HomeMy WebLinkAboutI-3 Staff Report - Extension of Water Engineering Professional Services AgreementsCONSENT CALENDAR
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: MANNY ROBLEDO, DIRECTOR OF UTILITIES
DATE: OCTOBER 19, 2020
SUBJECT: APPROVAL OF A ONE (1) YEAR EXTENSION FOR THREE
PROFESSIONAL SERVICES AGREEMENTS FOR ON-CALL
PROFESSIONAL ENGINEERING AND CONSTRUCTION MANAGEMENT
SERVICES
BACKGROUND:
On September 25, 2017, the Azusa Utility Board awarded three Professional Services
Agreements (“Agreements”) for On-Call Professional Engineering and Construction
Management Services to Stetson Engineering, Inc., Stantec Consulting Services, Inc., and NV5,
Inc. (formerly CivilSource, Inc.). Azusa Light & Water (“ALW”) utilizes these Agreements to
support Water Division engineering, design, and construction management functions related to
operation, maintenance, and capital improvement projects. The initial 3-year term expires on
October 31, 2020, and Staff recommends a one (1) year extension of all three agreements based
on competent and reliable services provided to date and the continuance of engineering related
projects.
RECOMMENDATION:
Staff recommends the Utility Board take the following action:
1)Approve a one-year extension of the professional services agreement with Stetson
Engineering, Inc., for on-call professional engineering and construction management
services; and
2)Approve a one-year extension of the professional services agreement with Stantec
Consulting Services, Inc., for on-call professional engineering and construction
management services; and
I-3
APPROVED
UTILITY BOARD
10/19/2020
Special Meeting
Extension of On-Call Engineering PSA
October 19, 2020
Page 2
3) Approve a one-year extension of the professional services agreement with NV5, Inc.
(formerly known as CivilSource, Inc.) for on-call professional engineering and
construction management services; and
4) Authorize the Mayor to execute, in a form acceptable to the City Attorney,
amendments to the professional services with each of the above firms.
ANALYSIS:
ALW has used on-call professional engineering and construction management services to
support its Water Division engineering staff with ongoing operation, maintenance, and capital
improvement projects. Staff has utilized consulting engineers to prepare various technical
reports, provide inspection services, and prepare plans and specifications for capital
improvement projects. Their work includes, but is not limited to: preparation of the Water
Division’s Risk and Resilience Report, Aspan Well rehabilitation study; inspection of Azusa
Avenue Water Main Replacement and San Gabriel Valley Municipal Water District
Interconnection; preparation of plans and specifications for the Cypress Transmission Main
Replacement and the Triangle Water Flow Control Valve.
In July of 2017, ALW received thirteen proposals from professional engineering firms in
response to a formal Request for Proposals. After an extensive review and interview process,
three firms were selected that successfully met the needs of ALW. On September 25, 2017, the
Azusa Utility Board approved Master Professional Services Contracts with three firms: Stetson
Engineering, Inc., Stantec Consulting Services, Inc., and NV5, Inc. (formerly CivilSource, Inc.).
Under the “on call” process, each firm entered into a standard Professional Services Agreement.
There is no guarantee that any firm will be asked to perform services for ALW. The firms are
used, as needed, to supplement existing engineering staff time and technical ability. To initiate a
project, each firm that is qualified for a certain type of work is asked to provide a scope of work
and fee schedule for the desired project. Task Orders are then processed for the successful
firm(s), per the Azusa Municipal Code Sec. 2-518 (c), Master Professional Services Contracts. If
a task order is over $25,000, it will go to the Utility Board for consideration and approval. The
contract amounts for each firm are limited up to $150,000 for each fiscal year.
The term of the current Agreements are three (3) years, with two (2) additional one (1) year
extension options that may be exercised by the City. Based on competent and reliable
professional services provided by Stetson, Stantec, and NV5 over the last thirty-six months, and
the continuance of engineering related projects, staff recommends that a one (1) year extension
be granted to all three existing Agreements, effective November 1, 2020.
FISCAL IMPACT:
There is no fiscal impact associated with approving the Master Professional Services Contracts.
Funding for the Agreements are available, as needed, in Water Division Account Numbers: 32-
Extension of On-Call Engineering PSA
October 19, 2020
Page 3
40-721-790-6340, 32-40-722-701-6493, and 32-40-723-751-6493, as well as applicable Capital
Improvement Project budgets.
Prepared by: Reviewed and Approved:
Melissa Barbosa, P.E. Manny Robledo
Senior Water System Engineer Director of Utilities
Reviewed and Approved: Reviewed and Approved:
Jared Macias Sergio Gonzalez
Assistant Director of Utilities - Water Operations City Manager
Attachments:
1) Stetson Professional Services Agreement
2) Stantec Professional Services Agreement
3) NV5 Professional Services Agreement
4) First Amendment to Stetson Agreement
5) First Amendment to Stantec Agreement
6) First Amendment to NV5 Agreement
Attachment 1
Attachment 2
Attachment 3
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
1.PARTIES AND DATE.
This First Amendment to the Agreement for Professional Services (“First Amendment”)
is entered into on the 19th day of October 2020, by and between the City of Azusa (hereinafter
referred to as the “City”) and Stetson Engineers, Inc. (hereinafter referred to as the
“Consultant”). City and Consultant are sometimes collectively referred to herein as the “Parties.”
2.RECITALS.
2.1 WHEREAS, the Parties entered into that certain Agreement for Professional
Services dated September 26, 2017 (“Agreement”); and
2.2 Whereas, the Parties desire to amend the Agreement to extend the term of the
Agreement by one (1) year.
NOW THEREFORE THE PARTIES DO HEREBY AGREE TO THE FOLLOWING:
3.AMENDMENTS TO AGREEMENT.
3.1 Term. Pursuant to Section 3.1.2 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for 12 months from
November 1, 2020 to November 31, 2021, unless earlier terminated as provided in the
Agreement.
3.2 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
Attachment 4
First Amendment to Agreement for Professional Services
Page 2 of 2
IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this 19th day of October 2020.
CITY OF AZUSA STETSON ENGINEERS, INC.
By:
Robert Gonzales Mayor
By:
Stephen B. Johnson President
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Jeffry F. Ferre
Best Best & Krieger LLP
City Attorney
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
1.PARTIES AND DATE.
This First Amendment to the Agreement for Professional Services (“First Amendment”)
is entered into on the 19th day of October 2020, by and between the City of Azusa (hereinafter
referred to as the “City”) and Stantec Consulting Services, Inc. (hereinafter referred to as the
“Consultant”). City and Consultant are sometimes collectively referred to herein as the “Parties.”
2.RECITALS.
2.1 WHEREAS, the Parties entered into that certain Agreement for Professional
Services dated September 26, 2017 (“Agreement”); and
2.2 Whereas, the Parties desire to amend the Agreement to extend the term of the
agreement by one (1) year.
NOW THEREFORE THE PARTIES DO HEREBY AGREE TO THE FOLLOWING:
3.AMENDMENTS TO AGREEMENT.
3.1 Term. Pursuant to Section 3.1.2 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for 12 months from
November 1, 2020 to November 31, 2021, unless earlier terminated as provided in the
Agreement.
3.2 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
Attachment 5
- 2 -
First Amendment to Agreement for Professional Services
Page 2 of 2
IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this 19th day of October 2020.
CITY OF AZUSA STANTEC CONSULTING
SERVICES, INC.
By:
Robert Gonzales Mayor
By:
Robert Reid Senior Associate
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Jeffry F. Ferre
Best Best & Krieger LLP
City Attorney
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
1.PARTIES AND DATE.
This First Amendment to the Agreement for Professional Services (“First Amendment”)
is entered into on the 19th day of October 2020, by and between the City of Azusa (hereinafter
referred to as the “City”) and NV5, Inc., which was formerly known as CivilSource, Inc.
(hereinafter referred to as the “Consultant”). City and Consultant are sometimes collectively
referred to herein as the “Parties.”
2.RECITALS.
2.1 WHEREAS, the Parties entered into that certain Agreement for Professional
Services dated September 26, 2017 (“Agreement”); and
2.2 Whereas, the Parties desire to amend the Agreement to i) acknowledge the name
change of CiilSource, Inc., to NV5, Inc., and ii) extend the term of the Agreement by one (1)
year.
NOW THEREFORE THE PARTIES DO HEREBY AGREE TO THE FOLLOWING:
3.AMENDMENTS TO AGREEMENT.
3.1 Parties and Date. The following changes shall be made to the first paragraph of
Section 1 of the Agreement:
A.“CivilSource, Inc., a Corporation with its principal place of business at 9890
Irvine Center Drive, Irvine, California, 92618” shall be replaced with “NV5,
Inc., a Corporation with its principal place of business at 163 Technology
Drive, Suite 100, Irvine, California, 92618”.
3.2 Substitution of Key Personnel. The following changes shall be made to the first
paragraph of Section 3.2.4 of the Agreement:
A.“Amy Amirani, P.E. and Safa Kamangar, P.E.” shall be replaced with “Jeff
Cooper.”
3.3 Delivery of Notices. The following changes shall be made to the first paragraph of
Section 3.6.1 of the Agreement:
A.“Consultant: CivilSource, Inc. 9890 Irvine Center Drive, Irvine, CA 92618
Attn: Amy Amirani, PE” shall be replaced with “Consultant: NV5, Inc. 163
Technology Drive, Suite 100, Irvine, California, 91618 Attn: Jeff Cooper”
3.4 Term. Pursuant to Section 3.1.2 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for 12 months from
November 1, 2020 to November 31, 2021, unless earlier terminated as provided in the
Agreement.
Attachment 6
- 2 -
First Amendment to Agreement for Professional Services
Page 2 of 2
3.5 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties have executed this First Amendment to
Agreement on this 19th day of October 2020.
CITY OF AZUSA NV5, INC.
By:
Robert Gonzales Mayor
By:
Jeff Cooper Vice President/Director of Infrastructure
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Jeffry F. Ferre
Best Best & Krieger LLP
City Attorney
- 3 -
First Amendment to Agreement for Professional Services
Page 3 of 2
IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this 19th day of October 2020.
CITY OF AZUSA NV5, INC.
By:
Robert Gonzales Mayor
By:
Luanne Bean Title
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Jeffry F. Ferre
Best Best & Krieger LLP
City Attorney