TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 33498 with Hirsch & Associates, Inc., of Anaheim, CA; and Contract No. 33504 with RJM Design Group, Inc., of San Juan Capistrano, CA, for as-needed landscape architectural services, to increase the total aggregate amount by $1,000,000, for a revised total aggregate amount not to exceed $8,000,000, and extend term of the contracts to August 1, 2022. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 33498 with Hirsch & Associates, Inc., and Contract No. 33504 with RJM Design Group, Inc., to continue providing as-needed landscape architectural services, to increase the total aggregate amount by $1,000,000, for a revised total aggregate amount not to exceed $8,000,000, and extend the term of the contracts to August 1, 2022.
On July 22, 2014, the City Council awarded the subject contracts as part of its adoption of RFP PW14-005 for architectural services for a two-year period, with the option to renew for three additional one-year periods, for an aggregate amount of $3,000,000. On June 13, 2017, the City Council authorized the addition of $4,000,000, for a new total aggregate amount of $7,000,000, and extended the term of the contracts for one additional one-year term until August 1, 2020. The ability of the department to complete the procurement process has been negatively impacted by the COVID-19 pandemic and, therefore, on October 6, 2020, the City Council authorized an additional one-year extension to August 1, 2021, for the two contracts to prevent an interruption to services.
Approval of the requested amendments will add an additional $1,000,000, for a revised total aggregate contract amount not to exceed $8,000,000, and extend term of the contracts to August 1, 2022. There has been a greater need for these services with many new capital improvement projects. Extending the contracts an additional year will provide adequate time for staff to complete the procurement process without interruption to services.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on June 18, 2021, Business Services Bureau Manager Tara Mortensen on May 24, 2021, and by Budget Management Officer Rhutu Amin Gharib on June 14, 2021.
TIMING CONSIDERATIONS
City Council action is requested on July 6, 2021, to ensure uninterrupted continuation of services.
FISCAL IMPACT
The requested amendment will increase the contract authority by $1,000,000, for a total aggregate amount not to exceed $8,000,000, and extend the terms for an additional one-year period, through August 1, 2022. There is no appropriation increase requested at this time. Any work not currently budgeted will only proceed at such time as appropriations have been approved by the City Council. The extension of these contracts has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. Approval of this recommendation would potentially have a positive impact on the local job market.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER