TITLE:
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AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH KABBARA ENGINEERING FOR PUBLIC WORKS/ENGINEERING STAFF SUPPORT SERVICES
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER (714) 754-5335
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve Amendment No. 2 to the Professional Services Agreement (PSA) with Kabbara Engineering for on-call Public Works/Engineering staff support services, increasing the compensation limit by $300,000, for a total not-to-exceed amount of $600,000.
2. Authorize the City Manager or designee and City Clerk to execute Amendment No. 2 and any future authorized amendments to the PSA.
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BACKGROUND:
The Public Works Department is committed to providing high-quality public services and improving the City’s infrastructure. To support these efforts, staff periodically requires assistance from professional consultants for engineering and architectural design, drafting, project management, construction support, plan checking, inspection, and general engineering staff support.
In 2023, a Request for Proposal (RFP) for on-call Public Works/Engineering staff support services was posted on the PlanetBids website. After evaluating proposals from qualified firms, staff recommended Kabbara Engineering (Kabbara). On June 20, 2023, the City Council approved a PSA with Kabbara for an initial not-to-exceed amount of $300,000. The agreement had an initial three-year term that began on July 1, 2023, with two optional one-year extensions.
Staff has reviewed Kabbara’s performance and determined that continued use of the existing PSA is in the City's best interest.
ANALYSIS:
Amendment No. 2 (Attachment 1) will increase the total not-to-exceed contract amount from $300,000 to $600,000.
The City has renewed the first of the two optional one-year extensions through July 1, 2027, and the original PSA allotment of $300,000 will be expended by the end of 2026. Staff has the option of exercising the second and final optional one-year extension, in which case the PSA is expected to expire on July 1, 2028. However, it is necessary to increase the contract amount from $300,000 to $600,000 to support the ongoing and expanding workload associated with the City’s adopted Capital Improvement Program (CIP), which includes multiple active and upcoming projects that require timely design support. The additional funding for the on-call agreement allows staff to request project-specific design proposals to scope, schedule, and budget upcoming design projects more efficiently.
The amendment does not change the PSA’s scope or other terms, unless expressly stated in the amendment. Work will continue to be authorized only through written task orders identifying the project scope, fee, schedule, and applicable funding source. The increase is justified by the City’s need for timely, project-specific support services
Kabbara has consistently provided the City with qualified professional engineering services, including completion of plans and specifications and cost estimates for prior CIP projects, such as the Adams Avenue Pavement Rehabilitation Project and the recently completed Citywide Alley Rehabilitation Project. The firm has demonstrated a high level of competence on these CIP projects.
ALTERNATIVES:
The alternative would be to advertise a new RFP to procure services through a separate competitive solicitation. Staff does not recommend this alternative as it will delay the design and delivery of upcoming CIP projects.
FISCAL REVIEW:
There is sufficient funding available in the Fiscal Year 2026-27 Capital Improvement Program Fund budget (Fund 401). Funds will be appropriated to various projects on an as-needed basis for engineering staff support services.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report and prepared Amendment No. 2 to the PSA and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goals:
• Strengthen the Public’s Safety and Improve the Quality of Life
• Advance Environmental Sustainability and Climate Resiliency
• Maintain and Enhance the City’s Facilities, Technology, and Equipment
CONCLUSION:
Staff recommends the City Council:
1. Approve Amendment No. 2 to the Professional Services Agreement (PSA) with Kabbara Engineering for on-call Public Works/Engineering staff support services, increasing the compensation limit by $300,000, for a total not-to-exceed amount of $600,000.
2. Authorize the City Manager or designee and City Clerk to execute Amendment No. 2 and any future authorized amendments to the PSA.