Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approval of an amendment to the Professional Services Agreement with Coastland Civil Engineering, LLP for the Design the P-1 Portal, Mercantile, and Aaron Water Main Replacement Project to add design of a water filling station Date: January 10, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council approve by motion an amendment to the Professional Services Agreement with Coastland Civic Engineering, LLP to design the P-1 Portal, Mercantile, and Aaron Water Main Replacement Project to add design of a water filling station.
Background
The City owns and operates a public water system which is regulated by the State Department of Water Resources. In addition to regular operation and maintenance duties, the City plans for providing adequate existing and future capacity and for the replacement of aging system components including wells, pipelines, valves, fire hydrants, water meters and equipment used to provide drinking water to its customers. The P-1 Pipeline has been identified as a high priority project by the City’s Water System Master Plan and the City has budgeted to design and construct this project in the current fiscal year. Current information on active City Public Works capital projects is available on the City’s website.
Analysis/Discussion
On July 26, 2022, City Council approved a professional services agreement with Coastland Civil Engineering, LLC to design and provide bidding services for the P-1 Portal Street, Mercantile, Aaron Water Main Replacement Project. The design has been progressing with bidding anticipated in January or early February 2023. During design, following a City Council discussion about water hydrant meter rental issues, City staff requested a water filling station be added to the Project. The water filling station would largely obviate the need for City Administrative staff to rent out hydrant water meter equipment to contractors; an administratively labor intensive process.
Subsequent to receiving the request for additional services, the consultant prepared the attached letter proposal. City Staff have reviewed the proposal and finds it to be fair and reasonable and recommends it for approval.
Financial Considerations
The total amount allocated for the Project budget in the City’s adopted Fiscal Year 2022/23 budget for design through construction is $608,900, which is based on a planning level estimate of the anticipated costs. This amount was accounted for in the recently completed Water and Sewer Financial Plan which informed the City’s adopted Five-Year Rate Program. The original agreement amount is $122,255 and with the proposed amendment would increase by $8,849 to a total of $131,104. City Staff is also requesting with this approval, authorization to execute any needed future amendments to the subject agreement up to an amount of $140,000.
Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
Attachments:
P-1 Water Main Replacement Design Proposal (PDF)