HomeMy WebLinkAboutItem 20 - Amend Agreement for Additional Right-of-Way Coordination Services Public Works Agency
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Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 17, 2023
TOPIC: Amend Agreement for Additional Right-of-Way Coordination Services
AGENDA TITLE
Amend the Agreement with Alliance Consulting Services, Inc., to Increase the Total
Agreement Amount by $72,000 for Right-of-Way Coordination Services for the
Remaining Term of the Agreement (Non-General Fund).
RECOMMENDED ACTION
Authorize the City Manager to execute the first amendment to the agreement with
Alliance Consulting Services, Inc. to update the scope of work to include additional
locations and increase the total compensation amount by $72,000 for an updated
agreement amount not to exceed $121,500, for the remainder of the agreement term
expiring June 30, 2025, with two one-year renewal periods, subject to non-substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
In July 2022, the City of Santa Ana entered into an agreement with Alliance Consulting
Services, Inc. (Alliance), for citywide real estate and right-of-way (ROW) coordination
services, which includes Bristol Street Improvements, Fairview Bridge, Warner Street
Improvements, Citywide Sale of Surplus Properties, and miscellaneous Right-of-Way
Acquisitions associated with Capital Improvement Program (CIP) Projects. They
currently help monitor negotiations by other consultants and review existing: leases,
licenses, franchises, easements, permits, and other agreements. Additionally, Alliance
will help coordinate the activity tied to all right-of way processes associated with
relocation necessary with transportation improvement enhancements, and related
consultant contracts, including property appraisal, furniture, fixture and equipment
appraisal, business goodwill appraisal, acquisition/relocation, property management
services, and City real estate properties.
Since the expiration of Alliance’s prior agreement for $49,500 on April 17, 2022, the City
agreed to compensate for any services provided, and due to the growing number of
outstanding ROW service projects, the total agreement amount has been maximized.
The consultant has updated rates for service, and additional costs are attributed to the
updated scope of work necessitated by Parks, Recreation, and Community Services
Agency (PRCSA) for activation of vacant lots. The Public Works Agency is thereby
Contract Amendment with Alliance Consulting Services, Inc.
January 17, 2023
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3
1
7
9
requesting to enlarge this contract’s capacity, and are thus requesting additional funds
for the Agreement to cover all upcoming project expenditures (Exhibit 1).
The intent of this action is to establish increased spending authority within the existing
agreement based on additional hours necessitated at updated rates. Staff is looking
ahead and will be soliciting a Request for Proposal for ROW coordination services via
an on-call contract for any future services necessitated moving forward.
FISCAL IMPACT
The following table summarizes the projects with funds budgeted and available for as-
needed expenditures for on-call ROW Coordination Services to be provided by the
agreement in the current and future fiscal years, contingent upon City Council approval
of the annual budget during future fiscal years and approval of appropriation
adjustments for carry-forward requests.
Fiscal
Year(s)
Accounting Unit
– Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
2022-23 03217662-66220
(23-6900)
Measure M-
Street
Construction
Measure M,
Improvements Other
Than Building
$10,000
2022-23 03217663-66220
(17-6883)
Measure M-
Street
Construction
Measure M,
Improvements Other
Than Building
$10,000
2022-23 05917661-66220
(11-6741)
OCTA Bristol St
Corridor
Improvements
OCTA,
Improvements Other
Than Building
$7,000
2022-23 05917668-66220
(18-6901)
Select Street
Construction
Warner Avenue.
Tustin CFD,
Improvements Other
Than Building
$20,000
2022-25 05113263-62320
(23-2600)
Cell Tower
Funds
Maintenance and
Repair Buildings $7,000
2022-25 Various RRNTP Various $18,000
TOTAL $72,000
Any unused agreement amounts may be utilized by projects not listed above by
following the established on-call services process during FY 2022-23 and beyond for
the remaining agreement term. CIP Engineering may also utilize operating funds in the
Contracts Services – Professional Accounting Unit (08617613-62300) under this
Contract Amendment with Alliance Consulting Services, Inc.
January 17, 2023
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agreement. City staff must receive Finance and Management Services Agency approval
of project activities to be used to ensure funds are available. Upon successful
completion of the fiscal review, a corresponding Notice to Proceed containing the
specific scope and maximum expenditure for the task order will be issued.
EXHIBIT(S)
1. Contract Amendment with Alliance Consulting Services, Inc.
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
Page 1 of 2
FIRST AMENDMENT TO AGREEMENT TO PROVIDE
REAL ESTATE AND RIGHT OF WAY
COORDINATION SERVICES
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on January 17,
2023, by and between Alliance Consulting Services, Inc. (“Consultant”), and the City of Santa
Ana, a charter city and municipal corporation organized and existing under the Constitution and
laws of the State of California (“City”).
RECITALS
A. The parties entered into Agreement No. N-2022-210, dated July 15, 2022, by which Consultant
agreed to provide real estate and right of way coordination (“Agreement”).
B. The Agreement remains in effect through June 30, 2025, with provision for extension up to
two (2) additional one (1) year periods. The Agreement is current and in-effect.
C. The City’s Public Works Agency expanded its role and services to include services, as defined
by the Agreement’s Scope of Services, for updated rates for service, and additional costs
attributed to and required to enlarge the scope of work necessitated by Parks, Recreation, and
Community Services Agency (PRCSA) for activation of vacant lots.
D. City and Consultant agreed upon a proposed quote, dated October 18, 2022, reflective of the
required services to add new locations for services provided by the Agreement and compensate
Consultant for the additional hours required to complete said services.
E. The parties now wish to amend and augment the scope of services set forth in the Agreement
and increase the total compensation to pay for services rendered by the Consultant for said
services. No other changes, including extension of the Agreement, are contemplated by this
Amendment.
The Parties therefore agree:
1. Section 1, Scope of Services, is hereby amended to include the locations identified as “Parks
Parcels”, as well as to augment the required hours to complete existing projects set forth in the
Agreement, per the October 18, 2022 proposal, attached hereto as Exhibit A-1 to this
Amendment. Consultant agrees that it has not provided any services detailed in Exhibit A -1
and will not begin any services prior to the effective date provided above. Consultant will
provide services for the listed projects on an on-call basis.
As it relates to the services for projects detailed as “Parks Parcels”, City will have the sole
discretion regarding the selection of “Parks Parcels” sites and locations. City will provide the
Consultant, in writing, the details regarding “Parks Parcels” sites requiring services.
Consultant shall not perform services at any Parks Parcels sites without written approval by
the City.
2. Section 2, Compensation, is amended to increase the total compensation to be expended under
Page 2 of 2
the Agreement by an additional $72,000. This amount includes the base amount of $60,000,
pursuant to the costs detailed in Exhibit A-1 to this Amendment, and a contingency amount of
$12,000 for services as directed by the City. Consultant agrees that it has not rendered services,
detailed by this Amendment and its attachments, to which it is owed payment by the City prior
to the effective date noted above.
3.Except as modified by this Amendment, all terms and conditions of the Agreement shall remain
in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Agreement on
the date and year first written above.
ATTEST
_______________________________
Norma Orozco
Acting Clerk of the Council
APPROVED AS TO FORM
Sonia R. Carvalho
City Attorney
By:___________________________
Jonathan T. Martinez
Assistant City Attorney
CITY OF SANTA ANA
______________________________
Kristine Ridge
City Manager
CONSULTANT
_______________________________
By: Souri Amirani
Title:
RECOMMENDED FOR APPROVAL
________________________________
Nabil Saba
Executive Director
Public Works Agency
President
ARPA
Exhibit A-1
Alliance Consulting Services Inc.
975 La Mirada Street, Laguna Beach CA 92651
(949)315-1444
October 18, 2022
Project Staff; Souri Amirani, PE, RE – Right-of-Way Coordinator, (Broker Number 01718958)
Additional hours:
Project Name Hours Hourly Rate $ Total $
Parks Parcels
PRCSA FUNDS
30 170 5,100
Bristol Phase 4 30 170 5,100
Warner Phase 2 100 170 17,000
Misc. & Surplus
properties
30 170 5,100
On-Call Services /
Future Tasks
As needed 170
(estimated)
27,700
Proposed
contingency
12,000
Total $72,000