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 Orders for On-Call Engineering Plan Check Services with Michael Baker International, Inc., HR Green Pacific Inc.; Anser Advisory Management, LLC; and Rick Engineering Company
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RECOMMENDATION
recommendation
Amend the Fiscal Year 2024/25 Operating Budget by appropriating $148,642, from the General Fund Unassigned Fund Balance and $50,000, from the National Pollutant Discharge Elimination System Fund Balance; and
Approve and authorize the City Manager to execute the purchase orders on behalf of the City, as described in the fiscal impact statement.
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PRIOR ACTION/VOTE
On June 20, 2023, the City Council authorized entering into agreements for miscellaneous on-call engineering plan check consulting services with Michael Baker International, Inc., HR Green Pacific, Inc., Anser Advisory Management, LLC, and Rick Engineering Company (Vote: 4-0).
On June 18, 2024, the City Council approved purchase orders for on-call engineering plan check services for Michael Baker International, Inc., HR Green Pacific, Inc., Anser Advisory Management, LLC, and Rick Engineering Company (4-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
On June 20, 2023, the City Council approved on-call agreements for engineering plan check, land development review, public works and stormwater pollution prevention plan (SWPPP) inspection, National Pollutant Discharge Elimination Systems (NPDES) inspection, and traffic engineering services with Michael Baker International, Inc. (MBI); HR Green Pacific, Inc. (HR Green); Anser Advisory Management, LLC (Anser); and Rick Engineering Company (REC). These companies have been providing ongoing engineering services under the current on-call agreements.
Purchase orders (PO) were approved on June 18, 2024, for MBI, HR Green, Anser, and REC in the amounts and for the terms as indicated in the table below. Staff has prepared estimates for the additional funds needed for the remainder of FY 2024/25 based on a trend analysis of invoices received since the beginning of the fiscal year. The analysis concluded that the plan checking services performed in the first two quarters are more balanced between MBI and HR Green than originally assumed last June resulting in the need to increase HR Green’s PO. Anser’s NPDES services are trending higher to meet the NPDES reporting requirement needs. The requested increase for REC is based upon their proposal provided in Attachment No. 1. The existing POs and proposed PO increases are presented in the following table.
|
Company (Service Type) |
Original PO Amount |
Original PO Term |
Requested Additional PO Amount |
Total FY 24/25 PO Amount |
|
MBI (Land Dev Review) |
$69,357 |
7/1/24 to 12/31/24 |
$80,000* |
$149,357 |
|
HR Green (Plan Check) |
$200,000 |
7/1/24 to 6/30/25 |
$100,000** |
$300,000 |
|
Anser (PW & SWPPP Inspection) |
$300,000 |
7/1/24 to 12/31/24 |
$300,000* |
$600,000 |
|
Anser (NPDES) |
$120,000 |
7/1/24 to 6/30/25 |
$50,000** |
$170,000 |
|
REC (Traffic Engineering) |
$68,643 |
7/1/24 to 12/31/24 |
$68,642* |
$137,285 |
* The original PO authorized expenditures for the first two quarters of FY 2024/25. This additional PO amount will cover the last two quarters of FY 2024/25.
** The workload for HR Green and Anser has exceeded the original staff estimates, resulting in the need to increase the respective POs.
Funds are available in the Operating Budget Engineering accounts for the HR Green and Anser POs. However, there are insufficient funds for the MBI and REC POs, resulting in the need for an appropriation of $148,642 from the General Fund Unassigned Fund Balance.
FISCAL IMPACT
Staff recommends amending the FY 2024/25 Operating Budget by appropriating $148,642 from the General Fund Unassigned Fund Balance to GL 1106120-60360 and $50,000 from the National Pollutant Discharge Elimination System Fund Balance to GL 4316120-60640.
With the approval of the additional appropriation, sufficient funds will be available in the FY 2024/25 Operating Budget for the Engineering accounts listed below to accommodate the additional PO requests. Staff recommends that the City Council approve the following POs using the following budgetary accounts and authorize the City Manager to execute the POs.
|
Company |
PO Amount |
Funding Source |
Services |
|
MBI / Land Dev Review |
$80,000 |
1106120-60360 |
On-Call Land Development Review services, for FY 2024/25 |
|
HR Green / Plan Check |
$100,000 |
1106120-60600 |
On-Call Plan Check services for FY 2024/25 |
|
Anser / PW & SWPPP Inspection |
$300,000 |
1106120-60640 |
On-Call SWPPP and Inspection services for FY 2024/25 |
|
Anser / NPDES |
$50,000 |
4316120-60640 |
On-Call National Pollutant Discharge Elimination System services for FY 2024/25 |
|
REC / Traffic |
$68,642 |
1106120-60360 |
On-Call Traffic Engineering services for fiscal year 2024/25 |
ATTACHMENTS
1. Proposal from Rick Engineering Company
2. 2023 On-Call Agreement with Michael Baker International, Inc.
3. 2023 On-Call Agreement with HR Green Pacific, Inc
4. 2023 On-Call Agreement with Anser Advisory Management, LLC
5. 2023 On-Call Agreement with Rick Engineering Company