DATE:
June 23, 2022
TO:
Christine Daniel, City Manager
FROM:
Nikolas Ignacio, Associate Civil Engineer
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Execute A Second Amendment To The Professional Services Agreement With Wood Rodgers To Amend The Scope Of Work, Increase The Total Compensation By An Additional $417,836, For A Total Amount Not To Exceed $1,075,794, For Engineering Services For The Sanitary Sewer And Storm Drainage On-Call Projects SS-01 (CIP Project No. 15511005) And ST-05 (CIP Project No. 15475013), And Extend The Contract Term To June 30, 2025 Recommendation
Staff recommends that the City Council adopt the above-entitled resolution authorizing the City Manager to execute the contract amendment with Wood Rodgers, Inc.
Background
The City of Emeryville (City) is one of several cities in the San Francisco Bay Area that are subject to a Consent Decree (CD) with the United States Environmental Protection Agency to reduce the sanitary sewer overflows into the San Francisco Bay. The CD requires the subject agencies to investigate their sewer systems, identify deficiencies, and make necessary repairs to reduce inflow and infiltration (I&I) pursuant to compliance with criteria and timelines established by the CD. The City utilizes the services of contractors to perform the work necessary to bring its sewer systems into compliance with the CD.
Per the provisions of the CD, the City is required to complete a CCTV inspection of the sanitary sewer pipes by June 30, 2022. Also, previous investigative work revealed that the reach of the main sewer pipeline on Powell Street west of the EBMUD North Interceptor must be upsized and repaired to mitigate recurring I&I issues. In addition, the City must repair previously identified “acute defects” in the sewer system.
Maintenance of the City’s storm sewer system is also part of the current Capital Improvement Plan (CIP). This maintenance work includes updating the GIS database, assessing the condition of the storm drain system, and determining “trouble spots” requiring rehabilitation.
Discussion
The City Council approved a contract with Wood Rodgers, Inc. (WR) to provide on-call civil/ environmental engineering consulting services for the rehabilitation and assessment of both the sanitary sewer and storm sewer systems in an amount not to exceed $657,958, which included oversight of CCTV activities but not specifically CCTV inspection and hydro cleaning of the sanitary sewer pipes as required by the CD.
During the initial phase of the WR contract, the City and WR agreed to amend the contract to add the tasks of CCTV inspection and hydro cleaning to the scope of WR’s original contract. This was necessary to ensure completion of the work before the June 30, 2022 deadline. Amendment 1 to the contract reallocated $400,701 from another budget line item in the original contract to fund the additional costs for the work noted above.
At this time, staff recommends amending the contract to increase the contract amount by $400,701. This will replenish the amount reallocated as result of Amendment 1 and effectively consolidates all sewer related project costs into one contract rather than having these costs spread over two contracts. There is adequate funding in Funds 475 and 511 to support the proposed increase in contract amount.
Staff also recommends additional funding to expand the scope of rehabilitation and assessment of the storm sewer system. While the original contract identified three trouble spots for WR to assess, observations of the storm sewer system in October of 2021 identified two additional trouble spots. As a result, staff recommends increasing the contract amount by an additional $17,135 to include the two additional trouble spots in WR’s assessment, for a total proposed contract increase of $417,836.
Finally, since the City anticipates that the rehabilitation work associated with the Powell Street sanitary sewer reaches will require WR to provide on-call services beyond the original contract termination date of June 30, 2024, staff recommends extending the contract term by one additional year to June 30, 2025.
Fiscal Impact
The breakdown the original contract budget and the current proposed amendment are as follows:
Agreement
Amount
CIP# & Project#
Fund
Original Agreement
$555,924
SS-01; 15511005
511
Original Agreement
$102,034
ST-05; 15475013
475
Amendment 1
Budget reallocation only no additional funds added to contract Amendment 2
$400,701
SS-01; 15511005
511
Amendment 2
$17,135
ST-05; 15475013
475
Total
$1,075,794
The costs for these current amendments are accounted for in the Capital Improvement Program.
Staff Communication with the Public
Staff has had no communication with the public on this matter.
Conclusion
Staff recommends the City Council adopt the above-referenced resolution to authorize the City Manager to execute a Second Amendment to the Agreement with Wood Rodgers to amend the scope of work, increase the contract amount by $417,836, and extend the contract term to June 30, 2025.
PREPARED BY: Nikolas Ignacio, Associate Civil Engineer
APPROVED AND FORWARDED TO THE
CITY COUNCIL OF THE CITY OF EMERYVILLE:
Christine Daniel, City Manager
ATTACHMENTS
Original Professional Services Agreement, Scope of Work Amendment No. 1 w/Wood Rodgers Inc., Scope of Work, Budget Amendment No. 2 w/Wood Rodgers Inc., Scope of Work, Budget On-Call Engineering Services-Second Amendment, Wood Rodgers Inc. | July 5, 2022
City of Emeryville
CALIFORNIA
MEMORANDUM