TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bob Moehling, Public Works Director
PREPARED BY: Jeff Hitch, City Engineer
SUBJECT:
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On-Call Engineering Plan Check Services
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RECOMMENDATION
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Ratify the payment approval to Michael Baker International for on-call plan check services for Fiscal Year 2023/24 in the amount of $58,841.89 from Engineering General Fund account
1106120-60600; and
Authorize the City Manager to execute any required contract amendments or related documents on behalf of the City.
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PRIOR ACTION/VOTE
On June 20, 2023, the City Council authorized Agreements for miscellaneous on-call consulting services with various consulting firms, including Michael Baker International, Inc., for engineering plan check services (Vote: 4-0).
On February 20, 2024, the City Council approved a purchase order with Michael Baker International, Inc. for on-call plan check services for FY 2023/24 for an amount not to exceed $276,000 from the Engineering General Fund (Vote: 5-0).
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 an on-call engineering plan check services Agreement with Michael Baker International, Inc. (MBI). MBI has been providing ongoing plan check services under current on-call Agreements. The plan check services include civil engineering review for land development projects seeking approval of grading permits and street improvement encroachment permits.
Two purchase orders (PO) for MBI were established in fiscal Year (FY) 2023/24. The first in the second quarter in the amount of $75,000 and approved under the signing authority of the City Manager. The second was approved by the City Council on February 20, 2024, in the amount of $276,000. The combined POs amount to $351,000 for FY 2023/24.
One of the City’s alternate plan check providers was unexpectedly unavailable for additional services as of January 2024, resulting in additional services by the remaining consultants, including MBI. These additional services resulted in the need to pay MBI an additional $58,841.89 in excess of the existing authorized purchase orders. Staff requests that the City Council ratify the payment approval of $58,841.89 for MBI’s total FY 2023/24 payments, which total $409,841.89. Note that the final payment was made in July 2024 to maintain active services with MBI.
FISCAL IMPACT
Adequate funding for the payment exists in the FY 2023/24 Operating Budget in General Ledger Account 1106120-60600.
ATTACHMENTS
1. On-Call Agreement with Michael Baker International