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Home My WebLink About2006-06-21 STAFF REPORTS 2J O PALM s P,P ~� 'i0 V N x x St/FI,O R°T ' City Council Staff Report C ��' DATE: June 21, 2006 CONSENT CALENDAR SUBJECT: APPROVAL OF AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 5289 FOR CONSULTANT SERVICES WITH AEOLIAN SOLUTIONS PROVIDING GRADINGAND DUST INSPECTION SERVICES, TERMINATING ON SEPTEMBER 22, 2006, WITH THREE FOUR-WEEK EXTENSION OPTIONS AT STAFF'S DISCRETION FROM: City Manager BY: Director of Public Works/City Engineer SUMMARY Approval of this amendment will extend the services of one Grading and Dust Inspector to provide services to the Public Works Department in an interim time period until the new Grading/Dust Inspector is hired. The services began June 6, 2006, however, the current agreement expires on June 30, 2006. This amendment will extend the agreement into the 2006/2007 fiscal year,terminating on September 22,2006,with three four-week extension options at staffs discretion. RECOMMENDATION: 1) Approve Minute Order No. _ "APPROVING AMENDMENT NO. 1 TO AGREEMENT NO. 5289 WITH AEOLIAN SOLUTIONS IN AN AMOUNT OF $28,800 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $38,400 FOR GRADING AND DUST INSPECTION SERVICES TO THE DEPARTMENT OF PUBLIC WORKS & ENGINEERING, TERMINATING ON SEPTEMBER 22, 2006, WITH THREE FOUR-WEEK EXTENSION OPTIONS AT STAFF'S DISCRETION" 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The 2005/2006 and 2006/2007 Fiscal Year Allocated Positions and Compensation Plan includes the position of Engineering Field Technician (Dust Inspector), in the Public Works & Engineering Department, funded from CSA 152 Funds. The person hired for that position recently resigned from the City and the City Manager approved a Professional Item No. 2 .J . CitY Council Staff Report June 21, 2006-Page 2 Aeolian Solutions for Dust and Grading Inspection Services Agreement with Aeolian Solutions beginning June 6, 2006. Staff felt and City Manager agreed that we could not afford to go any length of time without this position, given the large grading projects currently underway in the City. Aeolian Solutions is a one person firm and has previously provided the same services for the City of Rancho Mirage. Inspector's first week was spent with Herb Jackson, the City's previous Engineering Field Technician (Dust Inspector), in order to learn the projects and procedures. Aeolian Solutions has now taken over this service for the City and the current agreement ends at the: end of the 2005/2006 fiscal year. The"in-house"position is currently being advertised by the Human Resources Department and this amendment provides the services of Aeolian Solutions in the interim time period. The amendment provides for an extension to September 22, 2006 and, in the event a qualified inspector is not hired by the City as of that date, the amendment provides and staff recommends that Council authorize up to three four-week extensions at staff's discretion. 17 FISCAL IMPACT: Finance Director Review: The position is budgeted in the 2006/2007 Allocated Positions and Compensation Plan. As such approximately$18,000 from CSA 152 (Account 124) salary savings is proposed to partially fund the agreement with Aeolian Solutions. The remaining funds are proposed from 001-4201-43200 (Street Maintenance-Contractual Services). The total amendment increase in the contract will not exceed $28,800, for a total conttractamount of $38,400. & ro David J. Barakian Thomas J. Wil, n Director of Public Works/City Engineer Assistant City Manager-Development Services David H. Ready City Manager Attachments: 1. Minute Order 2. Amendment#1 MINUTE ORDER NO. APPROVING AMENDMENT NO. 1 TO AGREEMENT NO. 5289 WITH AEOLIAN SOLUTIONS IN AN AMOUNT OF $28,800 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $38,400 FOR GRADING AND DUST INSPECTION SERVICES TO THE DEPARTMENT OF PUBLIC WORKS & ENGINEERING, TERMINATING ON SEPTEMBER 22, 2006, WITH THREE FOUR- WEEK EXTENSION OPTIONS AT STAFF'S DISCRETION I, James Thompson, City Clerk of the City of Palm Springs, California, hereby certify that this Minute Order Approving Amendment No. 1 to Agreement No. 5289 with Aeolian Solutions in an amount of$28,800 for a total contract amount not to exceed $38,400 for grading and dust inspection services to the Department of Public Works & Engineering, terminating on September 22, 2006, with three four-week extension options at staffs discretion, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 21' day of June, 2006. James Thompson, City Clerk AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 5289 WITH AEOLIAN SOLUTIONS GRADING & DUST INSPECTION SERVICES The following articles of Agreement No. 5289 are hereby amended as follows: SECTION 3.1 Compensation of Firm. For the services rendered pursuant to this Agreement, Finn shall be compensated and reimbursed in accordance with the terms set forth in Scope oif Work, in an amount not to exceed $38,400. SECTION 4.4 Term, Unless earlier terminated in accordance with Section 8.5 of this Agreement, this Agreement shall continue in full force and effect for a period of 12 weeks, commencing on June 6, 2006, and ending on September 22, 2006, unless extended by mutual written agreement of the parties. Three four-week extensions at City Staffs discretion may be exercised with a two week notice to Firm. SCOPE OF SERVICES (Exhibit "A") - Please see attached revision sheet, for services added to scope and quantities reduced in scope. Purchase Order Number(s): Agreement Number: 5289 Original Minute Order Number: n/a City Manager Approval: June 2, 2006 Original Contract Amount: $ 9,600 Amount of Increase: $ 28,800 Amended Total: $ 38,400 Account Number(s): 124 (Salary Savings) - $18,000 001-4201-43200 -$10,800 SIGNATURES ON NEXT PAGE Aeolian Solutions Grading/Dust Inspection Amendment No. 1 Page 2 ATTEST: CITY OF PALM SPRINGS, a municipal corporation By: By: City Clerk City Manager CONTRACTOR: AEOLIAN SOLUTIONS Mailing Address: P.O. Box 14, Rancho Mirage, CA 92270 CONTRACTOR: Check one:_Individual_Partnership_Corporation By:_ By: Signature(notarized) Signature(notarized) Narne: Name: Title: Title: (This Agreement must be signed in the above space by one of This Agreement must be signed in the above space by one of the following:Chairman of the Board,President or any Vice the following: Secretary,Chief Financial Officer or any President) Assistant Treasurer) State:of_ I State of I Comity of Iss County of Iss On- before me, On before me, personally appeared personally appeared personally known to me(or proved to me on the basis of satisfactory personally known to me(or proved to me on the basis of satisfactory evidence)to be the person(s)whose name(s) is/are subscribed to the evidence)to be the person(s)whose name(s)Ware subscribed to the within instrument and acknowledged to me that he/she/they executed within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by the same in his/her/their authorized capacity(ies), and that by his/her/their signatme(s)on the instrument the person(s),or the entity his/her/their signature(s)on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. upon behalf of which the person(s)acted,executed the instrument. WITNESS my hand and official seal. WITNESS my hand and official seal. Notary Signature: Notary Signature: Notary Seal Notary Seal: EXHIBIT "A" SCOPE OF SERVICES Revised Provide a South Coast Air Quality Management District (AQMD) Coachella Valley Fugitive Dust Control certified "PM-10" dust control inspector, and experienced public works grading inspector, (Consultant), to work Monday through Friday at City Hall a maximum of 40 hours per week in accordance with the work schedule below. Services to include staff services in providing "PM-10" dust control and public works grading inspections on various private development projects within the City of Palm Springs, including various administrative duties associated with review and approval of "PM-10" Dust Control Plans, enforcing the City's Fugitive Dust Control Ordinance (Chapter 8.50 of the Palm Springs Municipal Code), and other services as necessary in the performance of the duties as assigned. Work to include all appropriate "PM-10" dust control and public works grading inspections, administrative duties, and other staff duties as assigned. City shall provide office space, general office supplies and computer access. Vehicle, fuel and other miscellaneous costs associated with travel to and from development project sites within the City of Palm Springs shall be the responsibility of the Consultant, which shall be considered as included in the hourly compensation paid. Services to be provided at hourly rate of $60.00 per hour. Total shall not exceed $2,400.00 per week. There shall be no mileage charges as Consultant will not be required to travel more than 200 miles from Palm Springs. There shall be no mark up on reimbursable expenses. City to provide mailing, copies and other traditionally reimbursable expenses, any reimbursable expenses are considered as included in the compensation paid. Total compensation shall not exceed $38,400. WORK SCHEDULE June 6, 2006 through June 30, 2006 Monday (1lam to 5pm) .......................................... 6 hours Tuesday (1lam to 5pm) ......................................... 6 hours Wednesday(1lam to 5pm) ................................... 6 hours Thursday(I lam to 5pm) ........................................ 6 hours Friday (1lam to 5pm) ............................................. 6 hours Total ..................... 30 hours WORK SCHEDULE July 3, 2006 through September 22, 2006 Monday (6:30am to 3:30pm) .................................. 8 hours Tuesday (6:30am to 3:30pm) ................................. 8 hours Wednesday (6:30am to 3:30pm) ........................... 8 hours Thursday(6:30am to 3:30pm) ............................... 8 hours Friday (6:30am to 3:30pm) ..................................... 8 hours Total ...................... 40 hours