TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bob Moehling, Public Works Director
PREPARED BY: Renée Santos, Administrative Assistant - Engineering
SUBJECT:
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Approval of Purchase Order for On-Call Plan Check, National Pollutant Discharge Eliminations System and Land Development Review Engineering Services - Michael Baker International, Inc.
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RECOMMENDATION
recommendation
Approve a purchase order with Michael Baker International, Inc. for on-call plan check services for Fiscal Year 2024/25 for an amount not to exceed $800,000 from the General Fund;
Approve a purchase order with Michael Baker International, Inc. for National Pollutant Discharge Elimination System services for Fiscal Year 2024/25 for an amount not to exceed $55,000 from the Engineering NPDES Fund;
Approve a purchase order with Michael Baker International, Inc. for Land Development Review services for Fiscal Year 2024/25 for an amount not to exceed $69,357 from the General Fund; and
Authorize the City Manager to execute the purchase order on behalf of the City.
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PRIOR ACTION/VOTE
On June 20, 2023, the City Council authorized entering into Agreements for miscellaneous on-call consulting services that included Michael Baker International, Inc. (Vote: 4-0-1).
On June 20, 2023, the City Council approved purchase orders for on-call National Pollutant Discharge Elimination System engineering consulting services with a not-to-exceed amount of $213,200, and on-call Land Development Review engineering consultant services with a not-to-exceed amount of $197,600 (Vote: 4-0-1).
On February 20, 2024, the City Council approved a purchase order for on-call plan check services with a not-to-exceed amount of $276,000 (Vote: 5-0).
CITY COUNCIL GOAL
Plan, program and create infrastructure development.
BACKGROUND
On June 20, 2023, the City Council approved on-call engineering services Agreements with Michael Baker International, Inc. (MBI). The agreement expires June 30, 2026, with an option to renew for up to three (3) additional one (1) year terms. MBI has been providing ongoing engineering services under the current on-call Agreement. MBI provides engineering services for plan checks, National Discharge Elimination System (NPDES) programs, and Land Development Reviews.
The three (3) proposed POs (summarized in the Table below) will provide NPDES engineering services and Land Development Review engineering services. A summary of these services is as follows:
Plan Checking Services
Plan check services are provided in accordance with the scope of services outlined in MBI’s on-call plan check services agreement. The services generally include plan checking for the following items:
• Street Improvement Plans
• Grading Plans
• Final Parcel and Tract Maps
• Dedications, Easements, Vacations, Quitclaims, Parcel Map Waivers, and Parcel Mergers
• Lot Line Adjustments
• Water Quality Management Plans
NPDES Engineering Services
NPDES activities are usually managed by an Associate Engineer in the Engineering Division, which is currently a vacant position. Until this position is filled, support services are necessary to backfill the requirements of the NPDES program. These requirements generally include the following:
• Meeting attendance;
• Coordination with various agencies;
• Annual NPDES reporting;
• Inspection tasks; and
• Other assignments as needed to facilitate the program.
These services will be provided, as needed, on a time and materials basis. Twenty hours per week is assumed to be necessary for this task.
Land Development Review Services
Land Development Reviews are currently handled by a Senior Civil Engineer and a Civil Engineering Assistant in the Engineering Division. Recent workload demands have increased due to an increase in multi-family residential projects being submitted through the Development Services Department. The services proposed are outlined in the attached proposal and generally include:
• Review of various land development entitlement projects in various phases of development;
• Attend weekly meetings with various City staff to coordinate projects; and
• Prepare conditions of approval at the conclusion of the development review.
These services will be provided, as needed, on a time and materials basis. Twenty hours per week is assumed to be necessary for this task.
The three (3) POs are summarized as follows:
|
Service and Term |
PO Value |
|
Plan Check Engineering Services 7/1/24 through 6/30/25 |
$800,000* |
|
NPDES Services 7/1/24 through 12/31/24* |
$55,000* |
|
Land Development Review Services 7/1/24 through 12/31/24* |
$69,357* |
|
Total of Purchase Orders |
$924,357 |
*The Purchase Order value is based on the available budget for FY 2024/25. It is estimated that there is sufficient budget available for the first two quarters of FY 2024/25. Additional appropriation may be needed for the third and fourth quarters.
FISCAL IMPACT
The Adopted FY 2024/25 Operating Budget provides $924,357 in funding for these services.
• Plan Check services: Engineering Operating budget 1106120-60600.
• NPDES services: Engineering Operating budget 4316120-60640.
• Land Development Review services: Engineering Operating budget 1106120-60360.
ENVIRONMENTAL IMPACT
None.
ATTACHMENTS
1. Michael Baker International Proposals
2. NPDES Engineering and Land Development Review services
3. 2023 On-Call Agreement with Michael Baker International, Inc.