DATE: August 20, 2024
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Amend Professional Services Agreements with CSG Consultants, EKI Environment & Water, Harris & Associates, Lee and Ro, and V.W. Housen & Associates for On-Call Engineering Support Services, Extending each Agreement by a Duration of 18 Months to June 30, 2026
RECOMMENDATION
That Council authorizes the City Manager to amend existing Professional Services Agreements (PSAs) with CSG Consultants (CSG), EKI Environment & Water (EKI), Harris & Associates (Harris), Lee and Ro, and V.W. Housen & Associates (V.W. Housen) for on-call engineering support services, Extending each Agreement by a Duration of 18 Months with no change in dollar amount.
SUMMARY
The Utilities Division of the Public Works & Utilities Department maintains and improves the City’s water, groundwater, wastewater and recycled water resources and infrastructure. Utilities Engineering staff is responsible for managing design and construction projects as part of the City’s Capital Improvement Program (CIP), reviewing encroachment permits and improvement plans for private development projects, and responding to customers’ engineering inquiries.
In January of 2023, Council Authorized PSAs with CSG, EKI, Harris, Lee and Ro, and V.W. Housen for on-call engineering support and staff augmentation services in an aggregate amount not to exceed $1,500,000, with individual PSAs in amounts not to exceed $500,000. These Agreements were executed in the Spring of 2023 with a contract duration of eighteen months. Without further action, these agreements are set to expire starting in September of 2024.
Staff propose extending each of these agreements for an additional eighteen months, with no modification to the not to exceed dollar amount.
BACKGROUND
The Utilities Engineering staff is responsible for design and construction of projects to maintain the Utilities infrastructure, consisting of potable water distribution, groundwater resources, sanitary sewer collection, wastewater treatment, and recycled water production and distribution. As the City’s infrastructure has aged, increased effort to repair or replace pipeline, mechanical equipment, and facilities are needed to ensure service reliability and compliance with all State and Federal requirements. Following is a brief overview of City utilities infrastructure:
Water Distribution System
The City is serviced by approximately 375 miles of water distribution pipelines. The City obtains its entire water supply from the San Francisco Public Utilities Commission (SFPUC). Water is delivered to the City by transmission pipelines and pump stations to boost pressure when necessary. The distribution system consists of eight main pressure zones, sixteen water storage tanks, and seven pump stations delivering water to upper pressure zones. The City has approximately 37,500 service connections in various sectors such as commercial, industrial, residential, and institutional/governmental.
Sanitary Sewer System
The City is serviced by approximately 325 miles of sewer mains and nine sewage lift stations. The sewer collection system conveys the wastewater flow to the City’s Water Resource Recovery Facility (WRRF).
Water Resource Recovery Facility
The City owns and operates the WRRF, which provides preliminary, primary, and secondary wastewater treatment. The WRRF treats an average of 11.3 million gallons per day of wastewater generated by the City’s residents and businesses.
Recycled Water System
The City’s recycled water system consists of a one-million-gallon storage tank, a pump station, and a 0.5 million gallons per day membrane treatment plant at the, as well as approximately 8.4 miles of distribution pipelines to deliver an estimated 290 acre-feet per year, or about 260,000 gallons per day, of recycled water to approximately thirty-one customers.
In addition to designing and implementing CIP projects, Utilities Engineering staff plays a critical role in the City’s residential and business development efforts. Staff reviews private development projects, works with developers and businesses to determine water and sewer connection requirements, and responds to customer inquiries related to engineering aspects of the Utilities systems. The staff also reviews the improvement plans for construction of any water and sewer utilities related to private developments.
Utilities Engineering is experiencing ongoing staff vacancies due to turnover and increased competition for experienced and competent engineers. While the City is working diligently to fill the vacancies, in the meantime, it is a challenge to complete critical CIP projects to ensure service reliability.
Existing on-call Agreements
On January 17, 2023, Council authorized PSAs with CSG, EKI, Harris, Lee and Ro, and V. W. Housen for on-call engineering support and staff augmentation services in an aggregate amount not to exceed $1,500,000, with individual PSAs in amounts not to exceed $500,000. These PSAs were executed in March, April and May of 2023 with a contract duration of eighteen months. Without further action, these agreements are set to expire starting in September of 2024.
To date, two tasks have been authorized under these agreements. EKI was awarded a task order for GIS Data Development and Conversion (CIP Project No 07117) for a not to exceed amount of $282,000. V.W. Housen was awarded a task order for staff augmentation for a not to exceed amount of $220,000.
DISCUSSION
Table 1 Below Indicates the Authorized and Remaining dollar amounts for each contract. All Contracts have remaining un-allocated budgets.
Table 1: Remaining Contract Amount for On-Call Contracts Firm
Authorized Amount
Executed Task Orders
Remaining Amount
CSG
$500,000
$0
$500,000
EKI
$500,000
$282,000
$218,000
Harris
$500,000
$0
$500,000
Lee and Ro
$500,000
$0
$500,000
VW Housen
$500,000
$220,000
$280,000
Total Authorization
$2,500,000*
$502,000
$1,998,000*
* Staff will continue to recognize the aggregate limit of $1,500,000 authorized under Resolution 23-003 with a remaining aggregate amount of $998,000. Staff are not requesting an increase in the aggregate limit.
Staff recommend extending the duration of all 5 agreements to provide general engineering, project planning and management, construction management, and staff augmentation services by eighteen months, with no change to the authorized dollar amounts. Staff will continue their current practice of preparing a scope of work and request proposals and budget estimates from a minimum of three of the most qualified consultants for each project. Following review of the qualifications of the proposed team, schedule for performing the work, and reasonableness of fee, the City will select and authorize a consultant to perform the work.
ECONOMIC IMPACT
Replacing and improving the City’s water and wastewater infrastructure are part of an effort to, pursuant to Council direction, modernize and upgrade existing infrastructure. The various projects will reduce operations and maintenance costs associated with servicing the systems. The community will enjoy the benefits of the projects, including the continued service reliability of the water and wastewater systems. Furthermore, robust and reliable water and wastewater infrastructure can help foster economic development and viability in the City.
FISCAL IMPACT
The PSAs will be funded from both CIP and operating funds, depending on the nature of the work. The Adopted FY 2025 through FY 2034 CIP includes funding for the services and projects described below. Services will be rendered on an on-call basis. Sufficient funding is available to ensure expenses for services authorized and rendered. Examples of projects for which consultant assistance may be used are listed in Tables 2 through 4.
Table 2. Water Replacement Fund (Fund 603)
Project No.
Project Title
Estimated Design Budget
07059
Garin South Reservoir Coating
$45,000
07062
Hesperian Pump Station VFD and Motor Drive Replacements $100,000
Subtotal
$145,000
Table 3. Sewer Replacement Fund (Fund 611)
Project No.
Project Title
Estimated Design Budget
07624
Harder Road Sewer System Improvements
$200,000
07673
WRRF Chlorination System Improvement
$250,000
07762
Airport Lift Station Improvements
$50,000
07806
WRRF Effluent Channel Return Pump Improvements
$75,000
Subtotal
$575,000
Table 4. Sewer Improvement Fund (Fund 612)
Project No.
Project Title
Estimated Design Budget
07622
Ward Creek Tiegen Drive Sewer Replacement
$50,000
07624
Harder Road Sewer System Improvements
$200,000
07745
Marathon Lift Station Motor Control Center Replacement
$38,000
07806
WRRF Effluent Channel Return Pump Improvements
$75,000
Subtotal
$363,000
Total (Table 2 through 4)
$1,083,000
Work will only commence as authorized by the City and after staff has implemented the process described in the Discussion section of this report. No change is proposed to the total available amount of the on-call agreements, which will remain at $1,500,000.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority to Invest in Infrastructure. Specifically, this item relates to the following priority:
Invest in Water Supplies, Sanitation Infrastructure & Storm Sewers N20: Replace an Average of 2.5 miles of sewer lines annually
SUSTAINABILITY FEATURES
The replacement and improvement of sewer facilities reduce the risk of sewer overflows, which can cause untreated wastewater to flow into public waterways. Furthermore, the replacement and improvement of water facilities reduce potable water and energy losses. Finally, investment in improving WRRF infrastructure helps maintain and improve the health of the San Francisco Bay which is vital for the region and state.
PUBLIC CONTACT
There is no public contact associated with this item.
NEXT STEPS
If Council approves, staff will finalize contract amendments with CSG Consultants, EKI Environment & Water, Harris & Associates, Lee and Ro, and V.W. Housen & Associates and issue a Request for Proposals for specific services and projects as needed.
Prepared by: Kyle Carbert, Senior Utilities Engineer
Reviewed by: Suzan England, Utilities Engineering Manager Recommended by: Alex Ameri, Director of Public Works
Approved by:
_____________________________________
Dustin Claussen, Interim City Manager
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