TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: NOVEMBER 26, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH DUDEK TO EXTEND THE TERM AND APPROPRIATE ADDITIONAL FUNDS FOR URBAN FOREST PROFESSIONAL SERVICES (FUNDING SOURCE: GENERAL FUND)
Body
SUMMARY
In July 2023, the City Council awarded a contract to Dudek for Urban Forest Professional Services and approved related funding. As the project commenced, it became apparent that a more extensive community engagement process was necessary. To date, the project has been active for seventeen months, and has a few months remaining before final consideration by the City Council. To complete the project, the existing agreement must be amended to increase compensation and extend the term.
Staff recommends amending the agreement with Dudek, extending the term through June 30, 2025 and appropriating $23,750 in additional funds from the unassigned General Fund balance to cover the expanded scope of work and extended timeline.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute an amendment to the existing agreement with Dudek, increasing compensation by $23,750 for a total contract amount of $75,775 and extending the term of the agreement to June 30, 2025; and
B. Appropriate $23,750 from the unassigned General Fund balance to fund the agreement.
Body
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information.
B. Do not authorize amending the agreement with Dudek.
FINANCIAL REVIEW
In July 2023, the City Council awarded an agreement to Dudek for Urban Forest Professional Services in the amount of the $52,025. The community engagement requirement increased as the project commenced, causing an increase in the consultants’ time and extending the timeline for the project. Dudek proposes an additional cost of $23,750 to complete the project. If approved, the adjusted total cost of the project is $75,775.
The staff cost to prepare this report and administer this project is estimated at $19,738 and is included in the operating budget of the Community Services Department.
ANALYSIS
In July 2023, the City Council awarded an agreement to Dudek for Urban Forest Professional Services. The project includes a review of the existing Tree Policies and Guidelines Manual, initial comments for revision, community input process, and final recommendations. Dudek’s proposal included many opportunities for public input, including up to three community meetings and up to six meetings of committees and commissions. Dudek’s proposal also included a draft Manual and final version of the Manual. The project has taken seventeen months and has several more months to go before the project is complete. The community continues to provide robust input on the Manual, which takes time to research, address, and revise the Manual as necessary.
The additional funding will provide:
• Project management through the remainder of the project;
• Revisions to the draft policy to include feedback from the final September 2024 community input meeting;
• Response to community input received to-date and any received following the Tree Committee, Community and Human Services Commission, and City Council review;
• Attendance at three additional meetings: Tree Committee, Community and Human Services Commission, and City Council; and
• A final version of the Tree Policies and Guidelines Manual.
Staff recommends amending the existing agreement with Dudek to increase compensation through the completion of the project and extending the term of the agreement to June 30, 2025.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager