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AGENDA BILL Agenda Item No. 5(E) Date: April 2, 2013 To: El Cerrito City Council From: Yvetteh Ortiz, Engineering Manager Jerry Bradshaw, Public Works Director / City Engineer Subject: Professional Services Agreement with Avila Project Management ACTION REQUESTED Adopt a resolution authorizing the City Manager to execute an amendment to the consultant services agreement between the City of El Cerrito and Avila Project Management for project management services in an amount not to exceed $50,000 bringing the total contract to an amount not to exceed $75,000. BACKGROUND/ANALYSIS The Public Works Department has had a vacancy in the position of Associate Engineer since April 2012. This position serves as the primary project manager for the City’s capital improvement projects. The City currently has a wide variety of active capital improvement projects that are in the environmental, design, construction, and close-out stages. These projects require focused project management services. The City had previously used consultants to assist City staff to deliver capital projects. In February 2013 under the authority of the City Manager, the City entered into an agreement with Avila Project Management to provide these services. Avila Project Management has regularly assisted the City with capital improvement projects since 2007 with the most significant effort being related to the Measure A Street Improvement Program. As the City reviews its overall organizational structure and funding with respect to the current vacancies that exist in the Public Works Department, staff will be examining the duties and functions of the positions within various divisions. In March 2013, the Public Works Department issued a request for proposals for both project management and engineering services to provide as-needed support during this process and a longer three- year term. This solicitation effort is anticipated to be completed by the end of April 2013. In the interim, the continued use of the services of Avila Project Management at least through the end of May 2013 is essential for the delivery of several capital improvement projects. FINANCIAL CONSIDERATIONS The original agreement was for an amount not to exceed $25,000. This amendment for an additional $50,000 would bring the total contract to an amount not to exceed $75,000. ---PAGE BREAK--- ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 1 RESOLUTION 2013 - XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF EL CERRITO AND AVILA PROJECT MANAGEMENT FOR PROJECT MANAGEMENT SERVICES IN AN ADDITIONAL AMOUNT NOT TO EXCEED $50,000 BRINGING THE TOTAL CONTRACT TO AN AMOUNT NOT TO EXCEED $75,000 WHEREAS, the City currently has a vacancy for the Associate Engineer position and this position serves as the primary project manager for the City’s capital improvement projects; and WHEREAS, the City currently has a wide variety of active capital improvement projects that are in the environmental, design, construction, and close-out stages; and WHEREAS, the City is in the process of reviewing vacant positions in the Public Works Department; and WHEREAS, in February 2013, the City entered into an agreement with Avila Project Management to provide project management services for an amount not to exceed $25,000; and WHEREAS, in March 2013, the City issued a Request For Proposals for long-term project management and engineering services and this consultant solicitation is anticipated to be completed by the end of April 2013; and WHEREAS, the continued use of the services of Avila Project Management at least through the end of May 2013 is essential for the delivery of several capital improvement projects. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby authorizes the City Manager to execute an amendment to the consultant services agreement between the City of El Cerrito and Avila Project Management for project management services in an additional amount not to exceed $50,000 bringing the total contract to an amount not to exceed $75,000. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on April 2, 2013 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on April XX, 2013. Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor