EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: June 7, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Glen March, Senior Engineer
Humza Javed, City Engineer
SUBJECT: First Amendment to the Professional Services Agreement with Harris & Associates, Inc. for Implementing the Water Distribution System Asset Management Plan
Recommendation
It is recommended that the City Council, by motion:
Authorize the City Manager to execute the First Amendment to the professional services agreement with Harris & Associates, Inc. in the amount of $150,000.00 for the first phase of implementing the asset management plan for a new not-to-exceed total of $350,000.00 and extend the agreement through June 2024 with a possible six-month extension at the sole discretion of the City Manager.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 1: Enhance Public Safety and Emergency Preparedness Priority No. 4: Improve Public Facilities and Infrastructure Priority No. 6: Create a Healthy and Safe Community
Background
On January 30, 2020, the State Division of Drinking Water (“DDW”) issued Permit No. 02-17- 20p-4110024 (“Permit”) to the City of East Palo Alto (“City”) for operating and maintaining the City’s water system. The Permit requires the City to submit a Water System Asset Management Plan (“AMP”) to DDW.
On November 17, 2020, the City Council authorized the City Manager to execute an agreement with Harris & Associates, Inc. in the amount of $200,000, to prepare an AMP pursuant to City Council Resolution No. 146-2020.
On March 15, 2022, the City Council approved the AMP pursuant to City Council Resolution No. 24-2022.
The AMP provides a framework for collecting asset data pertaining to the City’s water system.
Assets include water meters, pipes, fittings, valves, hydrants, water storage tanks, wells, water treatment facilities, etc. The data is used for a risk-based approach for prioritizing asset maintenance and replacement.
Asset data is input into Asset Management Software System (Software). The Software allows the water system operator to schedule, record, and report operational and maintenance tasks.
Veolia North America, Inc. (Veolia) owns and maintains the Software for the City’s water system. The City owns the asset data.
Analysis
Implementing the AMP has numerous goals, including:
· Creating more transparency about the maintenance and operation of the water system by identifying required reports so staff may perform better oversight of the water distribution system operator; and
· Prioritizing how limited water funds should be used to maintain the water system and replace water system asset; and
· Preparing a single document - the AMP - that contains the operational and maintenance requirements of each asset in water system.
The first phase of implementing asset management plan is to specify the asset data to be collected and maintained about assets attributes, maintenance tasks, and operational tasks.
To determine the maintenance and operational data to be collected, the Consultant’s first task is to document the federal, state, and local requirements for the water system. The data specifications will be provided to Veolia so they may customize their asset management software system.
At the end of the first phase, the amended AMP will be presented to the City Council.
Fiscal Impact
There are funds available in Fund 510 for this work.
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution
2. Draft Amendment