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5 THE CITY OF -~- ~ CITY COUNCIL AGENDA REPORT j~L£~S~4NTONe October 21, 2008 Community Development Engineering Division TITLE: APPROVAL OF AN ON-CALL CONSULTANT CONTRACT WITH ALEXANDER AND ASSOCIATES, INC. IN THE NOT-TO-EXCEED AMOUNT OF $25,000 FOR MAP CHECKING SERVICES SUMMARY The California Subdivision Map Act requires the City to have either a civil engineer or land surveyor certify that final maps and parcel maps for new developments are technically correct. The person who certifies these maps must be authorized to practice land surveying pursuant to the Professional Land Surveyors Act. With the retirement of the Public Works Director, the City no longer has anyone on staff qualified to sign surveying maps and documents, thus necessitating the use of an on-call map checking service. The City is currently using Kier & Wright, Civil Engineers and Surveyors, Inc., and BKF Engineers to provide on-call surveying and drafting services. Staff is recommending that another local surveyor be retained by the City to perform this same function should the on call surveyor be the company submitting the map for checking or be unable to perform the work in the time allotted. Staff is recommending that City Council approve a contract with Alexander and Associates, Inc. for this service until June 30, 2010. RECOMMENDATION 1. Approve a consultant contract with Alexander and Associates, Inc. to provide on-call map checking services in the not-to-exceed amount of $25,000 until June 30, 2010. 2. Authorize the City Manager to execute the attached contract. FINANCIAL STATEMENT The proposed consultant contract will be in the not-to-exceed amount of $25,000. The majority of this contract work will be paid for by the developers. It is anticipated that staff would have the on-call consultant prepare an estimate of their fee for performing the map checking service, with the developer then depositing funds with the City before the map check is started. (This deposit requirement will be identified as a "condition of approval" for new parcel maps and final maps). The on-call consultant would then be paid from the money deposited by the developer. Since the on-call consultant would only be checking maps to ensure compliance with the Subdivision Map Act, staff would expect to collect the City's usual development fees in addition to the deposit for the on- call consultant services.