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 SERVICE AGREEMENT FOR DESIGN PROFESSIONALS WITH HYDROSCIENCE ENGINEERS, INC. FOR THE OAK CANYON BOOSTER STATION REHABILITATION PROJECT
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt resolution authorizing the City Manager to execute a Second Amendment to Service Agreement for Design Professionals with HydroScience Engineers, Inc. for $19,140 to continue to provide engineering services for the Oak Canyon Booster Station Rehabilitation project.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
Maintaining fiscal responsibility
2016 Focus Areas
Enhancing Our Services
REPORT NARRATIVE:
The FY 2015/16 Capital Improvements Program (CIP) includes the rehabilitation of the Oak Canyon Booster Station Rehabilitation project. This booster station is located in the Jackson Oaks neighborhood off of Oak Canyon Drive. The station serves approximately 100 residents with potable water and fire protection. The station was originally constructed with the Jackson Oaks residential development in 1969. The existing station and its equipment were not housed in a structure and, therefore, were exposed to the elements increasing maintenance costs and making repairs more difficult in bad weather.
On February 4, 2015, City Council approved a design contract with HydroScience Engineers, Inc. (Hydroscience) for $115,302 to rehabilitate the old pump station and provide new pumps and electronics within a new building. This will increase equipment protection and ultimately the life expectancy of the booster station. HydroScience's scope of work for the design contract included: 1) preliminary design and background research, 2) the topographic survey and geotechnical report, 3) final design report, 4) developing bid documents and estimates, and 5) bidding, project management, and construction support services.
The Plans and Specifications for the project were completed and the project was first advertised for public bids on January 22, 2016. On March 2, 2016, City Council approved a construction contract with Monterey Peninsula Engineering for $1,592,000 to construct the Oak Canyon Booster Station Rehabilitation project. Construction is currently in progress with the utility building foundation nearing completion. The project is expected to be completed by the end of December 2016.
On May 25, 2016, the City Manager authorized a First Amendment to Agreement with HydroScience to extend its contract from June 1, 2016 to December 31, 2016, as construction started later than anticipated.
This Second Amendment addresses the City's need for additional support during construction due to numerous requests for information from the contractor, additional submittal reviews, and construction clarifications required to keep the contractor on schedule. Staff relies on the consultants' expertise during bidding and construction, especially for electrical and motor control center support. The thorough review of documents related to this custom equipment is essential to ensure the City procures the correct equipment and controls prior to delivery. Hydroscience's fee to continue with the support services is an additional $19,140.
This project is funded with water revenue bonds issued in 2014 to construct a variety of water improvement projects. Staff recommends approval of the Second Amendment to Agreement with HydroScience in order to help staff deliver a fully operational pump station that supports the City Council's goal of providing a safe and reliable water delivery system for the residents of Morgan Hill.
COMMUNITY ENGAGEMENT: Inform
Staff met with the Jackson Oaks and Holiday Lake Estates neighborhood residents in August 2015 and March 2016 to inform them of multiple water improvement projects, including the Oak Canyon Booster Station project. Staff informed residents in close proximity to the Oak Canyon Booster Station prior to construction activities. Staff will also provide updated information on the City's website throughout the construction process.
ALTERNATIVE ACTIONS:
City Council could opt to forego the Second Amendment to Agreement and direct staff to take on these responsibilities; however, electrical controls are not within staff's expertise and therefore could increase the overall cost of construction.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
o The Oak Canyon Booster Station Rehabilitation project was included in the adopted FY 14/15 CIP budget for CIP#607000 for $947,000.
o On February 4, 2015, City Council approved a Service Agreement for Design Professionals with HydroScience for $115,302 to provide engineering services for the Oak Canyon Booster Station Rehabilitation project.
o The Oak Canyon Booster Station Rehabilitation project was included in the adopted FY 15/16 CIP budget for CIP#607000 for $1,394,000.
o On March 2, 2016, City Council approved a construction contract with Monterey Peninsula Engineering for $1,592,000 to construct the Oak Canyon Booster Station Rehabilitation project.
o On May 25, 2016, the City Manager authorized a First Amendment to Agreement with HydroScience to extend the contract term.
o The FY 16/17 Capital Improvement Program budgeted $313,000 for CIP#607000.
FISCAL AND RESOURCE IMPACT:
The Oak Canyon Booster Station Rehabilitation project was first included in the approved FY 2014/15 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 $19,140 and would bring the total not-to-exceed contract amount to $134,442. Sufficient budget remains in this 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 August 24, 2016 City Council Meeting
CEQA (California Environmental Quality Act):
Project, Description of CEQA requirements
The Second Amendment to Agreement in itself is not a project and therefore does not require CEQA documentation. The Oak Canyon Booster Station Rehabilitation project is categorically exempt under CEQA, specifically pursuant to Section 15301 of the CEQA Guidelines (Existing Facilities), as the subject work involves the repair, maintenance, or minor alteration of existing City facilities involving negligible or no expansion of use of those facilities.
LINKS/ATTACHMENTS:
Resolution
Second Amendment to Agreement
Location Map