AGENDA TITLE:
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Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 2 to the Professional Services Agreement with Interwest Consulting Group, Inc., a Colorado Corporation, for Contract Planning Services to add $26,000, for a Total Amount Not to Exceed $216,000 and Ratify the Payment of Fiscal Year 2023-24 Invoices (CD)
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MEETING DATE:
September 18, 2024
PREPARED BY:
Cynthia Marsh, Deputy Director / City Planner
recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager to execute Amendment No. 2 to the Professional Services Agreement with Interwest Consulting Group, Inc., a Colorado corporation, for contract planning services to add $26,000, for a total amount not to exceed $216,000 and ratify the payment of Fiscal Year 2023-24 invoices.
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BACKGROUND INFORMATION:
On June 2, 2023, the City Council approved the execution of a one-year professional services agreement in the amount of $180,000, with an option to renew and extend for one year, with Interwest Consulting Group, Inc. to provide contract planning services. In anticipation of the one-year term expiring at the end of June 2024, Amendment No. 1 was approved on June 5, 2024, to extend the contract planning services into Fiscal Year 2024-25 in the amount of $10,000 to complete the targeted General Plan Environmental Impact Report (“EIR”) update for Vehicle Miles Traveled (“VMT”) purposes related to the 2022 Sphere of Influence (“SOI”) update. Because the contract term expired at the end of June 2024, a one-year extension for a total amount not to exceed $190,000 was required to complete this work.
The original funding authorization of $180,000 for Interwest planning was based on an estimate for work that included general day-to-day planning operations, a focused update of the Lodi General Plan, and processing of major projects. Despite best efforts to maintain costs within the contracted amount, two large projects involving Environmental Impact Reports and complicated entitlements demanding increased attention were billed against the contract by the remote Interwest team members, reducing the amount available to pay for costs associated with general day-to-day planning operations. The total costs for contracted planning services in Fiscal Year 2023-24 exceeded projected costs by approximately $26,000. This amount was not factored into the request for additional funding on June 5, 2024. As a result, there is no contract authority to pay the vendor for services they have rendered to the City in Fiscal Year 2023-24.
The table below shows total contract authorizations.
|
Date |
Contract |
Authorized Amount |
|
June 2, 2023 |
Original Contract |
$180,000 |
|
June 5, 2024 |
Amendment No. 1 |
$10,000 |
|
September 4, 2024 (Proposed) |
Amendment No. 2 |
$26,000 |
|
Total Not to Exceed |
$216,000 |
Staff requests the addition of $26,000 to the contract amount for the ratification of the payment of Fiscal Year 2023-24 invoices.
The City initially negotiated a contract with Interwest Consulting Group Inc. following solicitation of competitive bid proposals in accordance with Lodi Municipal Code (LMC) Section 3.20.070. It is in the best interest of the City to increase the contract amount and ratify the expenditures associated with on-going and recurring services provided by contract staff familiar with the community and its issues.
STRATEGIC VISION:
3A. Fiscal Health: Promote City's transparency & fiscal fluency.
FISCAL IMPACT:
The funds will be paid from the Community Development Special Revenue Fund.
FUNDING AVAILABLE:
Community Development Special Revenue Fund: 27082000.72450.
_______________________________________
John Della Monica
Community Development Director
_______________________________________
Scott R. Carney
City Manager