Council Memo

Award of City Contract No. 2020-151 to James Holt LLC, for Specialized Technical Support on Comprehensive Agreement No. 1 (CA#1) Regarding Big Chino Water Ranch, in an Amount Not to Exceed $100,000.00 Annually. Funding is Available in the Water Fund.


Department:Public WorksSponsors:

Document Comments

Recommended Action: MOVE to award City Contract No. 2020-151


Item Summary


This item is for approval of City Contract No. 2020-151 for a Professional Services Agreement with James Holt, LLC, related to specialized technical support of Comprehensive Agreement No.1 (CA#1) and other support of Water Resource Management activities




The City entered into a contract with Matrix New World Engineering on November 12, 2019 to perform the work described in the attached proposal.  Mr. James Holt was an employee with Matrix New World Engineering when the City entered into this contract but has since formed his own Limited Liability Corporation.  Due to Mr. Holt’s extensive knowledge of the Big Chino Water Ranch and ADWR requirements, staff would like to reestablish the contract to continue working with Mr. Holt. City staff considers there to be a considerable advantage for the project to reengage Mr. Holt and his experience.


The CA#1 project includes the management of multiple subcontracts related to both monitoring and modeling.  Other support outlined in this proposal include: Cities Decision & Order Update, City’s Assured Water Supply, Chino Valley Irrigation District IGA, and Big Chino Water Ranch property.

The initial term of the contract is for 2 years, with two additional 1-year renewals, subject to budget funding. 


Financial Impact


Annual expenditures shall not exceed $100,000 per the terms of the contract. The FY20 Budget funds remain available for this project, with $10,092.50 expended to date (paid to Matrix New World Engineering).  Funding in FY20 is available from the Water Fund. The City’s standard Professional Services contract will be utilized for these services.


Meeting History

Feb 11, 2020 3:00 PM  City Council Voting Meeting
draft Draft

This item was pulled from the Consent Agenda by Councilmember Rusing for further discussion.

Councilmember Rusing expressed her concerns regarding the wording of the contract, the non-competition clause and lack of a bidding process for this contract.

Interim City Attorney Matt Podracky stated that professional services agreements are exempt from competitive bidding so there are no issues and reiterated that the boiler plate language included in contracts protect the city.

Water Resources Administrator Leslie Graser addressed Councilmember Rusing’s questions and discussed the scientific and consultant agreements which are separate items. She also reviewed the on-call contract through Matrix and Mr. Holt who was formerly employed with them on the contract which ended in September 2019. This will utilize Mr. Holt's specialized expertise in particular matters such as the Big Chino Ranch, Land Management Restoration, Assured Water Supply and more.


MOVER:Steve Sischka, Councilman
SECONDER:Steve Blair, Councilman
AYES:Greg Mengarelli, Billie Orr, Steve Blair, Phil Goode, Cathey Rusing, Alexa Scholl, Steve Sischka