EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: April 18, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Batool Zaro, Associate Engineer
Humza Javed, Public Works Director
SUBJECT: Second Contract Amendment with EKI
Recommendation
Authorize the City Manager to execute Contract Amendment No. 2, in a form approved by the City Attorney, with EKI Environment & Water, Inc. (EKI), to: a. increase the contract amount by $35,640 for a new not-to-exceed total of $181,840 for professional engineering services pertaining to water supply; and b. extend the contract term to December 31, 2025.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
• Promote Health and Public Safety
• Improve the City’s Water Infrastructure
Background
On July 7, 2020, the City Council adopted Resolution 90-2020 authorizing a contract with EKI Environment & Water, Inc. (EKI) for professional engineering services pertaining to water supply, including preparation of the City’s 2020 Urban Water Management Plan (UWMP). EKI is an Environmental firm on the City’s on-call list for water and environmental project support.
On March 2, 2021, the City Council adopted Resolution 29-2021 authorizing the first contract amendment, which. increased the contract amount by $100,000.
Analysis
In 2021, the City retained EKI to prepare the City’s 2020 UWMP. The City is required by the California Urban Water Management Planning Act to prepare and adopt an Urban Water Management Plan (UWMP) and an associated Water Shortage Contingency Plan (WSCP) every five years. The purpose of the UWMP is for long term water resource planning; it ensures that sufficient water supplies meet existing and future water needs.
Also, consistent with California Water Code (CWC) §10632.1 and requirements under Assembly Bill (AB) 1668 and Senate Bill (SB) 606, urban water suppliers, including the City, need to prepare and submit an Annual Water Supply and Demand Assessment (AWSDA) to the California Department of Water Resources (DWR) by July 1st of each year. The goal of the AWSDA is to evaluate the City’s current demand and supply conditions and projected conditions. The procedures to conduct the City’s AWSDA were included in the City’s 2020 Water Shortage Contingency Plan (WSCP), which was prepared by EKI as part of the UWMP.
The City proposes to use EKI’s technical support to submit the AWSDA for the next three years as required by the State. The City received a proposal, attachment 2, from EKI to prepare the AWSDA for the next three years. The total proposal amount is $32,400 with a 10% contingency of $3,240; the total not to exceed amount is $35,640.
Fiscal Impact
The annual costs of this amendment are $11,880 which is within FY22-23 water fund budget.
For the future years, the costs will be included in proposed water fund budget.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. EKI Second Contract Amendment- Resolution
2. Proposal_2023-2025_AWSDA_City of EPA_2023-03-20