000: FY2023/24 SLLD Maintenance Salary |
$60,092 |
237-3610-43600: FY2023/24 SLLD Professional Services |
$60,092 |
|
Transfer |
255-3510-41000: FY2023/24 NPDES Maintenance Salary |
$113,709 |
255-3510-43600: FY2023/24 NPDES Professional Services |
$113,709 |
|
TOTAL |
$276,215 |
ATTACHMENTS
Att A - Resolution
Att B - Park Engineering, Inc. Amendment No.1
Att C - Harrison Engineering, Inc. Amendment No.1
Att D - DC Electric Group, Inc. Amendment No.1
Att E - Mercurio Engineering Amendment No.2