To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Jay Pence, Assistant Engineer
TITLE:
Title
Amendment to On-Call Architectural Services Agreement
LABEL
RECOMMENDED ACTION:
Recommendation
Approve and authorize the Public Works Director to execute on behalf of the City Amendment No. 2 to C2021-379 with The KPA Group, a California corporation, for professional architectural services in the increased amount of $500,000 for a total contract amount not to exceed $1,000,000
Body
DISCUSSION:
On October 5, 2021, City Council authorized the Public Works Director to execute an agreement for On-Call Architectural Services with The KPA Group for a total not to exceed amount of $500,000.
On October 15, 2024, Amendment No.1 was executed extending the effective term of the agreement to December 31, 2026, and providing updates to the consultant’s compensation rates. No revision to the not-to-exceed payment amount was made as part of the first amendment. Staff recommend amending the agreement a second time to increase the not-to-exceed amount by $500,000 for a new total contract amount not-to-exceed $1,000,000.
Since the effective date of the agreement, the KPA Group has provided architectural services in support of numerous City initiatives and CIP projects including Citywide facility assessments and asset management, preliminary assessments for renovations at Fire Stations #1 and #2, and construction contract documents for the Community Services Building roof replacement.
Staff recommend increasing the capacity of the contract with the consultant for: projects including the construction contract documents for renovations at Fire Stations #1 and #2, construction contract documents and project management for Laurel Manor Energy Resiliency Project, and due diligence assessments and estimates for the Harvest Middle School purchase.
Utilizing on-call contracts is an efficient strategy for the City to complete necessary tasks by bringing in additional resources and expertise as needed. This approach allows the City to engage professional consultants that have been selected through a competitive proposal process, improve flexibility to meet workloads, and shorten delivery schedules. The firms under these on-call contracts are only paid once a task order is executed and the work product is delivered.
FINANCIAL IMPACTS:
No appropriations are necessary at this time. Each task order issued by the City will be paid with existing and future project accounts.
CEQA:
The Public Works Director has determined that the Recommended Action described in this Agenda Report is not in-and-of-itself a “project” (pursuant to CEQA Guidelines Section 15378) since it does not result in a physical change in the environment.
However, the Recommended Action is part of larger “projects” that will be subject to environmental review in accordance with CEQA at the “earliest feasible time” prior to “approval” consistent with CEQA Guidelines Sections 15004 and 15352. The larger “projects” are various CIP projects, and staff plans to bring back a CEQA analysis of those projects to Council prior to awarding construction contracts.
DOCUMENTS ATTACHED:
ATCH 1 - Amendment No.2 - C2021-379 - The KPA Group
NOTIFICATION:
None.