PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.F
SUBJECT/TITLE:
AMENDMENT #1 TO THE AGREEMENT WITH WATER SYSTEMS CONSULTING, INC. FOR PROGRAM MANAGEMENT, PERMITTING, AND FINAL DESIGN
SERVICES FOR CENTRAL COAST BLUE, AND RELATED BUDGET ADJUSTMENTS RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute Amendment #1 to the existing Professional Services Agreement with Water Systems Consulting, Inc for Program Management, Permitting, and Final Design Services for Central Coast Blue in the amount of $222,302, and appropriating related budget adjustments in Fiscal Year 2024.
BACKGROUND:
On March 1, 2022, the City Council awarded a contract to Water Systems Consulting, Inc. (WSC) for program management, permitting and final design services for Central Coast Blue. The scope of services for the contract includes the detailed design of the Advanced Water Purification Facility (AWPF) as well as funding and financing support.
Recently the property adjacent to the Central Coast Blue project site, along Calvin Court in Grover Beach, was acquired to allow for a better use of both properties and relieve congestion of the AWPF that was required to make the project fit on the original project site. Incorporating the additional property into the AWPF design will require changes to the site civil plan, building architecture, bulk chemical storage facilities, geotechnical investigation, stormwater control plans, and drainage report, among other items. In addition to these changes, additional scope and budget is required to advance the distributed infrastructure design, address environmental and permitting concerns related to construction dewatering, and pursue additional grant funding. The proposed contract Amendment #1 (Attachment 1.A) will cover the increased scope.
Conclusion and Recommendation
Staff recommends the Council adopt a Resolution (Attachment 1) authorizing the City Manager to execute Amendment #1 (Attachment 1.A) to the existing WSC contract to allow WSC to move forward with the AWPF design for Central Coast Blue.
FISCAL IMPACT:
The fiscal impact of approving the attached Resolution is $28,610.27 in the City of Pismo Beach’s Water Enterprise Fund and $58,087.51 in the City’s Wastewater Enterprise Fund.
On March 1, 2022 the City Council approved a Cost Sharing Agreement with the Cities of Arroyo Grande and Grover Beach for costs related to Central Coast Blue. The agreement was approved by the Arroyo Grande City Council on January 25, 2022 and by the Grover Beach City Council on February 15, 2022. Under the agreement, costs for Central Coast Blue will be split between the agencies as follows:
Council Agenda 10-3-2023 9.F-1
Pismo Beach 39%
Grover Beach 36%
Arroyo Grande 25%
Under this cost sharing agreement, the cities would be responsible for the proposed Amendment #1 as follows:
Pismo Beach $86,697.78
Grover Beach $80,028.72
Arroyo Grande $55,575.50
Of Pismo Beach’s portion, 33%, or $28,610.27, is allocated to the Water Enterprise Fund and 67%, or $58,087.51, is allocated to the Wastewater Enterprise Fund.
Budget
The FY 2024 Central Coast Blue budget is divided between professional services and capital outlay-land accounts in the Water and Wastewater Enterprise Funds. Here are the key details:
Professional Services Accounts Budget across both Funds:
Total Professional Services Budget: $33,455.79
Amendment #1 Cost: $86,697.78
Remaining Budget Shortfall: $(53,241.99)
Capital Outlay-Land Account Budget across both Funds:
Total Capital Outlay-Land Budget: $968,704.35
Recommended Budget Adjustments:
Given the shortfall in the professional services account to cover the cost of Amendment #1, staff recommends reallocating the capital outlay-land budget to balance the budget with no net fiscal impact. Specifically:
Transfer $178,281.30 from the Water Enterprise Fund capital outlay-land account to the professional services account.
Transfer $790,423.05 from the Wastewater Enterprise Fund capital outlay-land account to the professional services account.
These adjustments ensure that the required professional services can be funded without affecting the overall budget balance.
ALTERNATIVES:
1. Do not approve Amendment #1; provide staff with direction on how to proceed.
ATTACHMENTS:
1. Resolution
1.A Exhibit A to Resolution: Proposed WSC Amendment #1
Council Agenda 10-3-2023 9.F-2
Prepared by: Meeting Date: October 3, 2023
Erin Olsen, Senior Management Analyst
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer Interim City Manager Approval:
Council Agenda 10-3-2023 9.F-3
RESOLUTION NO. R-2023-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT #1
TO THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH WATER
SYSTEMS CONSULTING, INC FOR PROGRAM MANAGEMENT, PERMITTING, AND
FINAL DESIGN SERVICES FOR CENTRAL COAST BLUE IN THE AMOUNT OF $222,302, AND APPROPRIATING RELATED BUDGET ADJUSTMENTS IN FISCAL YEAR 2024
WHEREAS, on March 1, 2022, the City Council awarded a contract to Water Systems Consulting, Inc. (WSC) for program management, permitting and final design services for Central Coast Blue; and
WHEREAS, the scope of services for the contract includes the detailed design of the Advanced Water Purification Facility (AWPF) as well as funding and financing support; and
WHEREAS, project developments require additional scope and budget to advance the distributed infrastructure and AWPF design, address environmental and permitting concerns related to construction dewatering and pursue additional grant funding; and WHEREAS, the proposed contract Amendment #1 will cover this increased scope.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute Amendment #1 (Exhibit A) to the existing Professional Services Agreement with Water Systems Consulting, Inc for Program Management, Permitting, and Final Design Services for Central Coast Blue in the amount of $222,302.
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby de-appropriates $178,281.30 from the Water Enterprise Fund capital outlay-land Central Coast Blue project account and appropriates $178,281.30 in the Water Enterprise Fund professional services Central Coast Blue project account; and de-appropriates $790,423.05 from the Wastewater Enterprise Fund capital outlay-land Central Coast Blue project account and appropriates $790,423.05 in the Wastewater Enterprise Fund professional services Central Coast Blue project account, all in Fiscal Year 2024, to support the this agreement and future Central Coast Blue costs.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 3rd day of October 2023, by the following vote:
AYES:
NOES:
Council Agenda 10-3-2023 9.F-4
Attachment 1
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 10-3-2023 9.F-5
Attachment 1
AMENDMENT # 1
to the
MARCH 24,2022 AGREEMENT BETWEEN THE CITY OF PISMO BEACH AND WATER SYSTEMS CONSULTING, INC.
Pursuant to the March 24, 2022 Agreement for Professional Services between the City of Pismo Beach, hereinafter referred to as “City,” and Water Systems Consulting, Inc., hereinafter referred to as “Vendor,” City and Vendor hereby agree as follows:
1.Additional services shall be performed as set forth in the proposal dated September 20, 2023, which is attached hereto and by this reference made a part hereof.
2.Compensation for and timing of the additional services shall be as set forth in the referenced proposal. Compensation for the additional services shall not exceed the amount of two hundred twenty-two thousand three hundred two dollars ($222,302), without prior written approval of the City.
3.The revised fee under the March 24, 2022 contract, plus this addendum, is six million five hundred sixty-four thousand three hundred seventy-four dollars ($6,564,374).
4.All other provisions of the Program Management, Permitting and Final Design Services for Central Coast Blue agreement between City and Vendor shall remain in full force and effect.
CITY:
City of Pismo Beach, a Municipal Corporation
Signed:
Name: Benjamin A. Fine, P.E.
Title: Director of Public Works/City Engineer
Dated: ________________________________
Signed:
Name: Jorge E. Garcia
Title: Interim City Manager
Dated: ________________________________
ATTEST:
Signed:
Name: Erica Inderlied
Title: City Clerk
APPROVED AS TO FORM:
Signed:
Name: David M. Fleishman
Title: City Attorney
VENDOR:
Water Systems Consulting, Inc.
Signed:
Name: ________________________________
Title: _________________________________
Dated: ________________________________
Address for giving notice:
(if changed from prior agreement)
______________________________________
______________________________________
Email address for official communications:
(if changed from prior agreement)
______________________________________
Vendor Representative:
(if changed from prior agreement)
Name/Title: ____________________________
Attachment: Scope/Cost Proposal
Attachment 1A
Council Agenda 10-3-2023 9.F-6
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Attachment 1A
Council Agenda 10-3-2023 9.F-11
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Task 7 Funding and Financing Support
7.6 Title XVI Fiscal Year 2023 Grant Application
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Council Agenda 10-3-2023 9.F-12
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Attachment 1A
Council Agenda 10-3-2023 9.F-13
City of Pismo Beach
Central Coast Blue - Program Management, Permitting, and Final Design Amendment 1
9/6/2023
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WSC
Labor
Hours
WSC
Labor Fee Expenses WSC
Fee Labor Fee Labor Fee Total Fee
Justin Pickard Robert
Morrow Michael Steele Amy Stevens
Billing rates, $/hr $280 $280 $205 $240
3 Distributed Infrastructure Preliminary Engineering
3.1 Geotechnical Report for Distributed Infrastructure 0 -$ -$ -$ -$ 6,567$ 6,567$ SUBTOTAL 0 0 0 0 0 -$ -$ -$ -$ 6,567$ 6,567$
5 Advanced Water Purification Facility Design
5.3 Final Design 0 -$ -$ -$ 272,125$ 272,125$
SUBTOTAL 0 0 0 0 0 -$ -$ -$ 272,125$ -$ 272,125$ 7 Funding and Financing Support
7.6 Title XVI Grant Application & Support 4 12 106 10 132 28,610$ -$ 28,610$ 28,610$ SUBTOTAL 4 12 106 10 132 28,610$ -$ 28,610$ -$ -$ 28,610$ 15 Additional Services
15.5 Geochemical Analysis 0 -$ (85,000)$ (85,000)$ (85,000)$ SUBTOTAL 0 0 0 0 0 -$ (85,000)$ (85,000)$ -$ -$ (85,000)$ COLUMN TOTALS 4 12 106 10 132 28,610$ (85,000)$ (56,390)$ 272,125$ 6,567$ 222,302$
ALL FIRMS
Rates are subject to revision as of January 1 each year.
Standard mileage rate $0.625 per mile (or current Federal Mileage Reimbursement Rate) 10% mark-up on direct expenses; 5% mark-up for Carollo, 10% mark-up for other sub-contracted services Task No. Task Description
WSC
Yeh &
AssociatesCarollo
9/20/2023
Attachment 1A
Council Agenda 10-3-2023 9.F-14