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DISCUSSION The Engineering Department began the process of issuing an RFQ in late fall of 2015 to seek consultants interested in providing on-call surveying and computer drafting professional services, and geotechnical engineering and material testing professional services for the three year period beginning July 1, 2016 due to the existing three-year contracts expiring. However, staff has been very satisfied with the current consultants' work under the existing contracts so instead of issuing an RFQ, staff spoke to the existing service providers about whether they were interested in extending their contracts. Staff then consulted with the City Attorney's office who identified that the industry standard for on-call contracts is five years and that the contracts could be amended to five years. Staff is now recommending that Council extend the existing contracts. Funding for these contracts will be provided from CIP project budgets for each of the projects requiring these services. Costs related to private development services will be borne by the associated developer/property owner. When a service is needed for a project, the selected firms will be requested to submit a detailed proposal, which defines the scope of work for the project and the fee required to complete the work. Staff will negotiate the final scope of work and fee. If successful, a task authorization will be issued to the consultant authorizing the work under the contract terms. Approval of the on-call survey/drafting contract amendments authorizes staff to spend up to the aggregate amount of the $500,000 between the three firms over an additional two year period, which will likely consist of 15-20 separate project authorizations over the life of the extended contracts. As stated earlier the existing three-year contract has an aggregate limit of$500,000, but only $226,000 has been spent to date. For this reason staff is only recommending the term be extended with the aggregate amount left unchanged. The proposed contract amendments with Ruggeri-Jensen-Azar, Kier & Wright Civil Engineers and Land Surveyors, Inc., and Alexander & Associates, Inc. are attached. Approval of the on-call geotechnical contract amendments authorizes staff to spend up to an additional aggregate amount of$350,00 ($850,000 total for the five years) between the three firms over an additional two year period, which will likely consist of 10-15 separate project authorizations over the life of the contracts. As stated earlier the existing three-year contract has an aggregate limit of$500,000, and $473,000 of this amount has been spent to date. For this reason staff is recommending the term be extended and the aggregate amount be increased by $350,000 to $850,000. The proposed contract amendments with ENGEO Incorporated, Geocon Consultants, Inc. and BSK Associates are attached. Staff is also recommending that City Council authorize the Director of Engineering to approve task authorizations up to $75,000. The $75,000 threshold covers the anticipated cost of geotechnical and survey services for several of the City's projects identified in the Capital Improvement Program. If a proposed fee exceeds $75,000, staff will bring the authorization decision to City Council. Page 3 of 4