CITY COUNCIL STAFF REPORT
MEETING DATE: August 24, 2016
PREPARED BY: David Gittleson, Associate Engineer, Public Works-Engineering
APPROVED BY: City Manager
Title
SECOND AMENDMENT TO AGREEMENT WITH KENNEDY/JENKS CONSULTANTS FOR THE EAST DUNNE AVENUE RESERVOIR PROJECT
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt resolution approving the following actions:
1. Approving the Second Amendment to Agreement with Kennedy/Jenks Consultants for the East Dunne Reservoir project in the amount of $135,796 for a total contract amount not to exceed $526,074 for design services; and
2. Authorizing the City Manager to sign the Second Amendment to Agreement with Kennedy/Jenks Consultants for the East Dunne Reservoir project.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
Maintaining fiscal responsibility
2016 Focus Areas
Planning Our Community
Enhancing Our Services
REPORT NARRATIVE:
The FY 2016/17 and 2017/18 Capital Improvement Program (CIP) includes the construction of the East Dunne Avenue Reservoir project located on City land above East Dunne Avenue, north and east of Flaming Oaks Lane (see attached project location map). There are three projects associated with the East Dunne Avenue Reservoir project which will improve fire protection and water system redundancy and increase water supply for the Holiday Lake Estates, Jackson Oaks, and Jackson Meadows subdivisions. All of the projects are funded with water bond proceeds.
The subject of this report is to provide design, bidding, and construction services for the East Dunne Booster Station Improvements project. Following the completion of the East Dunne Avenue Reservoir Construction and East Dunne Avenue Water Main projects, it will be necessary to modify the East Dunne Avenue booster station. The existing East Dunne booster station is located at the base of the hill near the intersection with Thomas Grade and Gallop Drive. The booster station will need to be retrofitted to connect and pump water through the new water main in East Dunne Avenue to the new reservoir. The East Dunne Avenue Water Main project was awarded on June 15, 2016 and construction is underway.
On January 20, 2016, City Council approved an agreement for professional design services for the East Dunne Avenue Reservoir project for an amount not to exceed $390,278 with Kennedy/Jenks Consultants. Their scope of work includes project management, quality control, meetings, site visits, topographic survey, geotechnical report, CEQA documentation, and coordination with the Habitat Plan, bid documents, permits, and bid and construction support services for the East Dunne Avenue Reservoir Construction project.
On July 26, 2016, the City Manager authorized a Continuance to Agreement and First Amendment to Agreement with Kennedy/Jenks to extend the contract for one year. The East Dunne Avenue Reservoir Construction project originally intended the contract to expire on June 30, 2017. The actual agreement mistakenly identified the expiration date as June 30, 2016. Hence, a Continuance to Agreement and First Amendment to Agreement was necessary in order to rectify the incorrect expiration date.
Having now worked with the Kennedy/Jenks team in the early stages of the new reservoir design, staff is confident that the use of the same design firm is essential to designing the improvements to the East Dunne booster station. Staff feels the design of the booster station improvements associated with the new East Dunne Avenue reservoir is necessary to satisfactorily ensure that the complete system would function properly together.
Kennedy/Jenks provided a proposal consistent with staff’s request for design services for the rehabilitation of the existing East Dunne booster station in an amount not to exceed $135,796. This amount is in line with other booster station design costs. Specific scope of work details are attached. Adding this scope of work to the contract will require a Second Amendment to Agreement.
Staff recommends approving this Second Amendment for additional design and construction support services in order to complete both the East Dunne Reservoir Construction and the East Dunne Booster Station Improvements projects. Staff anticipates being able to bid both the East Dunne Reservoir Construction and the East Dunne Booster Station Improvements projects in January/February 2017, with construction tentatively scheduled for summer of 2017.
COMMUNITY ENGAGEMENT: Inform
Staff met with the Jackson Oaks and Holiday Lake Estates neighborhood residents in August 2015 and in March 2016 to inform them of the multiple water improvement projects, including all projects listed within this report. Progress updates for the projects will be provided on the City's website. Staff will also send out notifications through Nextdoor when appropriate.
ALTERNATIVE ACTIONS:
City Council could opt to reject this Second Amendment and direct staff to solicit proposals from other qualified design firms to perform this work. This, however, would delay the East Dunne Booster Rehabilitation Improvements project and may not result in a lower price.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
o On April 2, 2014, City Council approved the issuance of long-term fixed-rate water revenue bonds and this project was included on the list of water bond funded projects.
o The East Dunne Booster Station project was included in the adopted FY 15/16 CIP budget for CIP#607000 for $1,394,000.
o On January 20, 2016, City Council approved a Professional Services Agreement with Kennedy/Jenks for design services for the East Dunne Avenue Reservoir Project.
o On July 26, 2016, the City Manager approved a Continuance to Agreement and First Amendment to Agreement with Kennedy/Jenks to extend the expiration date one year to June 30, 2017 for the East Dunne Avenue Reservoir Project.
o The East Dunne Booster Station project was also included in the adopted FY 16/17 CIP budget for CIP#607000 for $313,000.
FISCAL AND RESOURCE IMPACT:
The East Dunne Booster Station Rehabilitation project was first included in the approved FY 15/16 CIP as project number 607000. It is one of several water improvement projects funded with water revenue bonds financed in 2014. The requested expenditure with this proposed Second Amendment is $135,796 for a total contract amount not to exceed of $526,074. Sufficient budget remains in the CIP project to cover these additional expenses.
This project extends over multiple fiscal years and has had CIP funding approved in each fiscal year. The table below identifies approved budgeted amounts and expenditures for each fiscal year.
|
|
Project 607000 Approved Budget |
Project 607000 Expenditures* |
|
FY 2014/15 |
$947,000 |
$134,733 |
|
FY 2015/16 |
$1,394,000 |
$1,996,544 |
|
FY 2016/17 |
$313,000 |
$153,582** |
|
TOTAL |
$2,654,000 |
$2,284,859 |
|
|
|
|
|
Current Project Fund Balance: |
$369,141 |
|
*Includes paid expenses, encumbrances, and staff project implementation costs
**Includes recommended actions at the August 24, 2016 City Council meeting
CEQA (California Environmental Quality Act):
Project, Description of CEQA requirements
As part of their scope of work, Kennedy/Jenks will perform all required studies in order to comply with the CEQA Guidelines for the East Dunne Reservoir project.
LINKS/ATTACHMENTS:
Resolution
Second Amendment to Agreement
Project Location Map