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. 2 to the Design Services Agreement with Hazen and Sawyer, D.P.C. for $81,633 for Additional Design Services for the Cycle 2 Water Infrastructure Improvement Project (Public Works Director Lee).
ADOPT RESOLUTION NO. 22-0060
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council approve Amendment No. 2 to the Design Services Agreement with Hazen and Sawyer, D.P.C. for additional design services for the Cycle 2 Water Infrastructure Improvement Project at a cost not-to-exceed $81,633.
FISCAL IMPLICATIONS:
Funding for the Cycle 2 Water Infrastructure Improvement Project is programmed in the Water Fund as part of the allocation for the Annual Pipe Replacement Program within the City’s approved Capital Improvement Plan (CIP). The original contract with Hazen and Sawyer, D.P.C. was executed on July 16, 2019, for $295,250 to prepare a plans, specifications, and estimates (PS&E) package to design the Cycle 1 Water Infrastructure Improvement Project. Amendment No. 1 for $38,903.35 was approved on September 26, 2019, and extended the agreement term to June 30, 2023. If approved, Amendment No. 2, totaling $81,633, would increase the contract to a total not to exceed $415,786.35 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 Water 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 water 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 delivers 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. A total of seven proposals were received.
On July 16, 2019, a contract in the amount of $295,250 was awarded to Hazen and Sawyer, D.P.C. for engineering design services for the Cycle 1 Water 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 not-to-exceed amount of $38,903.35 to Hazen and Sawyer, D.P.C. to cover the cost for the additional design services due to additional tasks requested by the City and California Division of Drinking Water during the plan check process that were not included in the original scope of work. This work included additional utility cross section and connection details to ensure compliance with City and California Division of Drinking Water standards. Amendment No. 1 also extended the agreement term to June 30, 2023.
The proposed Amendment No. 2, in the amount, of $81,633, will cover engineering design services, including environmental review and the preparation of plans and specifications for construction bidding for Cycle 2 Water Infrastructure Improvements. Hazen and Sawyer, D.P.C. delivered high-quality plans, specifications, and estimates in a timely manner for Cycle 1 Water Infrastructure Improvements. Staff now recommends amending the Agreement to provide additional design services for the second cycle, given the competitive process previously undertaken and the substantially similar work to be performed.
DISCUSSION:
At the City’s request, Hazen and Sawyer, D.P.C. provided a not-to-exceed proposal of $81,633 for additional design tasks for the second cycle of Water Infrastructure Improvements. Due to budgetary constraints in FY 2020-2021, a portion of the pipeline segments designed for Cycle 1 Water Infrastructure Improvements were not implemented for construction. The previously designed pipeline segments that were omitted for construction with Cycle 1 will be implemented into Cycle 2 at a reduced cost as the California Division of Drinking Water review and detailed design has been previously completed.
Specifically, Hazen and Sawyer’s proposal for providing additional design and construction support services for the Cycle 2 Water 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 with Hazen and Sawyer, D.P.C for a not-to-exceed amount of $81,633.
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. 22-0060
2. Amendment No. 2 - Hazen and Sawyer, DPC
3. Agreement and Amendment No. 1 - Hazen and Sawyer, DPC