Title
a. Approve Amendment No. 4 to Professional Services Agreement with Whitson and Associates, Inc. dba Whitson Engineers to continue to provide services associated with on-call survey services (Request for Qualifications #10249) to extend the expiration date from February 8, 2017 for one (1) additional year through February 8, 2018, for a revised term from February 8, 2012 to February 8, 2018, with no associated dollar amount increase to the total not to exceed amount of $100,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to the Professional Services Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 4 to Professional Services Agreement with Whitson and Associates, Inc. dba Whitson Engineers to continue to provide services associated with on-call survey services (Request for Qualifications #10249) to extend the expiration date from February 8, 2017 for one (1) additional year through February 8, 2018, for a revised term from February 8, 2012 to February 8, 2018, with no associated dollar amount increase to the total not to exceed amount of $100,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to the Professional Services Agreement.
SUMMARY:
Over the last five (5) years, the County of Monterey’s Resource Management Agency (RMA) has established several on-call agreements by prequalifying professional firms in specialized fields. The purpose of having on-call consultants is to expedite the procurement process when needing specialized expertise from a professional firm when County staff lacks the expertise or when the volume of work exceeds RMA’s capacity. These on-call agreements are utilized across the RMA, and at times used by other County Departments, for specialized expertise in operations and specific facility and capital projects.
DISCUSSION:
The RMA has identified a need for Whitson and Associates, Inc. dba Whitson Engineers (Whitson) to continue to provide services associated with on-call survey services to assist Development Services staff in areas related to land surveying services.
Amendment No. 4 to the Professional Services Agreement (PSA) between the County and Whitson will extend the expiration date of the PSA from February 8, 2017 for one (1) additional year through February 8, 2018, beyond the anticipated five (5) year PSA term allowed per Request for Qualifications (RFQ) #10249, for a revised six (6) year term from February 8, 2012 to February 8, 2018, with no associated dollar amount increase to the total not to exceed amount of $100,000. The County has spent $36,235 of the Whitson contract, leaving a remaining balance of $63,765.
Due to the recent reorganization of the RMA and the potential need for these services during the RMA’s move to Schilling Place in the spring of 2017, additional time beyond the original term of the PSA authorized per RFQ #10249 will be required through February 8, 2018. This will be the final amendment to the PSA with Whitson. Prior to the expiration of Amendment No. 4, staff will work with Contracts Purchasing to issue a new RFQ to procure future on-call land surveying services.
Attachment A provides a summary of the PSA to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller Office have reviewed and approved Amendment No. 4 to the PSA as to form and legality, and fiscal provisions, respectively.
FINANCING:
There is no additional impact to the General Fund as a result of this action. Amendment No. 4 to the PSA between the County and Whitson provide for a term extension of one (1) additional year from February 8, 2017 to February 8, 2018 with no associated dollar amount increase to the previously approved total not to exceed amount of $100,000. Staff anticipates utilizing the agreement for the Schilling Place Tenant Improvement Project, which has sufficient FY2016-17 budget appropriations in Capital Project Fund 404, Appropriation Unit RMA015. Other services provided by Whitson will be paid from the prospective project(s) requesting the service.
Prepared by: Michael Goetz, Chief of Surveys, Ext. 4940
Approved by: Carl P. Holm, AICP, Resource Management Agency Director
The following attachments are on file with the Clerk of the Board:
Attachment A - Summary of PSA
Attachment B - Executed PSA
Attachment C - Amendment No. 1 to PSA
Attachment D - Amendment No. 2 to PSA
Attachment E - Amendment No. 3 to PSA
Attachment F - Amendment No. 4 to PSA