ITEM 4. 11
CITY MANAGER' SREPORT
MARCH 10, 2025 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE AMENDMENT NO. 5 TO THE PROFESSIONAL
SERVICES AGREEMENT WITH PACIFIC ADVANCED
CIVIL ENGINEERING, INC. FOR CONSOLIDATED
TREATMENT FACILITY PHASE 3 EXPANSION, CIP WW
22- 38 AND APPROVE BUDGET AMENDMENT
RECOMMENDATION: Adopt Resolution to Approve Amendment No. 5 to the Professional Services Agreement with Pacific
Advanced Civil Engineering, Inc. for Consolidated
Treatment Facility Phase 3 Expansion, CIP WW 22- 38
and Approve Budget Amendment
SUMMARY:
On November 8, 2021, City Council approved a professional services agreement ( PSA) with Pacific Advanced Civil Engineering, Inc. (PACE) to provide design services for Consolidated Treatment Facility ( CTF) Phase 3 Expansion, Capital Improvement Project ( CIP) WW 22- 38 (Project). The scope of work included preparation of civil, electrical, mechanical, structural and instrumentation plans for the construction of the Project.
Additional professional services are now needed for the design, assembly and installation of a mixing skid and design of a recycled water filtration system at the CTF. The City requested and received a proposal from PACE for the requested services for a cost of $99, 840.
Staff request City Council approve Amendment No. 5 to the PSA with PACE for additional design and analysis services for a cost of $ 99, 840.
Sufficient funds were not allocated in the adopted FY 2024-5 budget to pay for the requested design and analysis services; therefore, staff also request City Council approve a budget amendment transferring $ 100, 00 from the Wastewater Fund 6080) to the CIP project fund ( 6090) as detailed in the Fiscal Impact section of this report.
BACKGROUND:
On November 8, 2021, Council approved the creation of CIP WW 22- 38, CTF Phase 3 Expansion to increase the City' s
wastewater treatment facility processing capacity
from 2. 5 million gallons per day ( MGD) to 5. 0 MGD to keep pace with the City' s development. Following PACE' s completion of the Project design documents and construction bidding, City Council awarded a contract for the construction of the Project on August 12, 2024, and construction began in early September 2024.
CITY MANAGER' S REPORT PAGE 2
MARCH 10, 2025 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 5 TO THE PROFESSIONAL SERVICES AGREEMENT WITH PACIFIC ADVANCED CIVIL ENGINEERING, INC. FOR CONSOLIDATED TREATMENT FACILITY PHASE 3 EXPANSION, CIP WW 22- 38 AND APPROVE
BUDGET AMENDMENT
The requested additional professional services now needed from PACE comprise five tasks, described in greater detail in PACE' s design services proposal, Exhibit A to Amendment No. 5 to PACE' s design contract, Attachment B.
Task 78. 1 contemplates the design, assembly and installation of a skid - mounted and automated monitoring system to ensure chlorine levels in the water discharged to the San Joaquin River remain under the compliance threshold. PACE has performed all design and construction engineering on equipment related to the CTF' srecycled water river discharge. Due to this experience, PACE is uniquely qualified to design, build and install the subject monitoring skid.
Task 78. 2 will consist of the testing and evaluation of readily available media from selected vendors for suitability to filter out debris typical to the City' s recycled water.
Tasks 78. 3-5 will comprise the provision of 100% design plans and specifications for the construction of a recycled water filtration system. This system will remove debris from the City' s recycled water to a level that will reduce damage to and clogging of the City' sirrigation components and the need for replacement of plant material due to compromised irrigation.
REASON FOR RECOMMENDATION:
Approval of Amendment No. 5 with PACE will provide the City with improved equipment for the efficient and compliant discharge of recycled water with chlorine levels under the compliance threshold, and with bid -ready plans and specifications for the construction of a
recycled water filtration system.
The skid mounted monitoring system will provide automatic adjustments to the water discharged to the San Joaquin River to ensure there is no residual chlorine in the discharge stream.
The filtration system will save the City time and expenses by reducing the need for replacement of dead plants and reducing staff time associated with adjustments, maintenance, repairs to various City irrigation and recycled water delivery infrastructure.
FISCAL IMPACT:
The cost to provide the additional subject services for the Project is $ 99, 840. Sufficient funds were not allocated to CIP WW 22- 38 in the adopted FY 2024-5 budget to pay for the requested design and analysis services; therefore, staff request City Council approve a budget amendment transferring $ 100, 00 from the Wastewater Fund 6080) to the CIP project fund ( 6090) as detailed below:
CITY MANAGER' S REPORT PAGE 3
MARCH 10, 2025 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 5 TO THE PROFESSIONAL SERVICES AGREEMENT WITH PACIFIC ADVANCED CIVIL ENGINEERING, INC. FOR CONSOLIDATED TREATMENT FACILITY PHASE 3 EXPANSION, CIP WW 22- 38 AND APPROVE
BUDGET AMENDMENT
Increase Transfer Out
6080- 9900-90- 9010
Increase Transfer In
6090- 900- 393- 0000 WW 22- 38
Increase Expenditures
6090- 8000- 420- 12- 00 WW 22- 38
ATTACHMENTS:
100, 00
100, 00
100, 00
A. Resolution to Approve Amendment No. 5 to the Professional Services Agreement with Pacific Advanced Civil Engineering, Inc. for CTF Phase 3 Expansion, CIP WW 22- 38, and Approve Budget Amendment
B. Amendment No. 5 to the Professional Services Agreement with Pacific Advanced Civil Engineering, Inc. for CTF Phase 3 Expansion, CIP WW 22- 38 CITY MANAGER' S REPORT PAGE 4
MARCH 10, 2025 CITY COUNCIL REGULAR MEETING
APPROVE AMENDMENT NO. 5 TO THE PROFESSIONAL SERVICES AGREEMENT WITH PACIFIC ADVANCED CIVIL ENGINEERING, INC. FOR CONSOLIDATED TREATMENT FACILITY PHASE 3 EXPANSION, CIP WW 22- 38 AND APPROVE
BUDGET AMENDMENT
APPROVALS:
5( ze) I,Jm -7 ,/; 41 2.Z( or25
Steven Hollenbeak Date
Assistant Engineer
Ken Reed
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Date
910- Q( 45
Senior Construction Manager
Brad Taylor
City Engineer
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CariJ^
Finance irector
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Date
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Date
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Michael King Date
Assistant City Manager
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Salvador Navarrete Date
City Attorney
St hen J. Salvatore Date
City Manager
RESOLUTION NO. 25-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP APPROVING AMENDMENT NO. 5 TO THE PROFESSIONAL SERVICES
AGREEMENT WITH PACIFIC ADVANCED CIVIL ENGINEERING, INC. FOR CONSOLIDATED TREATMENT FACILITY PHASE 3 EXPANSION, CIP WW 22- 38, AND APPROVING BUDGET AMENDMENT
WHEREAS, on November 8, 2021, the City of Lathrop approved a professional services agreement ( PSA) with Pacific Advanced Civil Engineering, Inc. (PACE) to provide design services for the Consolidated Treatment Facility ( CTF) Phase 3 Expansion, CIP WW 22- 38 (Project); and
WHEREAS, the scope of work included preparation of civil, electrical, mechanical, structural and instrumentation plans and specifications for the construction of the Project; and
WHEREAS, additional professional services are now needed for the design, assembly and installation of a mixing skid and provision of 100% design plans and specifications for a recycled water filtration system at the CTF; and WHEREAS, staff requested and received from PACE a proposal for the requested services for a cost of $99, 840; and
WHEREAS, staff request City Council approve Amendment No. 5 to PACE' s PSA for professional services to design, assemble and install a mixing skid and provide 100% design plans and specifications for a recycled water filtration system for a cost of $ 99, 840; and
WHEREAS, as sufficient funds were not allocated to the Project in the FY 2024- 25 adopted budget, staff request City Council approve a budget amendment transferring $ 100, 00 from the Wastewater Fund ( 6080) to the CIP Project Fund 6090) as follows:
Increase Transfer Out
6080- 9900-90- 9010
Increase Transfer In
6090- 900- 393- 0000 WW 22- 38
Increase Expenditures
6090- 8000- 420- 12- 00 WW 22- 38
100, 00
100, 00
100, 00
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop hereby approves Amendment No. 5 to the Professional Services Agreement with PACE, Inc. for the provision of a mixing skid and 100% design plans and specifications for a recycled water filtration system for CTF Phase 3 Expansion, CIP WW 22- 38; and
BE IT FURTHER RESOLVED, that the City Council of the City of Lathrop hereby approves a budget amendment transferring $ 100, 00 from Wastewater Fund 6080) to the CIP Project Fund ( 6090), as detailed above.
The foregoing resolution was passed and adopted this 10th day of March, 2025 by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Paul Akinjo, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney ATTACHMENT " t3 "
AMENDMENT NO. 5
TO THE PROFESSIONAL ENGINEERING CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF LATHROP AND PACIFIC ADVANCED CIVIL ENGINEERING, INC.
DATED NOVEMBER 8, 2021
TO DESIGN, ASSEMBLE AND INSTALL A MIXING SKID AND PROVIDE 100% DESIGN
PLANS AND SPECIFICATIONS FOR A RECYCLED WATER FILTRATION SYSTEM FOR THE CTF PHASE 3 EXPANSION, CIP WW 22- 38
THIS CONTRACT AMENDMENT ( hereinafter " AMENDMENT NO. 5") to the agreement between Pacific Advanced Civil Engineering, Inc. and the City of Lathrop dated November 8, 2021, ( hereinafter " AGREEMENT") dated for convenience this 10th day of March 2025, is by and between the City of Lathrop, a California municipal corporation (" CITY") and Pacific Advanced Civil Engineering, Inc. ("CONSULTANT");
RECITALS:
WHEREAS, CONSULTANT is specially trained, experienced, and competent to perform Professional Engineering Services, which are required by this agreement; and WHEREAS, CITY selected the CONSULTANT pursuant to said qualifications; and WHEREAS, on November 8, 2021, by Resolution 21- 4978, CONSULTANT and CITY entered into an AGREEMENT to provide Professional Engineering Consulting Services for the Lathrop Consolidated Treatment Facility Phase 3 Expansion — CIP WW 22- 38, in the amount not to exceed $ 1, 047, 280; and
WHEREAS, on July 10, 2023, CONSULTANT and CITY entered into Amendment No. 1 to provide Additional CTF Phasing Master Planning to the Lathrop CTF Phase 3 Expansion, CIP WW 22- 38; and
WHEREAS, on June 20, 2024, CONSULTANT and CITY entered into Amendment No. 2 to provide Final Design Updates Based on Changes to Field Conditions for the Lathrop CTF Phase 3 Expansion, CIP WW 22- 38; and
WHEREAS, on August 8, 2024, CONSULTANT and CITY entered into Amendment No. 3 to provide On -Call Technical Assistance for Operations for the Lathrop CTF Phase 3 Expansion, CIP WW 22- 38; and
WHEREAS, on October 14, 2024, by Resolution no. 24- 5654, CONSULTANT and CITY entered into Amendment No. 4 to provide Construction Administrative Services and an invoice for completed emergency modifications to the dechlorination analyzers for the Lathrop CTF Phase 3 Expansion, CIP WW 22- 38; and
WHEREAS, CONSULTANT has provided CITY with a scope of work attached hereto to design, assemble and install a mixing skid and provide 100% design plans and specifications for a recycled water filtration system as Exhibit "A" for the Lathrop CTF Phase 3 Expansion, CIP WW 22- 38; and
CITY OF LATHROP - PACIFIC ADVANCED CIVIL ENGINEERING, INC.
AMENDMENT NO. 5 TO THE AGREEMENT DATED NOVEMBER 8, 2021 TO PROVIDE A MIXING SKID AND RECYCLED WATER FILTRATION SYSTEM 100% DESIGN PLANS AND SPECIFICATIONS FOR THE CTF PHASE 3 EXPANSION, CIP WW 22- 38
WHEREAS, CONSULTANT is willing to render such Professional Engineering Services, as hereinafter defined, on the following terms and conditions.
NOW, THEREFORE, CONSULTANT and the CITY agree as follows:
AMENDMENT NO. 5 TO AGREEMENT
1) Scope of Service. Section ( 1) of the AGREEMENT is hereby amended to add the following:
CONSULTANT agrees to perform Professional 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 November 8, 2021 and Amendment No. 1 dated July 10, 2023, and Amendment No. 2 dated June 20, 2024, Amendment No. 3 dated August 8, 2024, and Amendment No. 4 dated October 14, 2024. CONSULTANT agrees to diligently perform these services in accordance with the upmost standards of its profession and to CITY' Ssatisfaction. 2) Compensation. Section ( 2) of the AGREEMENT for Consulting Services is hereby amended as follows:
City hereby agrees to pay CONSULTANT an additional cost of $99, 840. 0for the services set forth in Exhibit " A" of this AMENDMENT NO. 5, with a total sum not to exceed of 1, 702, 525. 00 ($1, 047, 280. 0for the original AGREEMENT, $ 72, 020 for Amendment No. 1, $62, 340 for Amendment No. 2, $32, 550 for Amendment No. 3, $388, 494. 55 for Amendment No. 4, and $ 99, 840 for Amendment No. 5). 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, previous amendments, and this AMENDMENT unless a written change order or authorization describing the extra work and payment terms has been executed by CITY' SAuthorized Representative prior to the commencement of the work.
3) Effective Date and Term
The effective date of AMENDMENT NO. 5 is March 10, 2025, and it shall terminate no later than June 30, 2026. Amendment No. 5 hereby extends the term of the original AGREEMENT and all previous amendments to June 30, 2026. All other terms of the original AGREEMENT shall remain in full force and effect. 4) Applicability to Original Consultant AGREEMENT
All terms and conditions set forth in the AGREEMENT dated November 8, 2021 are still in effect and are incorporated by reference herein and said AGREEMENT is incorporated by reference herein.
5) Signatures
CITY OF LATHROP - PACIFIC ADVANCED CIVIL ENGINEERING, INC.
AMENDMENT NO. 5 TO THE AGREEMENT DATED NOVEMBER 8, 2021 TO PROVIDE A MIXING SKID AND RECYCLED WATER FILTRATION SYSTEM 100% DESIGN PLANS AND SPECIFICATIONS FOR THE CTF PHASE 3 EXPANSION, CIP WW 22- 38
The individuals executing this AMENDMENT NO. 5 represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this AMENDMENT NO. 5 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 - PACIFIC ADVANCED CIVIL ENGINEERING, INC.
AMENDMENT NO. 5 TO THE AGREEMENT DATED NOVEMBER 8, 2021 TO PROVIDE A MIXING SKID AND RECYCLED WATER FILTRATION SYSTEM 100% DESIGN PLANS AND SPECIFICATIONS FOR THE CTF PHASE 3 EXPANSION, CIP WW 22- 38
Approved as to Form: City of Lathrop
City Attorney
Z-- Z 7 • ? Zs
Salvador Navarrete Date
Recommended for Approval: City of Lathrop
Assistant City Manager
Approved by:
Resolution No:
Consultant:
Michael King Date
City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Stephen J. Salvatore Date
City Manager
Pacific Advanced Civil Engineering, Inc.
17520 Newhope Street, Suite 200
Fountain Valley, CA 92708
Federal ID # 33- 0265538
Lathrop Business License #
Signature Date
Print Name and Title
Signature Date
Print Name and Title
EXHIBIT A
PACE Advanced Water Engineering
AUTHORIZATION FOR CHANGE ORDER
TO: City of Lathrop— Public Works Dept.
390 Towne Centre Drive
Lathrop, CA 95330
209) 941- 7499
ATTN:
DATE:
PROJECT:
C. O. AUTH #:
Ken Reed
January 10, 2025
A713 - Lathrop CTF WRF
30 R1
The following was not included in the original contract. We are requesting authorization for additional budget.
Task 78. 1— Design. Build. Install. Program New 50/0 Dechlor Sample Pump Mix Skid PACE shall provide a design for a new 50/0 automated sample mixing system to automate and optimize the mixture of chlorinated and unchlorinated water going to the compliance analyzers. The system will consist of three three- phase sample pumps, three mag flow meters, three manifolds, a mixing system, and three programmed VFDs to create the desired 50/0 mixture with the west, the east, or both chlorine basins online. PACE shall procure all the equipment, build a mounting board, mount the equipment, plumb the piping, install wiring and controls, test the system, ship the system to the site, and install and startup the system with Veolia and City staff. PACE shall adjust and confirm the system operation.
Man -Hour Breakdown
Sr. Project Manager
Sr. Project Manager
Sr. I&C Specialist
I&C Specialist
Lab Operations Manager
Equipment & Material Fees
Pumps
VFDs
Meters
Misc. Materials
Person:
James Matthews
Andy Komor
Ernesto Camarena
Patrick Flores
Steve Sanchez
17520 Newhope Street. Suite 200 Fountain Valley. CA 92708 P ( 714) 481- 7300 F. (714) 481- 7299 www pacewater. com Rate: Hours: Rate:
260 X 4 $ 1, 040
260 x 12 $ 3, 120
250 x 4 $ 1, 000
185 x 32 $ 5, 920
104 x 40 $ 4, 160
Subtotal Engineering Fee:
Subtotal Equipment/ Material Fees:
Shipping:
Total Task 78. 1:
4, 500
3, 600
1, 800
2, 500
15, 240
12, 400
1, 200
28, 840
Ken Reed - City of Lathrop — Public Works Dept January 13, 2025 Phase 3 Expansion of the Lathrop Consolidated Treatment Facility / Project #A713 Page 2 of 3 Task 78. 2 —Equipment Vendor Analysis
PACE shall provide calculations, sizing ranges, and performance specifications and obtain budgetary pricing on three pressure filters at the selected micron pore size. The information and results of the quotation will be used in the analysis of capital and operational costs, and backwash volume.
PACE will interview the vendor to obtain additional information about the efficiency of the systems evaluated. The results of the vendor' s
analysis shall be presented to City.
Task 78. 3 — S5 Strainer Preliminary Concept Infrastructure Siting Exhibits The preliminary recommendations for equipment and supporting infrastructure will be converted to a concept process flow diagram, with chlorine injection inputs, sampling, pressure control, backwash holding or discharge, and other considerations including changing suction pressure. The footprint of the system will be sketched on the site with incoming power, access, and demolition if required. A backwash pipeline will be calculated including recovery tank options and layout of the proposed backwash pipe will be provided with a discharge to existing S5/ ESB.
Task 78. 4 - 90% Design ofProposed S5 Strainer Facilities and Equipment PACE shall provide 90% construction plans of proposed systems including civil, structural, mechanical, electrical, instrumentation and controls. PACE shall provide draft construction plan set with G, C, S, M, E, and I sheets at a 90% level of detail for all systems proposed. The content in the 90% design shall be presented to the project team for comments and feedback for subsequent design stages. It is anticipated there will be approximately 6 sheets at this stage of design.
Task 78. 5 — 100% Design of Proposed S5 Strainer Facilities and Equipment Based on the results of the 90% design feedback, PACE shall provide 100% construction plans of proposed systems including civil, structural, mechanical weirs and valves, electrical, instrumentation and controls. PACE shall provide draft construction plan set with G, C, SA, M, E, and I sheets at a 100% level of detail for all systems proposed. The content in the 100% design shall be presented to the project team for comments and feedback for finalization of the construction plans. It is anticipated there will be approximately 8 sheets at this stage of design.
PACE
Ken Reed - City of Lathrop — Public Works Dept January 13, 2025 Phase 3 Expansion of the Lathrop Consolidated Treatment Facility / Project #A713 Page 3 of 3 Amount of Compensation:
Task Description
78. 1 Design, Build, Install, Program New 50/0 Dechlor Sample Pump Mix Skid
78. 2 Equipment Vendor Analysis
78. 3 Preliminary Concept Infrastructure Siting Exhibits
78. 4 90% Design of Proposed Strainer Facilities and Equipment
78. 5 100% Design of Proposed Strainer Facilities and Equipment Total Engineering Fee
Professional Fee
28, 840
14, 000
15, 000
22, 000
20, 000
99, 840
This Request - Change Order # 30 121: $ 99, 840
Estimated By: 1/3/ 2025
An y Komor, S, PE — PACE Date
AGREED TO AND ACCEPTED BY:
By
City of Lathrop Date
PACE