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City Council Meeting Minutes January 19, 2021 <br />Engineering Services to Stanley Consultants, Inc., and McCord Engineering, Inc., with an <br />initial two year term and authorizing three additional annual renewals in a not -to -exceed <br />amount of $5,000,000 per firm for the full five year term; authorizing the City Manager or <br />his designee to execute the contracts on behalf of the City; and declaring an effective <br />date. <br />MAIN MOTION: A motion was made by Council Member Gleason, seconded <br />by Council Member Baker, to approve Resolution 2021-20R. <br />Deputy Mayor Pro Tem Scott asked about the renewal process and would like <br />to see this come back for annual approval due to the large sum of money. Mr. <br />Taggart stated the contracts for electrical engineering services provide services <br />to Electric Utility, Engineering and Water/Wastewater departments. Mr. <br />Taggart stated the concern with short term contracts for engineering services <br />will put the consultants in a situation of a limited time frame to understand the <br />City`s system and master plans. Mr. Taggart stated what is most important is <br />the need for continuity in relation to the services to ensure they adhere to <br />engineering specifications to support our projects. <br />Mr. Lumbreras stated Council Member Scott is inquiring about the provision <br />of the City Manager executing the extensions and mentioned that has been the <br />standard language on contracts. Mr. Lumbreras mentioned discussion will be <br />brought to Council for a policy decision on how to handle the renewals and <br />extensions on contracts. <br />Mayor Hughson asked what are the ramifications, if we do not pre -approve the <br />renewals? Mr. Taggart stated it will cost more money, the design will take <br />months to complete and will be difficult to start the number of projects we <br />have. <br />Tyler Hjorth, Assistant Director of Electric Utilities, stated it will not change <br />the terms on the contract but could operationally affect how projects will be <br />released to the firms, if waiting on the annual approval process. This is an <br />operational concern on how we will keep the projects moving forward. <br />Council Member Baker stated he would like a list of contracts that are up for <br />renewal. Mr. Lumbreras stated there is a draft list being prepared and will be <br />discussed at an upcoming work session. There will be discussion regarding <br />Council concerns of having short contracts with no renewals or extensions, <br />how operations will be affected and the limitations of staff limitations with <br />keeping up with proposals. Mr. Lumbreras stated the list can be sent to <br />Council periodically and the operational challenge is these contracts are <br />City of San Marcos Page 15 <br />