(11)AR 011508 Willdan Extension - Laserfiche WebLink

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ITEM #11 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF JANUARY 15, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: DILU DE ALWIS, FINANCE DIRECTOR SUBJECT: APPROVE FIRST AMENDMENT TO AGREEMENT WITH WILLDAN TO EXTEND AGREEMENT TERM TO JANUARY 31, 2008 DATE: January 7, 2008 BACKGROUND: In 2003 and 2005, the City solicited bids for Building Plan Check services for the Community Development Department. On both occasions, the City received in response only one proposal — from Willdan. On September 5, 2006 the City Council approved an agreement with Willdan in the amount of $75,000 to provide Building and Plan Check services to the City. The agreement expired on June 30, 2007 and the amount of the agreement was exhausted. However, Willdan has continued to provide plan check services to the City from July 1, 2007 to date. Prior to the expiration of the agreement with Willdan, City staff began preparing to again solicit bids for plan check services. In order to avoid receiving only one response, as occurred in 2003 and 2005, the Purchasing Division conducted extensive market research regarding building and plan check services. As a result, Purchasing staff rewrote the scope of work for the desired services and issued the new solicitation as a Request for Proposal (RFP). However, the amount of staff time involved in preparing the RFP delayed staff from presenting the City Council with a request to amend the 2006 agreement with Willdan. An extension of the term of the 2006 agreement and additional compensation are now necessary, since Willdan has continued to provide services to the City. DISCUSSION/ANALYSIS: The City currently has outstanding invoices from Willdan totaling approximately $35,000 for plan check services that Willdan has provided to the City since July 1, 2007. To address this situation, City staff has prepared a First Amendment to the agreement approved on September 5, 2006 with Willdan. The proposed First Amendment will extend the term of the agreement to January 31, 2008 and increase the total compensation of that agreement to $110,000. The amendment will allow the City to pay the outstanding balance for Willdan's services incurred from July 1, 2007 to the present. FINANCIAL IMPACT: Funds to pay the outstanding balance of approximately $35,000 are available in the current fiscal year budget in the following account: 100-6300-6302-2350 (Professional Services). The budgeted amount is $139,234.56. Community Development currently has encumbered $12,734.11 and expenditures of $1,962.47, with a remaining balance of $124,537.98.