City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00460 5/16/2023 Consent Item 5.
Authorization and Approval of Supplement Agreements to Master Service Agreements for Sacramento City-County Office of Metropolitan Water Planning (CCOMWP also known as “The Water Forum”) for Technical Support Services
File ID: 2023-00460
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute and approve the following supplemental agreements to the Water Forum’s Master Services Agreements for technical services: 1) Supplemental Agreement No. 31 to City Agreement 2018-1141 with cbec, Inc. for an amount not to exceed $645,000, bringing the total not-to-exceed to $4,327,500 and extending the term of the agreement through July 31, 2025; 2) Supplement Agreement No.34 to City Agreement 2018-1140 with S.P. Cramer Fish Sciences for an amount not to exceed $90,000, bringing the total not-to-exceed to $2,340,000 and extending the term of the agreement through July 31, 2025; and 3) Supplement Agreement No. 12 to City Agreement 2018-1138 with HDR Engineering, Inc. extending the term of the agreement through July 31, 2025.
Contact: Jessica Law, Executive Director, (916) 808-1998, [email protected], Citywide and Community Support, Sacramento City-County Office of Metropolitan Water Planning; Penny Buchman, Supervising Financial Analyst, (916) 808-1841, [email protected], Department of Utilities
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement - cbec, Inc.
3-Supplemental Agreement - S.P. Cramer Fish Sciences
4-Supplemental Agreement - HDR Engineering
Additional Description/Analysis
Issue Detail: Master Services Agreements for Technical Services are used to provide essential assistance to the Water Forum for grant-related activities on the lower American River. Services include, but are not limited to, development of a flow management standard; water temperature modeling and monitoring; hydrology and runoff of the Sierra Nevada range; drought monitoring; fish biology; and fish habitat restoration design, monitoring, and evaluation. The needs of the Water
File ID: 2023-00460 5/16/2023 Consent Item 5.
Forum vary from year to year and consultants provide needed services with greater efficiency and flexibility through the use of these Master Service Agreements (MSA). The Water Forum is in the process of managing multiple projects including grant-related projects which extend beyond the current expiration of the MSAs. It is in the best interest of the City to extend the MSAs through July 31, 2025 to ensure consistency in the current efforts. Several projects were delayed due to COVID- 19 pandemic and will require additional time to complete.
Policy Considerations: City Council approval is required for the extension of Master Service Agreements beyond 5 years. This action is consistent with the Sacramento City Code and existing policy regarding professional service agreements.
This recommendation is consistent with the Mayor and City Council’s mission to protect, preserve, and enhance the quality of life for present and future generations. This recommendation is also necessary to meet mitigation requirements specified by the Water Forum Agreement (WFA) Environmental Impact Report of 2000.
Economic Impacts: None
Environmental Considerations: The proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b)(2) and (b)(4). The activity consists of continuing administrative activities such as personnel-related actions and organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment and is not subject to CEQA, per CEQA Guidelines Section 15060(c)(3).
Sustainability: Not Applicable
Commission/Committee Action: Not Applicable
In 2018, the Water Forum advertised a request for qualifications (RFQ) (Q18804101001) for various technical services required to fulfill the terms of the Water Forum Agreement as they relate to the lower American River. Each of the selected firms provide very specialized services within the scope of the RFQ. Therefore, staff recommended contracting with each firm separately under master contracts.
The firms have been integral to the success of past and existing complex projects on the lower American River, such as developing a flow management standard, hydrology, fish habitat restoration, and water temperature monitoring.
These activities have been deemed essential to maintaining the lower American River as a functioning ecosystem and preserving the American River Parkway’s reputation as the jewel of the Sacramento Region. These ongoing activities, under the guidance of the Water Forum have gained regional, state-wide, and national recognition and have helped to define Sacramento as a leader in water management, open space preservation, and ecological stewardship.
Financial Considerations: Supplemental Agreement No. 31 to City Agreement 2018-1141 with cbec, Inc. will increase the contract amount by $645,000, bringing the total not-to-exceed to
File ID: 2023-00460 5/16/2023 Consent Item 5.
$4,327,500, and Supplement Agreement No. 34 to City Agreement 2018-1140 with S.P. Cramer Fish Sciences will increase the contract by $90,000, bringing the total not-to-exceed to $2,340,000. There is sufficient funding in the approved Water Forum grant projects to support this request.
Following execution of the supplemental agreements, work will be authorized on a time and materials basis by issuing a task order listing the project name, services to be performed, and the budget estimate. Purchase orders encumbering funds under these agreements will not be created until projects and funding are identified. Funding of these agreements in future fiscal years will be subject to the availability of sufficient funds in the budget adopted for the applicable fiscal year.
There are no General Funds allocated or planned for these agreements.
Local Business Enterprise (LBE): LBE requirements were waived due to the use of federal grant funding for these services.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ cbec, inc., eco-engineering31Citywide & Community Support07/31/202508/02/2018N/AJessica [email protected]$645,000Water Forum Technical SupportNOPenny BuchmanC2018-1141$4,327,500 (Rev. 11-1-19) Page 1of 1
SUPPLEMENTAL CONTRACTProject Title & Job Number:WATER FORUM TECHNICAL SUPPORT SERVICESDate:April 12, 2023Purchase Order #: Contract Supplement No.: 31The Ci_cbec, inc., eco-engineeringProfessional Services Agreement designated as Contract Number _C2018-1141_, including any and all prior supplemental contracts modifying the contract (the contract and supplemental contract are Contractand modify the Contract as follows:1. The Scope of Services specified in Exhibit A of the Agreement is amended as follows:The performance period for the Agreement is extended from August 1, 2023through and including July 31, 2025. The Scope of Services specified in Attachment 1 to Exhibit A of the Agreement is not changed.2.In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount increasedby _$645,000_, and the Agree-to-exceed amount is amended as follows:-to-exceed amount: _$1,750,000___Net change by previous supplemental agreements: _$1,932,500___Not-to-exceed amount prior to this supplemental agreement: _$3,682,500___Increased by this supplemental agreement: _ $645,000___New not-to-exceed amount including all supplemental agreements: $4,327,500___3. Contractor agrees that the compensation specified in section 2 above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.4. Contractor warrants and represents that the person or persons executing this contract supplement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations and conditions required under the Contract, as supplemented and modified by this supplemental contract.Approval Recommended By: Approved As To Form By:______________________________________________ ____________________________________________Project Manager City AttorneyApproved By:______________________________________________ContractorApproved By: Attested To By:______________________________________________ ____________________________________________City of Sacramento City Clerk
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ S.P. Cramer & Associates34Citywide & Community Support07/31/202508/02/2018N/AJessica [email protected]$90,000Water Forum Technical Support ServicesNOPenny BuchmanC2018-1140$2,340,000
(Rev. 11-1-19) Page 1of 1
SUPPLEMENTAL CONTRACTProject Title & Job Number:WATER FORUM TECHNICAL SUPPORT SERVICESDate:April 12, 2023Purchase Order #: Contract Supplement No.: 34The Ci_S.P. Cramer & AssociatesProfessional Services Agreement designated as Contract Number _C2018-1140_, including any and all prior supplemental contracts modifying the contract (the contract and supplemental contract are Contractand modify the Contract as follows:1. The Scope of Services specified in Exhibit A of the Agreement is amended as follows:The performance period for the Agreement is extended from August 1, 2023through and including July 31, 2025. The Scope of Services specified in Attachment 1 to Exhibit A of the Agreement is not changed.2.In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount increasedby _$90,000_, and the -to-exceed amount is amended as follows:-to-exceed amount: _$2,250,000___Net change by previous supplemental agreements: _ -0- ___Not-to-exceed amount prior to this supplemental agreement: _$2,250,000___Increased by this supplemental agreement: _ $90,000___New not-to-exceed amount including all supplemental agreements: $2,340,000___3. Contractor agrees that the compensation specified in section 2 above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.4. Contractor warrants and represents that the person or persons executing this contract supplement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations and conditions required under the Contract, as supplemented and modified by this supplemental contract.Approval Recommended By: Approved As To Form By:______________________________________________ ____________________________________________Project Manager City AttorneyApproved By:______________________________________________ContractorApproved By: Attested To By:______________________________________________ ____________________________________________City of Sacramento City Clerk
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ HDR Engineering, Inc.12Citywide & Community Support07/31/202506/20/2018N/AJessica [email protected]$0Water Forum Technical Support ServicesNOPenny BuchmanC2018-1138$2,000,000 (Rev. 11-1-19) Page 1of 1
SUPPLEMENTAL CONTRACTProject Title & Job Number:WATER FORUM TECHNICAL SUPPORT SERVICESDate:April 12, 2023Purchase Order #: Contract Supplement No.: 12The Ci_HDR Engineering, Inc.Professional Services Agreement designated as Contract Number _C2018-1138_, including any and all prior supplemental contracts modifying the contract (the contract and supplemental contract are Contractand modify the Contract as follows:1. The Scope of Services specified in Exhibit A of the Agreement is amended as follows:The performance period for the Agreement is extended from August 1, 2023through and including July 31, 2025. The Scope of Services specified in Attachment 1 to Exhibit A of the Agreement is not changed.2.The maximum not-to-exceed amount of $2,000,000that is specified in Exhibit A of the Agreement is not changed.3. Contractor agrees that the compensation specified in section 2 above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.4. Contractor warrants and represents that the person or persons executing this contract supplement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof. 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, as supplemented and modified by this supplemental contract.Approval Recommended By: Approved As To Form By:______________________________________________ ____________________________________________Project Manager City AttorneyApproved By:______________________________________________ContractorApproved By: Attested To By:______________________________________________ ____________________________________________City of Sacramento City Clerk