Susana Alcala Wood, City Attorney Jorge Oseguera, City Auditor Mindy Cuppy, City Clerk Howard Chan, City Manager John Colville, City Treasurer City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2021-01412 February 15, 2022 Consent Item 05
Title: Local Early Action Planning Grant – MRPE Contract Amendment
Location: Districts 1, 2, 3, 5, 6, and 8
Recommendation: Pass a Motion: 1) authorizing the City Manager, or City Manager’s designee, to execute a supplemental agreement (Task Order 2) to the professional services agreement #PRC001272 with MRPE, Inc. for an amount not to exceed $102,125 for a new total not-to-exceed amount of $699,700; and 2) ratifying all prior supplemental agreements (including task orders) previously issued by the City Manager and resetting the City Manager’s authority to issue supplemental agreements (including task orders) in accordance with chapter
3.64 of the City Code.
Contact: Elizabeth Boyd, Senior Planner, 916-808-3540, [email protected], Community Development Department
Presenter: NA
Attachments:
1-Description/Analysis
2-Task Order 2 Agreement to PRC001272
File ID: 2021-01412 Consent Item 05
February 15, 2022
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City of Sacramento
Description/Analysis
Issue Detail: On February 2, 2021, City Council passed Motion No. 2021-0024, which created an on-call list of qualified consultants to support the work of the Neighborhood Development Action Team (NDAT). As part of this motion, City Council set the maximum expenditure amount per contractor for all services at $600,000. MRPE, Inc. was included on this on-call list under Master Service Agreement #PRC001272.
In January 2021, the City was awarded funding from the 2019 Local Early Action Planning (LEAP) grant in the amount of $750,000 from the California Department of Housing and Community Development (HCD). In May 2021, MRPE, Inc. was hired from the NDAT on-call list to supplement City staff to allow staff to fulfill the scope of work in the successful LEAP Grant application. MRPE, Inc. provides expertise on infrastructure analyses which will reduce barriers to the increased production of housing, specifically for infill housing development. Task Order 1 included a budget of up to $595,575 and addressed all activities needed to model City Drainage Basins 102, 144, 157, and 158. City staff would like to add additional scope and budget to add Basin 154 and make progress on Basins G258 and 54. This work will contribute to drainage system improvements in infill areas that will facilitate infill housing and other development.
Staff is requesting the authorization to execute Task Order 2 to professional services agreement #PRC001272, which will exceed the maximum expenditure amount of $600,000 (per Motion 2021-0024) by $99,700. Task Order 1 did not use the maximum expenditure amount, leaving $2,425 in surplus from the original $600,000 contract. Task Order 2 includes both the $2,425 surplus, plus an additional $99,700 (total $102,125) for a new total not-to- exceed amount on the contract of $699,700. Staff is also requesting that the City Manager’s authority to issue supplemental agreements (including task orders) be reset under Chapter
3.64 of the City Code.
Policy Considerations: The work conducted by MRPE is consistent with the City’s goals and policies established in the 2021-2029 Housing Element and the 2035 General Plan, including:
Housing (H)-1.4 Facilitate Infill Housing Development. The City shall facilitate infill housing along commercial corridors, near employment centers, near high-frequency transit areas, and in all zones that allow residential development as a way to revitalize commercial corridors, promote walkability and increased transit ridership, and provide increased housing options.
H-1.6 Support Infrastructure Improvements in Targeted Infill Areas.
The City shall identify infrastructure needs in infill areas; seek new sources of funding
File ID: 2021-01412 Consent Item 05
February 15, 2022
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City of Sacramento
for planning and financing infrastructure improvements; and prioritize investments to lower construction costs and catalyze new housing development, particularly in disadvantaged and historically underserved communities as described in the 2040 General Plan Update.
Land Use (LU) 1.1.5 Infill Development. The City shall promote and provide incentives (e.g., focused infill planning, zoning/rezoning, revised regulations, provision of infrastructure) for infill development, reuse, and growth in existing urbanized areas to enhance community character, optimize City investments in infrastructure and community facilities, support increased transit use, promote pedestrian- and bicycle- friendly neighborhoods, increase housing diversity, ensure integrity of historic districts, and enhance retail viability.
Economic Impacts: Increasing housing production and access to affordable housing improves community members’ ability to improve their economic status, reduces poverty and homelessness, and promotes social integration. A strong and affordable housing environment is critical to the economic well-being and growth of Sacramento and its residents.
Environmental Considerations: This report concerns administrative activities that will not have a significant effect on the environment and does not constitute a “project” as defined by the California Environmental Quality Act (CEQA) [CEQA Guidelines Section 15061 (b) (3);15378 (b) (2)].
Sustainability: Increasing housing production and affordability will assist in creating a sustainable Sacramento and provide a platform for sustainable economic growth. Increasing growth in infill areas of the City near public transportation hubs will reduce dependence on the use of private automobiles, reduce vehicle miles traveled per household, reduce the use of fossil fuels, improve energy efficiency, reduce carbon dioxide emissions, and help meet air quality standards.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: MRPE, Inc. is carrying out tasks as identified in the LEAP Grant Agreement and the City will be reimbursed by the California Department of Housing and Community Development upon reported completion of these tasks.
Financial Considerations: The work of MRPE, Inc. is paid for by the LEAP Grant. The LEAP Grant does not require matching funds from the City. There is sufficient funding in the LEAP Grant fund project (G21001100) for Task Order 2 in the amount of $102,125 with MRPE, Inc.
Local Business Enterprise (LBE): MRPE, Inc. is an LBE
TASK ORDER
MASTER SERVICES CONTRACT
(Rev. 9-17-12)
Date: 01/11/2022
Project Title and Job Number: LEAP Grant Drainage Basin Modeling & Deficiency Analysis Task Order No.: 2 The City of Sacramento ("City") and MRPE, Inc. ("Contractor") have entered into City Agreement No. PRC001272 (“Contract”). This Task Order sets forth specific services the Contractor shall provide under the Contract, as described in Section 2 of Exhibit A of the Contract. As set forth in the Contract, this Task Order is incorporated into the Contract.
1. Subject to the terms and conditions set forth in the Contract, Contractor shall perform the services set forth in Attachment A to this Task Order.
2. The not-to-exceed amount for this Task Order is $102,125.00, as shown in Attachment B to this Task Order.
Contractor’s hourly rate compensation shall not exceed that set forth in Exhibit B of the Contract.
3. Contract's original not-to-exceed amount: $600,000.00 Sum of all previous task orders: $597,575.00
Not-to exceed amount for this Task Order: $102,125.00
Remaining amount left on the Contract: $0
New not-to-exceed amount including all task orders and supplemental agreements: $699,700.00
3. Contractor agrees that the amount specified in section 2, above, shall constitute full compensation for this Task Order and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with the services described in this Task Order.
4. Contractor warrants and represents that the person or persons executing this Task Order on behalf of Contractor is authorized by Contractor to sign this Task Order and bind Contractor to its terms.
5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract.
Task Order 2 Budget
Task Description Increased
Hours Increased Cost
416 53,275.00$
2. Data Analysis
151 22,400.00$
3. Hydraulic Modeling
109 17,000.00$
4. Mapping and Reporting
64 9,450.00$
Totals 740 102,125.00$
1. Field Surveying
B
Attachment 2 to Exhibit A, Page 1 of 2
ATTACHMENT A
CITY OF SACRAMENTO
LOCAL EARLY ACTION PLANNING (LEAP) GRANT
DRAINAGE BASIN MODELING AND DEFICIENCY ANALYSIS
SCOPE OF SERVICES – TASK ORDER #2
The goal of the LEAP Grant efforts is to support development of affordable housing. To reduce a key development impediment related to flood mitigation criteria, the city will be developing hydrologic and hydraulic (H&H) models and conducting deficiency analysis for select drainage basins. This scope includes completing H&H models and conducting a deficiency analysis of Basin 154. While the scope of work and budget address only the completion of Basin 154, there are some efficiencies which may allow the consultant to support the H&H models and deficiency analyses for Basins G258 and 54. If any of the below tasks can be accomplished for Basin 154 with fewer hours than anticipated, those hours will be expended towards completing this scope of work for Basins G258 and 54.
Task 1: Field Surveying
The estimate for this task is 416 Consultant hours.
This task will include:
1. Survey gutter high and low points throughout each basin area. Elevations shall be tied to City benchmarks with an accuracy of:
a. 0.25-feet maximum, and
b. 0.03-feet average over all points surveyed
c. Horizontal locations of low-points can be based on GIS manhole locations that corresponding inlets drain to. Horizontal locations of high-points can be approximated from topographic features, with a maximum allowable error of 30-feet;
2. Limited surveying within and adjacent to projected flooded areas to determine the minimum finish floor elevations of affected buildings. This effort includes interviewing occupants of applicable structures regarding knowledge of historical flooding, and surveying recalled flood elevations;
3. Survey other key surface information (e.g., open channels, and other storage and conveyance inadequately defined by roads or city LIDAR data).
Task 2: Data Analysis
The estimate for this task includes 151 Consultant hours.
This task includes creation of a database to combine all as-built and GIS data provided with surveying from Task 1 and to complete the database to include approximations of all missing pipe and surface modeling information. Data analysis will include:
Attachment 2 to Exhibit A, Page 2 of 2
1. Importing GIS model data and incorporating As-built data;
2. Determining all missing pipe inverts;
3. Determining all surface channel (roads, roadside ditches, and other open channels) data;
4. Outlining pervious and impervious areas;
5. Outlining drainage subshed areas;
6. Compiling import files for pipes, roads and sheds.
Task 3: Hydrologic/Hydraulic Modeling
The estimate for this task includes 109 Consultant hours.
This task includes the development of existing system models utilizing XPSWMM software that brings all data analyzed in Task 2 above into a model for each basin. Modeling shall include:
1. Importing data into XPSWMM;
2. Fixing errors, filling gaps missed during data analysis and running the model;
3. Adding pumps, overland releases and storage;
4. Utilizing City of Sacramento Design and Procedure Manual (DPM) for modeling criteria;
5. Analyzing results for further surveying of structure finished floors where needed.
Task 4: Mapping and Reporting
The estimate for this task includes 64 Consultant hours.
This task includes illustrating the results in exhibits, tables and other deliverables. Products to be provided include:
1. Tables and maps summarizing:
a. Drainage sheds and node locations;
b. Onsite Storage (flooding extending outside of the right-of-way); c. Results with gutter grades and the 10- and 100-year HGLs; d. 10 & 100-Year Event and Safety Deficiencies in accordance with DPM;
2. Technical memo outlining data collection, modeling and results.
Deliverables: All XPSWMM models and associated files (include street and aerial layers) and the technical memo