ITEM 4. 14
CITY MANAGER' S REPORT
AUGUST 14, 2023 CITY COUNCIL REGULAR MEETING
ITEM: RATIFY AMENDMENT NO. 2 WITH CAROLLO
ENGINEERS, INC. FOR AQUIFER STORAGE AND
RECOVERY, CIP PW 22- 36
RECOMMENDATION: Adopt Resolution Ratifying Amendment No. 2 with Carollo Engineers, Inc., for Aquifer and
Storage Recovery, CIP PW 22- 36
SUMMARY:
On January 10, 2022, City Council approved the creation of Capital Improvement Project ( CIP) PW 22- 36, Aquifer Storage and Recovery ( ASR), including a Professional Services Agreement ( PSA) with Carollo Engineers, Inc. ( Carollo) to complete an engineering feasibility study and preliminary project design. In April 2023, Amendment No. 1 was approved with Carollo for tasks related to the design and bidding phases of the project.
Additional services are necessary to incorporate the grant administration support and replace the first paragraph under Amendment No. 1, Task 2. 4, Monitoring Well Installation and Analyses to increase the target drilling depth of a new monitoring well from 900 feet to 1, 250 feet below ground surface ( BGS), which is anticipated to significantly increase the capacity of the ASR well. Because the drilling contractor became available in mid- July, about a month earlier than anticipated, approval of the additional target depth and associated Amendment No. 2 was approved by the City Manager. Ratification of Amendment No. 2 is requested.
Staff is requesting City Council ratify Amendment No. 2 in the amount of $ 83, 160 with Carollo. Sufficient funds have been allocated in the approved fiscal year budget 23/ 24.
BACKGROUND:
The City' s drinking water comes from two sources, local groundwater and surface water purchased from the South San Joaquin Irrigation District ( SSJID). The City' s water supply historically has been reliable and staff has taken the necessary steps to plan for future growth and the corresponding water needs. An ASR project allows for improved reliability of the City' s water supplies by pumping and storing surface water purchased from the SSJID during wet seasons into the ground for subsequent recovery and use during dry seasons, times of drought, or water supply shortage.
On December 12, 2022 Council approved a resolution authorizing a grant application, acceptance and execution for grant funding through the 2022 Urban Community Drought Relief Grant Program ( UCDRGP) administered by the Department of Water Resources ( DWR).
CITY MANAGER' S REPORT PAGE 2
AUGUST 14, 2023 CITY COUNCIL RE6ULAR MEETING
RATIFY AMENDMENT NO. 2 WITH CAROLLO ENGINEERS, INC. FOR AQUIFER STORAGE AND RECOVERY, CIP PW 22- 36
On June 9, 2023 DWR issued the Award Notification to the City to inform that the City of Lathrop was awarded $ 4, 500, 000 for the UCDRGP.
Ratification of Amendment No. 2 with Carollo is requested for the additional tasks needed for grant administration support and to add additional depth for a second monitoring well.
REASON FOR RECOMMENDATION:
Ratification of Amendment No. 2 with Carollo in the amount of $ 83, 160 is recommended to include the following services:
Amend Task 2. 4, under Amendment No. 1 to increase the target drilling depth of the new monitoring well from 900 feet to 1, 250 feet below ground surface in anticipation of confirming the presence of sand and gravel in the aquifer that could significantly increase the capacity of the ASR well Add Grant Administration Support tasks to assist staff to comply with the grant funding requirements.
FISCAL IMPACT:
No fiscal impact. SufFicient funds have been allocated in the approved fiscal year budget 23/ 24.
ATTACH M ENTS:
A. Resolution Ratifying Amendment No. 2 with Carollo Engineers, Inc., for Aquifer and Storage Recovery Well Design Services, CIP PW 22- 36 B. Amendment No. 2 with Carollo Engineers, Inc. for Aquifer Storage and Recovery Well Design Services , CIP PW 22- 36
CITY MANAGER' S REPORT PAGE 3
AUGUST 14, 2023 CITY COUNCIL REGULAR MEETING
RATIFY AMENDMENT NO. 2 WITH CAROLLO ENGINEERS, INC. FOR AQUIFER STORAGE AND RECOVERY, CIP PW 22- 36
APPROVALS:
O ZS 2023
Greg Gib n Date
Senior ivil Engineer
1 2 6 2 L3
Brad T lor Date
City Engineer
Cari Jam s Date
Finance D' re tor
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Michael King Date
Assistant City Manager
6` Z
Salvador Navarrete Date
City Attorney
8- 3- z3
St phen J. Salvatore Date
City Manager
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP RATIFYING AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH CAROLLO ENGINEERS, INC., FOR AQUIFER AND STORAGE RECOVERY, CIP PW 22- 36
WHEREAS, on January 10, 2022, City Council approved the creation of Capital Improvement Project ( CIP) PW 22- 36, Aquifer Storage and Recovery ( ASR), including a Professional Services Agreement ( PSA) with Carollo Engineers, Inc. ( Carollo) to complete an engineering feasibility study and preliminary project design; and WHEREAS, in April 2023, Amendment No. 1 was approved with Carollo for tasks related to the design and bidding phases of the project; and WHEREAS, additional services are necessary to incorporate the grant administration support and replace the first paragraph under Amendment No. 1, Task
2. 4, Monitoring Well Installation and Analyses to add approximately 350 feet of additional depth for a second on- site monitoring well that could significantly increase the capacity for the ASR well; and
WHEREAS, because the drilling contractor became available in mid- July, about a month earlier than anticipated, approval of the additional target depth and associated Amendment No. 2 was provided by the City Manager, and ratification of Amendment No. 2 is requested; and
WHEREAS, ratification of Amendment No. 2 with Carollo in the amount of 83, 160 is recommended to include the following services:
Amend Task 2. 4, under Amendment No. 1 to increase the target drilling depth of the new monitoring well from 900 feet to 1, 250 feet below ground surface in anticipation of confirming the presence of sand and gravel in the aquifer that could significantly increase the capacity of the ASR well
Add Grant Administration Support tasks to assist staff comply with the grant funding requirements; and
WHEREAS, sufficient funds have been allocated in the approved fiscal year budget 23/ 24.
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of Lathrop does hereby ratify Amendment No. 2 with Carollo Engineers, Inc. in the amount of 83, 160 for grant administration support services and to add additional depth for a second monitoring well planned, CIP PW 22- 36 Aquifer Storage and Recovery.
The foregoing resolution was passed and adopted this 14th day of August 2023, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney
ATTACHMENT
AMENDMENT NO. 2
TO THE AGREEMENT BETWEEN THE CITY OF LATHROP AND
CAROLLO ENGINEERS, INC.
TO PROVIDE THE LATHROP AQUIFER STORAGE AND RECOVERY
WELL DESIGN SERVICES, CIP PW 22- 36
THIS AMENDMENT ( hereinafter " AMENDMENT NO. 2") to the agreement between Carollo Engineers, Inc., and the City of Lathrop dated January 10, 2022 hereinafter " AGREEMENT") dated for convenience this 14th day of August 2023, is by and between Carollo Engineers, Inc. (" CONSULTANT") and the City of Lathrop, a California municipal corporation (" CITY");
RECITALS:
WHEREAS, CONSULTANT is specially trained, experienced, and competent to perform Professional Engineering Consulting Services for the City of Lathrop, which are required by this agreement; and
WHEREAS, CITY selected the CONSULTANT pursuant to said qualifications; and WHEREAS, on January 10, 2022, CONSULTANT and CITY entered into an AGREEMENT to provide the Lathrop Aquifer Storage and Recovery and Feasibility Study and Funding Support, CIP PW 22- 36, notto exceed $ 301, 744; and WHEREAS, on April 10, 2023, CONSULTANT and CITY entered into Amendment No. 1 for the AGREEMENT to provide the Lathrop Aquifer Storage and Recovery Well Design Services, CIP PW 22- 36, not to exceed $ 1, 547, 242; and WHEREAS, CONSULTANT provided scope of work attached hereto as Exhibit "A" for AMENDMENT NO. 2 for additional Lathrop Aquifer Storage and Recovery Well Design Services, CIP PW 22- 36.
NOW, THEREFORE, CONSULTANT and the CITY agree as follows:
AMENDMENT NO. 2 TO AGREEMENT
1) Scope of Service. Section ( 1) of the AGREEMENT and AMENDMENT N0. 1 for Consulting is hereby amended to add the following:
CONSULTANT agrees to perform Engineering Services in accordance with the scope of work and fee proposal provided by CONSULTANT, attached hereto as Exhibit " A" in addition to the scope of work in the original AGREEMENT dated January 10, 2022, and AMENDMENT N0. 1 dated April 10, 2023 ( as amended).
CITY OF LATHROP — CONSULTING SERVICES AGREEMENT AMENDMENT NO. 2
WITH CAROLLO FOR LATHROP AQUIFER STORAGE AND RECOVERY WELL DESIGN SERVICES, CIP PW 22- 36
CONSULTANT agrees to diligently perform these services in accordance with the standards of its profession and to CITY'S satisfaction. 2) Compensation. Section ( 2) of the AGREEMENT for Consulting Services is hereby amended as follows:
City hereby agrees to pay CONSULTANT an additional sum of 83160 for services listed of Exhibit " A" of this AMENDMENT N0. 2, with a total sum not to exceed of $ 1, 932, 146 ($ 301, 744 for the original AGREEMENT, $ 1, 547, 242 for AMENDMENT N0. 1 and $ 83, 160 for AMENDMENT N0. 2). CONSULTANT shall be paid within thirty ( 30) days of receipt of billings containing all information contained in Paragraph 5 of the original AGREEMENT. Compensation for any task must be equal to or less than the percentage of task complete. In no event shall CONSULTANT be entitled to compensation for work not included in the original scope of work, AMENDMENT N0. 1 and this AMENDMENT N0.2 unless a written change order or authorization describing the extra work and payment terms has been executed by CITY' S Authorized Representative prior to the commencement of the work.
3) Effective Date and Term
The effective date of AMENDMENT NO. 1 is August 14t'', 2023, and it shall terminate no later than June 30, 2026. All other terms of the original AGREEMENT shall remain in full force and effect.
4) Applicability to Oriqinal Consultant AGREEMENT
All terms and conditions set forth in the AGREEMENT dated January 10th, 2022 are still in effect and are incorporated by reference herein and said AGREEMENT is incorporated by reference herein.
5) Siqnatures
The individuals executing this AMENDMENT N0. 2 represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this AMENDMENT N0. 2 on behalf of the respective legal entities of the CONSULTANT and the CITY. This agreement shall inure to the benefit of and be binding upon the parties hereto and their respective successors and assigns.
CITY OF LATHROP — CONSULTING SERVICES AGREEMENT AMENDMENT NO. 2
WITH CAROLLO FOR LATHROP AQUIFER STORAGE AND RECOVERY WELL DESIGN SERVICES, CIP PW 22- 36
Approved as to Form: City of Lathrop
City Attorney
t.y - Zp z
Salvador Navarrete Date
Recommended for Approval: City of Lathrop
Public Works Director
Assistant City Manager Date
Approved by: City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Stephen J. Salvatore Date
City Manager
Consultant: Carollo Engineers, Inc.
2880 Gateway Oaks Drive, Suite 300
Sacramento, CA 95833
Federal ID #
Business License #
Signature Date
Print Name and Title
Signature Date
Print Name and Title
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2& 30 Gate vay Oaks Drive, ui?e sr0
acramer? c. Ca forria 958? 3
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P 91- 565- 4 88
V L caroilo. com
July 25, 2023
Mr. Greg Gibson
City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Subject: Aquifer Storage and Recovery Design Services ( CIP PW 22- 36)— Amendment No. 2 Dear Greg:
As summarized in the June 21, 2023 Technical Memorandum, Stewart Site— Justification for the Cost of Expforation Drilling from 900 to 1, 250 feet Below Ground, the aquifer storage and recovery ( ASR) well design team believes that there are benefits to increasing the depth of the exploratory drilling for Monitoring Well No. 2 ( MW2) to 1, 250 feet below ground surface ( BGS). The potential benefits to this increased drilling depth are based on evaluation of newly available hydrogeological data that were not available during preparation of Amendment 1.
The estimated cost to drill the additional 350 ft( relative to 900 feet proposed under Amendment 1) is $ 61, 000 and would provide enhanced data acquisition for ASR well design, improved resource evaluation to potentially increase the quantity of water to be stored, and better information for future planning and risk mitigation.
Amendment 2 also includes Grant Administration Support services to assist the City with reporting and responding to grant requirements that had not been established prior to approval of Amendment 1.
If you have any questions on the enclosed scope of services for Amendment 2, please contact me at 209. 482. 6586 orjpetersonC carollo. com.
Sincerely,
CAROLLO ENGINEERS, INC.
d„, `
Justin Peterson, PE
Project Manager/ Associate Vice President
JP:
Enclosures:
Amendment 2 Scope of Services
cc: Christina Romano
r;.;
EXHtBR" .
AMENDMENT 2
SCOPE OF SERVICES
CITY OF LATHROP
AND
CAROLLO ENGINEERS, INC.
AQUIFER STORAGE AND RECOVERY WELL DESIGN
PURPOSE OF AMENDMENT
This amendment modifies the Agreement between the City of Lathrop ( CITY) and Carollo Engineers ( CONSULTANT) to include the following:
Increase the target drilling depth of the new monitoring well ( previously described under Amendment 1, Task 2.4) from 900 feet to 1, 250 feet below ground surface ( BGS).
Incorporate the Grant Administration Support task (previously described under Amendment 1, Optional Task 11) to the agreement.
CONSULTANT' S SERVICES
Replace the first paragraph under Amendment 1, Task 2. 4 with the following:
Task 2. 4 Monitoring Well Installation and Analyses
As described in the ASR feasibility study, Luhdorff& Scalmanini Consulting Engineers LSCE) will obtain the services of a licensed well driller to complete a second on- site monitoring well to an approximate depfh of 1, 250 ft below ground surface ( BGS). The monitoring well will be used to evaluate groundwater conditions to the stated depth and be used to determine the design depth of the ASR well.
Add the following new task:
TASK 7 - GRANT ADMINISTRATION SUPPORT
CONSULTANT will assist CITY staff with administrative tasks required to comply with grant funding requiremenfs. Anticipated fasks include preparation of quarterly progress reports, projecf completion reports, and post-construction reports. This task assumes up to 80 CONSULTANT staff hours to furnish grant administration support, including one meeting with CI TY staff
TIME OF PERFORMANCE
CONSULTANT will perform the tasks described under this Amendment in accordance with the schedule presented with Amendment 1.
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PAYMENT
Payment to the CONSULTANT for services performed under this Amendment shall be based on the revised fee table below, consistent with the terms of the Agreement and Amendment 1, on a time and materials basis.
Task
Amend. 1 Amend. 2 Revised
Total Change Total
Feasibifity Study Subtotal 301, 744 301, T44
Design Phase
Task 1 — Project Coordination & Admin. 131, 702 131, 702 Task 2— Data Collection and PDR 538, 077 61, 000 599, 077 Task 3— DWSAP Report 47, 335 47, 335
Task 4— Detailed Design 783, 887 783, 887
Task 5— Permitting Assist. 11, 348 11, 348
Task 6— Bidding Assist. 34, 893 34, 893
Task 7— Grant Admin. Support' 22, 160 22, 160
Design Phase Subtotal 1, 547, 242 1, 630, 402
Total 1, 848, 986 g3, 160 $ 1, 932, 146
1) New Task; described as" Optional Task 11" in Amendment 1.
The revised not-to- exceed cost limit to the CONSULTANT' s services, excluding Engineering Services During Construction and Commissioning tasks ( to be reflected in a future amendment), shall be $ 1, 932, 146.
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