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AGENDA REPORT
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| | | | | | | | DATE:
| March 24, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolutions 2020-40 through 2020-45 of the City Council of the City of Fairfield Authorizing the City Manager to Approve Task Orders Up to One Hundred Thousand Dollars Pursuant to Agreement Between City of Fairfield and Bennett Engineering Inc., Coastland Civil Engineering, DKS Associates, Kimley-Horn and Associates, NV5, and West Yost Associates for On-Call Design Services |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolutions. |
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| | | | | | | | | STATEMENT OF ISSUE | In April 2019, Council authorized professional service agreements with six engineering firms to provide on-call engineering design and technical services. To date, staff has issued 16 tasks orders to commence design and successfully implement the highest priority and time-sensitive Capital Improvement Program (CIP) projects. The resolutions associated with the six professional service agreements (2019-76 to 2019-81) required that any task order exceeding $25,000 would be presented to Council for approval.
In December 2019, Council amended Chapter 28 (Purchase of Supplies and General Contractual Services) of the Municipal Code to update the City’s purchasing guidelines, which included increasing the City Managers signing authority for professional services agreements from $25,000 to $100,000. Adopting the proposed resolutions will authorize the City Manager to approve future task orders for these six existing agreements in an amount not to exceed $100,000, consistent with the current purchasing policy. |
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| | | | | | | | | DISCUSSION | At this time, there are more than forty CIP projects budgeted in fiscal years 2019-20 through 2023-24. The projects have a total estimated cost of more than $90 million. To implement these projects, Council authorized on April 16, 2019 the execution of six on-call design services agreements. These six firms were selected after an extensive, competitive, and thorough Request for Qualification (RFQ) process conducted by staff. Each firm was selected based on their responsiveness to the RFQ, technical ability, and proven track record to successfully deliver project. Currently under these contracts, all task orders exceeding $25,000 will be presented to City Council for approval.
These on-call agreements have allowed staff to select from a “pool” of design firms to provide responsive professional engineering services for small to medium CIP projects that range in construction value from $100,000 to $3,000,000. To date, staff has utilized the on-call design services agreements on critical infrastructure projects such as the annual street pavement maintenance, traffic safety projects near schools, and water treatment and distribution system projects targeted at improving operational efficiency. These key infrastructure projects are planned to meet the current and future community needs and intended to contribute to the City’s economic vitality and quality of life.
On December 17, 2019, Council amended Chapter 28 (Purchase of Supplies and General Contractual Services) of the Municipal Code to update the City’s purchasing guidelines. Pursuant to Section 28.31, the City Manager is authorized to enter into contracts in amounts not exceeding $100,000. City Council approval is required for contracts above $100,000. Staff requests Council approve the attached resolutions allowing the City Manager to execute task orders up to the current limit of $100,000. Consistency with the current purchasing policy for professional services will allow staff the flexibility to assign complex projects that require a higher level of effort and scope.
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| | | | | | | | | FINANCIAL IMPACT | There is no financial impact to City monies. These resolutions authorize the City Manager to approve future task orders for these six existing agreements in an amount not to exceed $100,000, consistent with the current purchasing policy. All task orders for services exceeding $100,000 will be presented to City Council for approval. Funding for these future task orders are budgeted in the adopted 2019/2020 through 2023-2024 Capital Improvement Program budget and will be funded by the Capital Streets Fund (Fund 252) utilizing AB 1600 traffic impact fees, construction license tax, and gas tax and Capital Water Fund (Fund 462) utilizing water enterprise funds. |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Community Infrastructure |
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | If the City Council has any questions, this request may be delayed so that staff may provide the necessary backup. The City Council could choose not to approve the resolutions. However, that is not recommended because this would create inconsistencies between the City Manager signing authorities per the newly adopted purchasing policy and these existing contracts. |
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| | | | | | | | | STAFF CONTACT | Ryan Panganiban, Assistant Public Works Director/City Engineer
707-428-7017
rpanganiban@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | City Attorney's Office
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 3/5/2020 - 12:28 PM | | Kaushal, Paul | Approved | 3/5/2020 - 2:19 PM | | Alexander, Amber | Approved | 3/5/2020 - 6:30 PM | | Alexander, Amber | Approved | 3/5/2020 - 6:31 PM |
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