TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
SUBJECT:Title
Professional Services Agreement with Willdan Engineering in an Amount Not-to-Exceed $136,500 for Interim City Engineer Services.
APPROVE
Line
_____________________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that City Council award a Professional Engineering Services Agreement to Willdan Engineering in an amount not-to-exceed $136,500 for Interim City Engineer services and authorize the City Manager to execute the contract.
Body
FISCAL IMPLICATIONS:
Funds for these services have not been appropriated in the FY 2012/2013 Public Works budget. It is anticipated there will be salary savings from the vacancy of the full-time City Engineer position which will partially off-set the cost.
BACKGROUND:
The position of City Engineer became vacant with the resignation of the former incumbent in mid-March. Complicating the situation is the impending retirement of the Public Works Director at the end of May. The City requires a well-qualified person to fill the position of City Engineer on an interim basis.
DISCUSSION:
The City Engineering function stands at the center of the city’s program budgeting for capital improvements. The city’s capital improvement program contemplates multiyear systematic scheduling of local physical improvements. Effective planning and delivery is essential if community infrastructure is to be properly maintained. Sound city engineering decisions are critical to effective implementation of short- and long-range plans. Given the number and value of projects “in the works”, the function is too critical to leave vacant, even temporarily.
Under normal circumstances, the City would run a separate “Request for Proposal” process to fill the need for an interim City Engineer. However, there is an urgent need to fill this job because of the large amount of Capital Improvement projects in process and the need for coverage for development review services. Staff contacted four engineering firms and asked for a proposal from each to provide the services the City requires. All four firms are on the City’s on-call list for engineering services. Two of the firms declined to submit a proposal because of the lack of available staff.
Proposals were received from Anderson Penna Partners and Willdan Engineering. Each firm was interviewed to determine which firm better met the needs of the City.
Staff has determined that Willdan Engineering would better serve the needs of the City. The individual recommended to fill the interim position has 34 years of city engineering experience and is capable of providing the City with superior services. It is expected that the interim City Engineer will provide 30 hours of service per week until the City Engineer position is filled. The interim City Engineer will be compensated at a rate of $175 per hour.
Recruitment for a permanent City Engineer will commence as soon as possible. It may take six months or more for a permanent City Engineer to be in place. It is desirable to have the new Public Works Director participate in the evaluation of the city engineering function, establishment of performance objectives, and options for the provision of service.
CONCLUSION:
Staff recommends that City Council award a Professional Engineering Services Agreement to Willdan Engineering in an amount not-to-exceed $136,500 for Interim City Engineer services and authorize the City Manager to execute the contract.
Attachment:
1. Professional Services Agreement with Willdan for Interim City Engineer Services.
2. Proposal from Willdan for Interim City Engineer Services.