Agenda Report
Fullerton City Council
MEETING DATE: January 3, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: Meg mcwade, public works director
PREPARED BY: DAVID GRANTHAM, PRINCIPAL CIVIL ENGINEER
JOSE MEDINA, civil engineer
SUBJECT: SEWER master plan update and on-call consultant Contract award
SUMMARY
Award a $434,055 professional services consultant contract to Dudek to update the City’s Sewer Master Plan. Additionally, authorize professional consulting on-call services for Dudek to provide staff support, including maintaining the sewer system model, preparing advanced hydraulic modeling and review of potential development impacts.
RECOMMENDATION
Approve 300,000 budget transfer and appropriation of Sewer Enterprise Funds (Fund 47) from 51419 Annual Sewer Replacement Program to Project 51500 Sewer Master Plan.
Authorize City Manager, or designee, to execute a $434,055 Professional Services Agreement with Dudek to update the City’s Sewer Master Plan, in a form approved by the City Attorney.
Authorize City Manager, Public Works Director or designee to negotiate, execute and administer annual on-call Professional Services Agreements with Dudek to provide sewer system related studies and updates for Fiscal Years 2023-24 through 2033-34, in a form approved by the City Attorney.
Authorize Public Works Director, or designee, to approve any future change orders and/or contract amendments for consultant services within approved project budget.
CITY MANAGER REMARKS
None.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
The FY 2022-23 Capital Improvements Program (CIP) Budget budgeted for Project 51500 Sewer Master Plan (Fund 47). However, the CIP project budget has insufficient funding complete this project and requires additional funding from Sewer Enterprise Funds. Staff recommends a $300,000 budget transfer of Enterprise Funds (Fund 47) from Project 51419 Annual Sewer Replacement Program to Project 51500 Sewer Master Plan (Fund 47) to cover the $585,974 project cost.
Staff will budget future annual on-call Professional Services Agreements for Fiscal Years 2023-24 through 2033-34 in the appropriate fiscal year budgets. Staff does not anticipate annual costs for these services to exceed $50,000 per fiscal year, however, particularly complex development projects may increase this amount.
Staff has attached a Budget Data for reference (Attachment 1).
DISCUSSION
The Public Works Department proposes to update the Sewer Master Plan, which the City last updated in 2009. A Sewer Master Plan has a typical 20-year planning horizon and serves as a planning roadmap for long-term sewer facility operations and capital improvements. The Master Plan will inventory the current system and its facilities, gathering information on age and condition and identify future needs based on projected population, demand forecasts and other factors. The Master Plan will develop and prioritize future capital improvement projects based on identified system conditions and future needs. The updated Sewer Master Plan will help the City continue to provide a reliable sewer system to the City’s customers.
Staff selected the consultant in a two-step procurement process. In Step 1, staff issued a Request for Qualification (RFQ), RFQ #4370, for the Sewer Master Plan and on-call support services in February 2022. Four consultants responded and submitted Statements of Qualification (SOQ). Engineering staff reviewed and ranked the SOQs and invited the top two candidates to submit proposals. In Step 2, staff issued a Request for Proposal, RFP # 4381 (Attachment 2) to the top two candidates Stantec Consulting Services, Inc. and Dudek on September 26, 2022.
Engineering staff independently reviewed and ranked the proposals submitted by Stantec and Dudek. Staff unanimously agreed that Dudek’s team presented the more comprehensive approach to the scope of services and rated Dudek as the top ranked firm based on City’s needs and consultant’s understanding of the Sewer Master Plan scope of work. See Attachment 3.
Staff expects completion of the updated Sewer Master Plan by Spring 2024.
Staff also recommends retaining Dudek on an annual on-call basis to provide staff support and as-needed sewer system related studies and updates. These services could involve maintaining and updating the system model, plus performing calculations and computer modeling to determine impacts (if any) to the City’s sewer system for proposed CIP projects and private development projects. Either programmed CIP projects or private development plan check fees would include costs for the on-call services. The City would issue on-call agreements each fiscal year based on satisfactory performance and acceptable fees.
Attachments:
Attachment 1 – Budget Data Sheet
Attachment 2 – Request for Proposal
Attachment 3 – Dudek Proposal
Attachment 4 – Professional Services Agreement
cc: City Manager Eric J. Levitt
Sewer Master Plan Update Consultant Contract Award
January 3, 2023 - Page 2