REPORT TO COUNCIL
SUBJECT
Title
Modify an Existing Contract for Services Associated with Land Development Plan Review (F17-015)
Report
REPORT IN BRIEF
Approval is requested to modify an existing contract with Wilsey Ham for on-call plan review services associated with private land development, increasing the not-to-exceed value from $99,000 to $124,000.
EXISTING POLICY
Transactions greater than $100,000 require Council approval.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
BACKGROUND AND DISCUSSION
In 2014, the City solicited proposals from engineering firms to establish on-call contracts in a number of disciplines such as design coordination, construction management and land development improvement plan map review. These contracts were established due to the significantly increased development in the City. Wilsey Ham was selected to provide land development map review and a three-year on-call contract was awarded under the City Manager’s contracting authority.
The Land Development group specifically needed firms with California licensed surveyors which could provide map technical review services for the City. There is currently not a City staff person who holds the necessary surveyor or engineering license to certify subdivision maps, as required by the Subdivision Map Act (Government Code section 66416.5).
The Wilsey Ham contract expires in June 2017. The initial three-year contract amount was $55,000. It was anticipated that this amount would be sufficient through the contract term. However, the City has reviewed a significant number of complex maps over the last several months which have had multiple review cycles; therefore surveyor costs have been higher than anticipated. This necessitated increasing the contract to a total of $99,000.
This request is to increase the contract with Wilsey Ham by an additional $25,000. Approximately $18,000 remains within the current contract. The requested increase is sufficient to have map review services through the end of June 2017. Staff anticipates renewing the contract for up to two years under the City Manager’s award authority, at which time service options will be evaluated for conducting a new competitive proposal process.
It should also be noted that Wilsey Ham has requested a 3% increase to its hourly rates. The proposed rates are in line with the current market and represent the first price increase since 2014.
FISCAL IMPACT
A special project, Public Works Development Engineering Staffing (831450), was created in FY 2015/16 in the amount of $300,000 to fund these and other development-related services. Approximately $105,000 remains in the project, which will be sufficient for FY 2016/17. Staff will be requesting additional funding for this project during the upcoming capital budget cycle to ensure that there are available resources to meet the anticipated ongoing development review demand. The costs are fully reimbursed with development-related fees.
Funding Source
This project is funded by the Development Enterprise Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute an amendment to the existing contract with Wilsey Ham adding $25,000 and increasing the not-to-exceed amount from $99,000 to $124,000, in substantially the same form as Attachment 1 to the report.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Third Amendment to Consultant Services Agreement