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Title:
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Approval of an Amendment to the Existing Professional Services Agreement with James Thernes and Associates, Inc. for Professional Consulting Services to Assist in Preparation of Documents Relating to Funding Requests from the Federal Emergency Management Agency and the California Governor’s Office of Emergency Services for the Cranks/Tellefson Slope Repair.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council Authorize amending the Professional Services
Agreement with James Thernes and Associates, by increasing the contract amount
in an amount not-to-exceed $16,000.00 ($6,000.00 for Phase 1 and $10,000.00 for
Phase 2) for assisting City staff with a FEMA time extension request and an
additional funding request from the Federal Emergency Management Agency
(“FEMA”) and the California Governor’s Office of Emergency Services (“OES”);
DISCUSSION:
Contract No. 2007-030 was entered into by and between the City of Culver City and
James Thernes and Associates, Inc. in the amount of $10,000.00 on April 6, 2007.
During contract performance it was determined that the consultant’s services would
exceed the budgeted amount of $10,000.00. However, it was important to continue
with the work uninterrupted in order to meet a predetermined deadline set by FEMA
and OES. On June 25, 2007 the City Council authorized an increase to the contract
amount of $5,030.81 for assisting and advising the City staff in preparation of a first
appeal to FEMA’s denial of a previous time extension request based on the
requirements of the Federal Emergency Management Agency (“FEMA”) and the
California Governor’s Office of Emergency Services (“OES”).
Meeting Date: 11/26/07 Item Number:A-9
AGENDA ITEM: Approval of an Amendment to the Existing Professional Services
Agreement with James Thernes and Associates, Inc. for Professional Consulting
Services to Assist in Preparation of Documents Relating to Funding Requests
from the Federal Emergency Management Agency and the California Governor’s
Office of Emergency Services for the Cranks/Tellefson Slope Repair.
Contact Person/Dept.: Curley Ross,
Public Works; Associate Analyst
Phone Number: (310) 253-5601
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master Notification List (11/21/07)
Department Approval:
Charles D. Herbertson (11/15/07)
City Attorney Approval:
Heather Iker (11/20/07)
Fiscal Impact Review:
Marlee Chang (by N. Kimball)(11/20/07)
City Manager Approval:
Jerry B. Fulwood (11/21/2007) City of Culver City, California
City Council Agenda Item Report
On September 21, 2007 Staff received notification that the first appeal had been
approved by the FEMA and OES. However, this notification advised Staff of the new
expiration date of October 31, 2007. Therefore it was necessary to file an additional
time extension request prior to the end of October.
Public Works Staff requested and received a proposal from James Thernes and
Associates Inc. to assist in preparation of the additional time extension request and
to later assist in preparation of a request for additional design and construction
funding from FEMA/OES. The additional funding request will be filed after
completion of the project currently underway to reconstruct the Cranks/Tellefson
hillside. The proposal was broken down with estimated not to exceed amounts as
follows:
Phase I – Assistance with filing additional time extension request: $6,000.00
Phase II – Assistance with filing a request for additional design and construction
funding upon project completion: $10,000.00
This was sole source procurement. A formal bidding process was not conducted for
this project since professional services are excluded from the formal bidding
requirement (Culver City Municipal Code 3.07.070).
James Thernes and Associates maintains a Culver City Business Tax Certificate
and Liability Insurance with the City of Culver City and both are current and in good
standing.
FISCAL ANALYSIS:
Any reimbursement funds received from FEMA/OES will be used to replenish the
Self Insurance Fund, which is currently funding the reconstruction of the
Cranks/Tellefson hillside. Therefore, James Thernes and Associates will be paid
from the Risk Management Division (funded by the Self Insurance Fund). There
are sufficient funds available in the Risk Management Division’s Other Contractual
Services (30921100.619800) to cover this contract, it is due to the actual cost of the
workers’ comp third party administration contract with SCRMA being less than
originally budgeted;
ATTACHMENTS:
1. Thernes & Associates Proposal
2. Letter from FEMA dated September 21, 2007 City of Culver City, California
City Council Agenda Item Report
MOTION:
1. Approve an amendment to the existing Professional Services Agreement,
(Contract No. 2007 – 030) with James Thernes and Associates Inc. in an amount
not-to-exceed $16,000.00; and
2. Authorize the City Attorney to review/prepare the necessary documents and
authorize the City manager to execute such documents on behalf of the City