TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Tim Birthisel, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 3 to the Design Services Agreement with SA Associates, Inc. for $194,000 for Additional Design Services for the Cycle 3 Sewer Infrastructure Improvement Project (Public Works Director Lee).
ADOPT RESOLUTION NO. 22-0069
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve Amendment No. 3 to the Design Services Agreement with SA Associates, Inc. for additional design services for the Cycle 3 Sewer Infrastructure Improvement Project at a cost of $194,000.
FISCAL IMPLICATIONS:
Funding for the Cycle 3 Sewer Infrastructure Improvement Project is programmed in the Wastewater Fund as part of the allocation for the Annual Rehabilitation of Gravity Sewer Mains Program within the City’s approved Capital Improvement Program (CIP). The original contract with SA Associates, Inc. was executed on May 21, 2019, for $205,000 to prepare a plans, specifications, and estimates (PS&E) package to design the Cycle 2 Sewer Infrastructure Improvement Project. Amendment No. 1 for $7,500 was approved on November 18, 2019. Amendment No. 2 was approved on June 21, 2021 and extended the agreement term to June 30, 2023.
If approved, Amendment No. 3, totaling $194,000, would increase the contract to a total not-to-exceed amount of $406,500 and extend the agreement term to June 30, 2024. Sufficient funding exists for this amendment as part of the project’s current budget appropriation within the Wastewater Fund. There are no additional fiscal implications at this time.
BACKGROUND:
On November 30, 2018, the City requested proposals from qualified engineering firms to evaluate and provide design services for sewer infrastructure improvements on specific pipe segments to be addressed over the next three years. The initial proposal request covered the first year of service only, with the condition that if the consultant delivered high-quality plans, specifications, and estimates in a timely manner, staff would recommend amending the Agreement to provide additional design services for the second and third years. Seven proposals were received.
On May 21, 2019, a contract in the amount of $205,000 was awarded to SA Associates, Inc. for engineering design services for the Cycle 2 Sewer Infrastructure Improvement Project that included environmental review and the preparation of plans and specifications for construction bidding. The scope of work included:
• Preparation of plans, technical specifications, and cost estimates for appropriate rehabilitation methods for pipe segments;
• Preparation of bidding documents suitable for bidding and award of a public works construction contract; and
• Design support services during the construction phase.
The scope of work also included records research, agency/utility coordination, legal & plat mapping, utility potholing, field surveying, and geotechnical work.
On September 26, 2019, the City approved Amendment No. 1 in the amount of $7,500 to SA Associates, Inc. to cover the cost of closed circuit television CCTV pipe inspection work that was requested by the City and was not included in the original scope of work. This work included inspection of 2,200 feet of pipe to assess current conditions and ensure the proposed repair complied with City and State standards. On September 26, 2019, the City approved Amendment No. 2 extending the term of the agreement through June 30, 2023.
DISCUSSION:
Given the competitive process previously undertaken for Cycle 2 Sewer Infrastructure Improvements and the substantially similar work to be performed, staff recommends amending the Agreement with SA Associates, Inc. to provide additional design services, including the preparation of plans and specifications for construction bidding for Cycle 3 Sewer Infrastructure Improvements. This project will address seven high priority locations in the City, minimizing potential for sewer overflows.
At the City’s request, SA Associates, Inc. provided a proposal of $194,000 for additional design tasks for the third cycle of Sewer Infrastructure Improvements. Specifically, SA Associate’s proposal for providing additional design and construction support services for the Cycle 3 Sewer Infrastructure Improvement Project includes the following new tasks:
• Preparation of plans, technical specifications, and cost estimates for appropriate rehabilitation methods for pipe segments;
• Preparation of bidding documents suitable for bidding and award of a public works construction contract; and
• Design support services during the construction phase.
Therefore, staff recommends that City Council approve the attached Amendment No. 3 with SA Associates, Inc. for $194,000.
PUBLIC OUTREACH:
No public outreach was conducted in preparation of recommending this award. Public outreach will occur at the appropriate time as plans are developed and we near bidding and construction.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 of the State CEQA Guidelines.
LEGAL REVIEW:
The City Attorney has approved the Amendment as to form. The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 22-0069
2. Amendment No. 3 - SA Associates, Inc.