Title
Approval of Amendment to the Professional Services Agreement for On-Call Storm and Surface Water Engineering Services
Body
Issue:
The current On-Call Agreement will expire December 31, 2013. In order to complete design within grant deadlines and support construction of the Maintenance Center Retrofit Project, the term must be extended and the dollar amount updated.
Committee Recommendation:
Not referred to committee.
City Manager's Recommendation:
Move to approve an Amendment to the Professional Services Agreement for On-Call Storm and Surface Water Engineering Services and authorize the City Manager to increase the amount of the On-Call Agreement with Davido Consulting Group (DCG) by $70,000, bringing the new total to $369,000 and extend the term to May 31, 2015.
Staff Contact:
Jim Rioux, Public Works Engineering, 360.753.8484
Presenter(s):
None - Consent Calendar Item
Background and Analysis:
Professional Services Agreement for On-Call Storm and Surface Water Engineering Services
The Public Works Department establishes On-Call Agreements for work in several categories, including General Engineering, Survey, Storm and Surface Water, and Geotechnical. These On-Call Agreements, updated every year, allow staff quick access to consultants for work that the City does not have the capacity to complete.
The On-Call Agreement is established with a not-to-exceed total of $299,000. Any number of Task Orders can be set up under the On-Call Agreement so long as the total of all work does not exceed $299,000. The cost of each Task Order varies, based on work requested.
On May 9, 2011, the City and DCG entered into the original On-Call Agreement. The term of the On-Call Agreement was to run until May 31, 2012, with compensation not to exceed $299,000. Over the term of the contract DCG was assigned Task Orders for work on five separate stormwater projects, including the Maintenance Center Retrofit Project.
Due to the time necessary to complete work on these five projects, the On-Call Agreement was amended to extend the term of the contract to December 31, 2013. Over the term of the On-Call Agreement, the cost of the work requested of DCG is nearing the $299,000 limit. Additional budget capacity is needed in order to complete design and construction of the Maintenance Center Retrofit Project.
City of Olympia Maintenance Center Stormwater Retrofit Project
The City received a grant from the Department of Ecology (Ecology) in the amount of $454,500 to clean up stormwater that flows off the site into nearby Moxlie Creek. The original project scope was to remove dirt and debris that flows off the paved areas around the Maintenance Center. As design progressed, Ecology requested the City increase the level of treatment resulting in cleaner water flowing to the creek. This change in scope adds significant complexity to the design, requiring much more time than originally anticipated to complete the work.
Agreement Amendment
City staff estimates the amount of additional funds needed to complete design and to support the project through construction is $70,000. This will raise the total On-Call Agreement amount to $369,000.
The additional design work has delayed construction until 2014. Retaining DCG through project completion will require the City to extend the contract to May 31, 2015.
Neighborhood/Community Interests (if known):
None known.
Options:
1. Approve the Amendment to the Professional Services Agreement. DCG has become uniquely qualified to complete this design and provide engineering oversight during construction. This will allow us to retain the current design team and complete the project in a timeframe that will meet the Ecology grant requirements.
2. Direct staff to solicit proposals for the remaining work and complete a competitive consultant selection process. The design process will be suspended while a new consultant is selected. This could delay the project beyond the deadline established by Ecology.
3. Direct staff to complete the project using City staff. While City staff has the expertise to complete the design, this project would cause us to re-prioritize other projects which would affect other project schedules.
Financial Impact:
The stormwater program has sufficient funds for the additional design and construction support required for this project.