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Staff Report
City Council
Item No. 4.C
Meeting Date: October 25, 2023
From: John Corella, Director of Engineering/Public Works Title: Contract Amendment No. 1 to the Professional Services Agreement with Woodard and Curran for Septic to Sewer
Project Planning Grant
City Council
RECOMMENDATION:
To approve Amendment No. 1 to the Professional Services Agreement with Woodard and Curran to provide Clean Water State Revolving Fund Program grant related services updating the submittal of the planning gr ant for the City’s Septic to Sewer Project to the California State Water Resource Control Board requirements; and, authorize the City Manager to execute the required Amendment documents.
BACKGROUND:
The Clean Water State Revolving Fund (CWSRF) Program o ffers low-cost financing for a wide variety of water quality projects, including septic to sewer conversion projects.
This program has significant financial assets and is capable of financing projects up to $100,000,000.
On February 9, 2022, the City Cou ncil approved an Agreement (Agreement) with Woodard and Curran (Consultant) to provide Clean Water Revolving Fund Program grant related services required to submit a planning grant for the City’s Septic to Sewer Project.
The grant application was submitte d to the State Regional Water Control Board (SRWCB) on September 14, 2022. There have been monthly meetings between City Staff, Consultant, and the SWRCB to correct and/or modify the application to meet SWRCB requirements. The SWRCB review process is on -going and went beyond the terms of the Agreement between the City and the Consultant. The latest revised application was submitted in September 2023.
DISCUSSION:
The current Agreement was executed on February 10, 2022, and expired on November 10, 2022. The Consultant prepared and submitted the grant application for the Project,
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which includes the general, technical, and financial package, on September 14, 2022, to the SWRCB.
The Project has been delayed due to the SWRCB review process. The completion o f this review depends on the SWRCB's schedule and projects prioritization. The Consultant has maintained consistent communication with the City and SWRCB, held monthly check-in meetings, and addressed all comments from the SWRCB in a timely manner. The fun ding agreement for the Planning Grant was proposed to be executed by October 2023. The SWRCB informed the City and Consultant that award of the funding agreement could take as long as April 2024. Therefore, the Agreement between the City and Consultant req uires an amendment increasing the original term of the Agreement and additional funds to complete the application phase of the Project.
The Amendment No. 1 (Amendment), attached to this Staff Report, is retroactive to November 10, 2022, and provides for an increase in the term of the Agreement for nineteen (19) months for a total of twenty -six (26) months to allow SWRCB to complete their review of the City’s Clean Water State Revolving Fund Application until the funding agreement is awarded. The expiratio n date, as set forth in Section 1 of this Agreement, is proposed to be extended to June 30, 2024. Amendment No. 1 also proposes to increase the overall budget by $6,700, bringing the total not -to-exceed contract amount to $42,080.
City Staff requests th e City Council approve Amendment No. 1 to the Professional Services Agreement with Woodard and Curran to provide Clean Water State Revolving Fund Program grant related services updating the submittal of the planning grant for the City’s Septic to Sewer Pro ject to the California State Water Resource Control Board requirements; and, authorize the City Manager to execute the required Amendment documents
FISCAL IMPACT:
This Amendment No. 1 to the Professional Services Agreement with Woodard and Curran will mo dify Section 4 “Compensation and Method of Payment” to increase the overall budget by $6,700, bringing the total not-to-exceed contract amount to $42,080.
This increase will come from the City’s FY 2023/24 existing budget for Engineering and Professional and Technical Services, account 100-100-150-156-8600-8601.
Please note: The expenditures on this Agreement will be 100% reimbursed through the awarded Planning Grant.
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City r oads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
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ATTACHMENTS:
Woodard and Curran Amendment No. 1 Request
Professional Services Agreement with Woodard and Curran Woodard and Curran Amendment No. 1