June 21, 2022
Public Works
DATE: June 21, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Joe Leach, P.E., Public Works Director
Mary Phelps, Project Manager
Subject:
Resolution to Issue a New Contract to Schaaf and
Wheeler Consulting Civil Engineers to Continue Work on
Ferry Point Pump Station Located at the Intersection of Brickyard Cove Road and Dornan Drive.
FINANCIAL IMPACT: There is no impact to the General Fund. This project will be funded from Wastewater 2019A Bonds. The funding
has been allocated from the Wastewater Enterprise Fund
(4003-40322931-400708-01U10).
PREVIOUS COUNCIL
ACTION:
12/1/2021 – Resolution 131-20 adopted initial contract
with Schaaf and Wheeler for design services related to
the Ferry Point Pump Station.
STATEMENT OF THE
ISSUE:
In late 2020, the City Council adopted a Resolution
authorizing the City to enter into a contract with Schaaf and Wheeler Consulting Civil Engineers for design
services on the Ferry Point Lift Sewer Pump Station
replacement. The resulting contract expired March 31,
2022. The City intended to extend that contract through December 31, 2023, but due to staffing changes, was not able to do so prior to March 31st. The City will need fresh authorization for another contract, subject to the same terms as the earlier agreement, but expiring on
December 31, 2023, so that the work may continue as
required.
AGENDA
REPORT
June 21, 2022
RECOMMENDED ACTION:
ADOPT a resolution authorizing a contract extension with Schaaf and Wheeler Consulting Civil Engineers to design the Ferry Point Lift Sewer Pump Station replacement
located at the intersection of Brickyard Cove Road and
Dornan Road for an amount not to exceed $159,948.24
- Public Work (Joe Leach 620-5478/Mary Phelps 621-
1269).
DISCUSSION:
On December 1, 2020, the Council adopted Resolution No. 131-20, which, among other things, authorized the Department to enter a contract (“Original Contract” or the “Agreement”) with Schaaf and Wheeler Consulting Civil Engineers (“Schaaf and Wheeler” or the “Vendor) for engineering-design services for the Ferry Point Lift Sewer Pump Station replacement located at the intersection of Brickyard Cove Road and Dornan Road (the “Project”) for an amount not to exceed $375,000.00.
On January 1, 2021, the Department entered into the Original Contract for one (1) year with Schaaf and Wheeler, which was in effect through March 31, 2022. Since 2021, the Department has worked closely with Schaaf and Wheeler on the Project. The Department is satisfied with the technical expertise and quality the Vendor has demonstrated. The Project still requires the Vendor’s design acumen and engineering services, and the Department endeavors to continue its professional relationship with Schaaf and Wheeler.
The Department fully intended to extend Schaaf and Wheeler’s Original Contract for term only (i.e., through December 31, 2023) before the Agreement expired on March 31, 2022. However, in the interim, the Department experienced several staffing changes, including the retirement of key personnel involved with this Project. The staffing changes occurred during an exceptionally busy work period for the Department.
As a result, Original Contract’s March 31, 2022, expiration date passed before the Department had an opportunity to extend the term.
The window in which to extend the Original Contract timeframe has now closed; thus, the Department would need the City Council to adopt a new Resolution authorizing another contract (“New Contract”) to extend the term and take effective as of March 31, 2022, and continue through December 31, 2023, so that the necessary Project work may continue.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Authorizing Resolution No. 131-20 from December 1, 2020 Attachment 3 – Schaaf and Wheeler Contract, effective January 1, 2021 – March 31, 2022