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HomeMy WebLinkAboutItem 13 - Amendments to Agreements for On-Call Construction Management and Inspection ServicesPublic Works Agency www.santa-ana.org/public-works Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report February 4, 2025 TOPIC: Agreement Amendments for On -Call Construction Management and Inspection Services AGENDA TITLE Amendments to Agreements with AKM Consulting Engineers, Anser Advisory Management, LLC, Ardurra Group, Inc., Cannon, and Willdan Engineering for On -Call Construction Management and Inspection Services RECOMMENDED ACTION Authorize the City Manager to execute the first amendment to the standard agreements with AKM Consulting Engineers, Anser Advisory Management, LLC, Ardurra Group, Inc., Cannon, and Willdan Engineering to provide on -call construction management and inspection services and increase the contract amount by $3,000,000 for a total amount not to exceed $6,000,000, for the remaining term (Agreement No. A-2025-XXX). GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION On July 18, 2023, the Public Works Agency (PWA) released Request for Proposals (RFP) No. 23-122 to select five consultants to provide on -call construction management and inspection services on an as -needed or on -call basis for the City of Santa Ana's PWA Construction Services Section. These contracts are a critical resource for managing fluctuating workloads and varying demands for inspection and contract management services across the City. The variable nature of construction projects often results in periods of high activity that require additional staffing, including inspectors and project managers. Utilizing on -call contractors allows the City to bring in skilled personnel on an as -needed basis to address workload surges. This flexible service delivery model ensures that we are able to meet increased demands. By utilizing these contracts, staff can better control costs while maintaining the quality and efficiency of their work during periods of high demand, ultimately benefitting both the City's budget and the timely completion of essential projects. Staff recommends the approval of this first amendment to increase the shared total aggregate amount of the agreement to $6,000,000 for the remainder of the contract term (Exhibit 1-5). Agreement Amendment for On -Call Construction Management and Inspection Services February 4, 2025 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT There is no fiscal impact at this time. Before utilizing on -call services, Public Works Agency (PWA) staff must obtain approval from the Finance and Management Services Agency (FMSA) by submitting a Notice to Proceed Request. This request must specify the funding source and the required dollar amount. FMSA will verify that the necessary funds are encumbered and available within the authorization and aggregate limits of these agreements. Once approved, PWA will issue a Notice to Proceed detailing the specific scope and maximum expenditure for the task. EXHIBIT(S) 1. Amendment to Agreement with AKM Consulting Engineers 2. Amendment to Agreement with Anser Advisory Management, LLC 3. Amendment to Agreement with Ardurra Group, Inc. 4. Amendment to Agreement with Cannon 5. Amendment to Agreement with Willdan Engineering Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 FIRST AMENDMENT TO AGREEMENT WITH AKM CONSULTING ENGINEERS FOR ON -CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 4, 2025, by and between AKM Consulting Engineers ("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. A-2023-168-01 ("Agreement") dated October 3, 2023, to provide on -call construction management and inspection services for the City's Public Works Agency to complete delivery of capital improvement projection involving public works infrastructure and City Facilities. The Agreement term runs until October 2, 2026, with up to one (1) two (2) year optional extension of the term, exercisable by the City. The Agreement is current and in effect. B. Consultant is one (1) of five (5) consultants selected to provide said services. Each of the five (5) consultants shares an aggregate compensation amount to pay for on -call services provided to the City under the terms of the Agreement. C. The parties wish to amend the Agreement to increase the total "not to exceed" aggregate amount available to compensate the consultants under the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: Section 2.a., Compensation, is hereby amended to increase the total aggregate amount available for all five (5) consultants, for on -call services provided to the City, by $3,000,000. The total aggregate amount, among the five consultants, shall not exceed the shared aggregate amount of $6,000,000, during the term of this Agreement, including any extension periods. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO Nellesen Assistant City Attorney RECOMMENDED FOR APPROVAL ail Saba, PE °AExecutive Director, Public Works Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT 41�lz By: Emin Kay1ran Title: Vice President EXHIBIT 2 FIRST AMENDMENT TO AGREEMENT WITH ANSER ADVISORY MANAGEMENT, LLC FOR ON -CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 4, 2025, by and between Anser Advisory Management, LLC ("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. A-2023-168-02 ("Agreement") dated October 3, 2023, to provide on -call construction management and inspection services for the City's Public Works Agency to complete delivery of capital improvement projection involving public works infrastructure and City Facilities. The Agreement term runs until October 2, 2026, with up to one (1) two (2) year optional extension of the term, exercisable by the City. The Agreement is current and in effect. B. Consultant is one (1) of five (5) consultants selected to provide said services. Each of the five (5) consultants shares an aggregate compensation amount to pay for on -call services provided to the City under the terms of the Agreement. C. The parties wish to amend the Agreement to increase the total "not to exceed" aggregate amount available to compensate the consultants under the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: 1. Section 2.a., Compensation, is hereby amended to increase the total aggregate amount available for all five (5) consultants, for on -call services provided to the City, by $3,000,000. The total aggregate amount, among the five consultants, shall not exceed the shared aggregate amount of $6,000,000, during the term of this Agreement, including any extension periods. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO 1�ye Nellesen Assistant City Attorney RECOMMENDED FOR APPROVAL 0 Executive Director, Public Works Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT By: Tyson Atwood Title: Senior Vice President EXHIBIT 3 FIRST AMENDMENT TO AGREEMENT WITH ARDURRA GROUP, INC. FOR ON -CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 4, 2025, by and between Ardurra Group, 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. A-2023-168-03 ("Agreement") dated October 3, 2023, to provide on -call construction management and inspection services for the City's Public Works Agency to complete delivery of capital improvement projection involving public works infrastructure and City Facilities. The Agreement term runs until October 2, 2026, with up to one (1) two (2) year optional extension of the term, exercisable by the City. The Agreement is current and in effect. B. Consultant is one (1) of five (5) consultants selected to provide said services. Each of the five (5) consultants shares an aggregate compensation amount to pay for on -call services provided to the City under the terms of the Agreement. C. The parties wish to amend the Agreement to increase the total "not to exceed" aggregate amount available to compensate the consultants under the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: Section 2.a., Compensation, is hereby amended to increase the total aggregate amount available for all five (5) consultants, for on -call services provided to the City, by $3,000,000. The total aggregate amount, among the five consultants, shall not exceed the shared aggregate amount of $6,000,000, during the term of this Agreement, including any extension periods. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO IQ, ' e Nellesen Assistant City Attorney RECOMMENDED FOR APPROVAL :Fop abil Saba, PE Executive Director, Public Works Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT By: Dino D'Emilia Title: Practice Director, Southwest PMCM, Public Works & Transportation EXHIBIT 4 FIRST AMENDMENT TO AGREEMENT WITH CANNON FOR ON -CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 4, 2025, by and between Cannon ("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. A-2023-168-04 ("Agreement") dated October 3, 2023, to provide on -call construction management and inspection services for the City's Public Works Agency to complete delivery of capital improvement projection involving public works infrastructure and City Facilities. The Agreement term runs until October 2, 2026, with up to one (1) two (2) year optional extension of the term, exercisable by the City. The Agreement is current and in effect. B. Consultant is one (1) of five (5) consultants selected to provide said services. Each of the five (5) consultants shares an aggregate compensation amount to pay for on -call services provided to the City under the terms of the Agreement. C. The parties wish to amend the Agreement to increase the total "not to exceed" aggregate amount available to compensate the consultants under the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: 1. Section 2.a., Compensation, is hereby amended to increase the total aggregate amount available for all five (5) consultants, for on -call services provided to the City, by $3,000,000. The total aggregate amount, among the five consultants, shall not exceed the shared aggregate amount of $6,000,000, during the term of this Agreement, including any extension periods. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO e Nellesen Assistant City Attorney RECOMMENDED FOR APPROVAL y� Nabil Saba, PE Executive Director, Public Works Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT By: Patrick Riddell Title: Director, Construction Management Division EXHIBIT 5 FIRST AMENDMENT TO AGREEMENT WITH WILLDAN ENGINEERING FOR ON -CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on February 4, 2025, by and between Willdan Engineering ("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. A-2023-168-05 ("Agreement") dated October 3, 2023, to provide on -call construction management and inspection services for the City's Public Works Agency to complete delivery of capital improvement projection involving public works infrastructure and City Facilities. The Agreement term runs until October 2, 2026, with up to one (1) two (2) year optional extension of the term, exercisable by the City. The Agreement is current and in effect. B. Consultant is one (1) of five (5) consultants selected to provide said services. Each of the five (5) consultants shares an aggregate compensation amount to pay for on -call services provided to the City under the terms of the Agreement. C. The parties wish to amend the Agreement to increase the total "not to exceed" aggregate amount available to compensate the consultants under the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: Section 2.a., Compensation, is hereby amended to increase the total aggregate amount available for all five (5) consultants, for on -call services provided to the City, by $3,000,000. The total aggregate amount, among the five consultants, shall not exceed the shared aggregate amount of $6,000,000, during the term of this Agreement, including any extension periods. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO K,Ai Nellesen Assistant City Attorney RECOMMENDED FOR APPROVAL f::of N Saba, PE Executive Director, Public Works Agency CITY OF SANTA ANA Alvaro Nunez City Manager CONSULTANT By. Q hQ Z Title: —P>�Zs lcLe-e)x