HomeMy WebLinkAboutReso 58-2014RESOLUTION NO. 58 -2014
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
RESOLUTION AUTHORIZING THE CITY MANAGER TO
AMEND A PROFESSIONAL SERVICES AGREEMENT WITH
PACIFIC MUNICIPAL CONSULTING IN THE AMOUNT OF
$19,425 FOR A TOTAL NOT TO EXCEED AMOUNT OF
$281,105 FOR COMPLETION OF A CLIMATE ACTION PLAN
AND PEDESTRIAN MASTER PLAN
WHEREAS, on November 18, 2011, the City of South San Francisco ( "City ") and Pacific
Municipal Consultants (PMC) entered into a Consulting Services Agreement for creation of a
Climate Action Plan(CAP) and Pedestrian Master Plan (PMP), and
WHEREAS, in December 2010, the State's Strategic Growth Council awarded the City a
$323,624 grant to prepare a CAP and a companion PMP, and in order to receive the State's grant
funding, the City obligated a local match of $186,376 for preparation of environmental review of the
draft CAP and PMP; the local match was funded by the General Plan Maintenance Fund ($60,000)
and the general fund ($117,011); and
WHEREAS, extensive community input was instrumental in shaping the CAP's goals,
policies, and greenhouse gas reduction measures, and the pedestrian improvement projects and
policies contained within the PMP.
WHEREAS, in May 2013 PMC agreed to a first amendment extending the project work
schedule to March 2014 from the original April 2013 completion date, impacting both PMC and its
sub - consultant Fehr & Peers; and
WHEREAS, a second amendment was entered into on June 20, 2013, to include a 4`l'
workshop targeted to the business community, and;
WHEREAS, on June 20, 2013, a third amendment was signed authorizing PMC to work on
General Plan Amendments; and
WHEREAS, this fourth amendment, for additional compensation, in the amount of $19,425
includes revisions beyond the original scope of work, including projects for the Grant -Ready Fact
Sheets that were not on the original concept plan list, leading to additional work by Fehr & Peers;
and
WHEREAS, the additional compensation is within the General Fund Maintenance budgeted
amount, City staff recommends approving the fourth Amendment and scope to the Agreement
( "Amendment ") with PMC for the CAP and PMP.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San
Francisco that the City Council hereby approves a fourth amendment with PMC attached hereto as
Exhibit A, and incorporated herein.
BE IT FURTHER RESOLVED that the City Manager of the City of South San Francisco is
hereby authorized and directed to execute the Amendment on behalf of the City of South San
Francisco, subject to approval as to form by the City Attorney, and to take any other action consistent
with the intent of this Resolution.
I hereby certify that the foregoing Resolution was regularly introduced and adopted by the
City Council of the City of South San Francisco at a regular meeting held on the 28th day of May,
2014 by the following vote:
AYES: Councilmembers Mark N. Addiego Pradeep Gupta and Liza Normandy
Vice Mayor Richard A. Garbarino and Mayor Karyl Matsumoto
NOES:
ABSTAIN: N
ABSENT:
ATTEST: Ou'm.0.. Gt..,,
Anna Brown, Deputy City Clerk
Exhibit A
Fourth Amendment
FOURTH AMENDMENT TO THE CONSULTING SERVICES AGREEMENT
BETWEEN THE CITY OF SOUTH SAN FRANCISCO AND PMC FOR
PREPARATION OF A CLIMATE ACTION PLAN AND PEDESTRIAN MASTER PLAN
THIS FOURTH AMENDMENT to the Agreement for Consultant Services ( "Amendment') is made by and
between the City of South San Francisco ( "City") and PMC (`Consultant") as of March 31, 2014. City and Consultant
are hereinafter collectively referred to as the "Parties ".
RECITALS
A. On November 18, 2011, City and Consultant entered into that certain Consulting Services Agreement
("Agreement'), whereby Consultant agreed to provide consulting services to develop a Climate Action Plan and a
Pedestrian Master Plan for the City. The original Agreement, exhibits and Amendments One, Two and Three and
any exhibits thereunder are incorporated herein by reference.
B. City and Consultant now desire to amend the Agreement.
NOW THEREFORE, for and in consideration of the promises and other good and valuable consideration, the receipt
and sufficiency of which are hereby acknowledged, City and Consultant hereby agree as follows:
1. AN terms which are defined in the Agreement and any subsequent amendments shall have the same
meaning when used in this Fourth Amendment, unless specifically provided herein to the contrary.
2. Section 1. The May 18, 2012 end date for the term of services identified in Section 1 of the Agreement is as
noted in the First Amendment, dated May 1, 2013.
3. Section 2. Section 2 of the Agreement shall be amended such that the City agrees to pay Consultant a sum
not to exceed $281,105 ($261,680.00 + $19,425.00) with the understanding that up to $241,658.50 has
already been paid to Consultant.
Consultant agrees this is the City's total contribution for payment of costs under the Agreement unless
additional payments are authorized in accordance with the terms of the Agreement and said terms of
payment are mutually agreed to by and between the parties in writing.
4. Scope of Services. The Scope of Services is amended and attached as Exhibit A to this Amendment.
All other terms, conditions and provisions in the Agreement remain in full force and effect. If there is a conflict
between the terms of the Amendment and the Agreement, the terms of the Agreement will control unless specifically
modified by this Amendment.
(S IGNATURES ON THE FOLLOWING PAGE]
Fourth Amendment to Consulting Services Agreement between
City of South San Francisco and PMC for Climate Action Plan Services Page 1 of 2
IN WITNESS WHEREOF of the parties has caused this Amendment to be executed by their duly authorized
representatives as of the day first written above.
CITY OF SOUTH SAN FRANCISCO
Mike Futrell, City Manager
Attest:
City Clerk
Approved as to Form:
City Attorney
CONSULTANT /I
A--L-1 t�t�
Philip 0. Carter, PMC
Fourth Amendment to Consulting Services Agreement between
City of South San Francisco and PMC for Climate Action Plan Services Page 2 of 2
P -M ci e EXHIBIT A
MEMO
To: Bertha Aguilar, Susan McCue, Susy Kahan
CITY OF SOUTH SAN FRANCISCO
From: Scott Davidson
Ca Tammy Seale, Jennifer Venema
Date: March 4, 2014
Re: CAP and PMP Budget Adjustment Detail
Thank your for your e-mail of February 24, 2014, indicating support for a budget adjustment for the
CAP and PMP. Per your request. this memo provides additional information regarding the time spent
addressing the extended schedule and the. additional work .associated. with preparing grant - ready fact.
sheets for projects that were not on the "concept plan" list Table I provides a breakdown,of time
associated with the following tasks:
1) TIM ine 6ctensions/Proiect Required the reallocation of resources to support a revised
project schedule, and resulted in task delays that had an impact on the critical path. They
required additional coordination with the CAP /PMP team, City partners, and stakeholders.
2) Additional Revisions: With the extension of time, staff, stakeholders, and interested individuals
raised and requested a response to issues that had previously been resolved, resulting in
additional rounds of revisions to the CAP and PMP documents.
3) Grant - Ready Fact Sheets: By selecting projects that weren't on the concept plan list, the BPAC
required Fehr & Peers to generate additional schematic drawings to depict the preferred
projects.
Together, these tasks required PMC and Fehr & Peers to expend 114 and 68 hours, respectively, over
the I I -month project extension period for a total of 182 hours. Table I also includes a reallocation of
savings realized from Community Workshop #4 with the business community to defray the cost of the
budget adjustment by $2,285, for a total cost of $19,425. Please let me know If you have any questions
or require additional Information.
We enjoyed working with the City on the Climate Action Plan and Pedestrian Master Plan and the
supporting documents and were pleased with the approval of both plans.
50012'^ Street, Suite 250 - oakiand, cA 94607 • P: (51 o) 272 -4491 • P (510) 268-9207
Bertha Aguilar, Susan McCue, Susy Kalkin
March 4, 2014
Page 2
Table 1: Time and Cost Allocation by Task
^...
Timeline Extension — PMC Hours
to oject oelairs :. , ..
Extended Comment Periods/
Additional ReUnnse to Comments
Project Project
Director Manager
3 27
, i 13
1 4
Associate
Planner
54
.32
12
Assistant
Planner
30
16
Total
PMC
Hours
114
5-1.
33
Total
PMC
Labor
$10,105
$5,985
$3,315
Direct
Costs
$820
Total
gud et
$10,925
$340
+;
$3,655
Additional Rounds of items
Reallocate Savings from
Community Meeting #4
1
10
14
30
$3,090
($2,285)
$245
:. $3,335
($2 285)
F E H R P E E R S
Timeline Extension - Fehr & Peers ,
laolss
Project
Director 'Manager
- 42
Planner
14
Technical
Sup rt
. 12
Total
F& P
Flours
6g
Total
F& P
Labor
$8,
Direct
Costs
Total
Budget
$3E)9
$8,St10
Project Delays
EgendedConwentPeriodsJ
AddWimal.ROS s )
14
16
6
20
28
$2,350
$3,400
$350
1500
$.1 50 .
Intersection Design Effort and
Additional Rounds of Revisions
12
6
2
20
$2,450
$50
$2,500
Total Required Tasks
3 69
68
42
182
$18,305
$1,120
$19,425