City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01465 11/28/2023 Consent Item 13.
Supplemental Agreement: On-Call Utility Systems Programming File ID: 2023-01465
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 4 to City Agreement PRC000675 with Volo Technologies, Inc. to continue to provide on-call control system programming expertise to work on existing and new utility facilities for the Department of Utilities through December 31, 2024, for an additional amount not-to-exceed $250,000, bringing the agreement’s total not-to-exceed amount to $745,000.
Contact: Megan Thomas, Project Manager, (916) 808-1729, [email protected]; Michelle Carrey, Supervising Engineer, (916) 808-1438, [email protected]; Sherill Huun, Engineering & Water Resources Division Manager, (916) 808-1455, [email protected]; Pravani Vandeyar, Director of Utilities, (916) 808-3765, [email protected]; Department of Utilities Presenter: None.
Attachments:
1-Description/Analysis
2-Supplemental Agreement
Description/Analysis
Issue Detail: Staff recommends Council approve Supplemental Agreement No. 4 with Volo Technologies, Inc. to continue to provide control system programming expertise to work on existing and new water facilities for the Department of Utilities (DOU). This work is necessary to ensure continuation of services to customers and to protect public health and safety.
Policy Considerations: The proposed supplemental agreement exceeds the City Manager’s approval authority, requiring Council approval.
Economic Impacts: None.
Environmental Considerations: Per the California Environmental Quality Act (CEQA) Guidelines
File ID: 2023-01465 11/28/2023 Consent Item 13.
Section 15061(b)(3), approval of the proposed Supplemental Agreement is exempt from the CEQA, under the general rule that CEQA only applies to actions with potential to significantly affect the environment. Approval of this Supplemental Agreement for additional supporting services will not affect the environment. If the supporting services of this Supplemental Agreement are applied to future project(s), appropriate evaluation and documentation of the environmental effects of the project(s) as required by CEQA will be completed prior to future project(s) approval.
Sustainability: The proposed contract is consistent with the 2035 General Plan as it improves infrastructure reliability and sustainability by providing supporting services that help continue operations and improve operations of various facility systems.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Due to unexpected impacts and delays caused by the COVID pandemic, additional support efforts were needed by our on-call programming support firms to keep critical infrastructure operational. Volo Technologies, Inc. has been assisting with the integration of updated systems for both our Florin Pump Station and our new Shasta Groundwater Well Water Treatment Plant, both which are still being worked on. In order to ensure continued programming support for these systems as well as available emergency support for other critical systems, an additional spending authority amount not-to exceed $250,000 is needed.
Financial Considerations: The original not-to-exceed amount of the agreement was $450,000. The net change by previous supplemental agreements in the amount of $45,000 increased the agreement not-to-exceed amount to $495,000. The proposed Supplemental Agreement No. 4, in the amount of $250,000, would increase the agreement’s not-to-exceed amount to $745,000. Services under this agreement are intended to be used to fill needs when demand warrants. Purchase orders encumbering funds under this agreement will not be created until projects and funding are identified.
There are no General Funds allocated or planned for this project.
Local Business Enterprise (LBE): Volo Technologies, Inc. is not an LBE. The minimum LBE participation requirement was waived by the Director of Utilities based on a determination that waiver is in the City’s best interest due to the lack of qualified local vendor availability.
Background: On September 3, 2019, a Request for Qualifications (RFQ - EV00000088) was advertised and issued on PlanetBids for on-call programming support services for the Department of Utilities facilities. On the due date of September 26, 2019, 3 statements of qualifications (SOQs) were received from the following firms: John Wootton Integration, Telstar Instruments, and Volo Technologies, Inc.
Staff reviewed the proposals and based on their knowledge, expertise, and experience, John
File ID: 2023-01465 11/28/2023 Consent Item 13.
Wootton Integration and Volo Technologies, Inc. were selected to provide the requested services. On- call contracts were executed with both firms with the initial contract period of three years, with the option to extend the contracts each for up to two additional one-year terms.
Since the start of the contracts, COVID conditions impacted project schedules and modified the anticipated needs for the support contracts. Each firm was issued a Supplemental Agreement No. 1 to extend the contract one year, through December 31, 2023. Due to unexpected additional support efforts needed at several sump stations during this contract period, Supplemental Agreement No. 2 for Volo Technologies, Inc. included an increase of the contract amount by $40,000 for a new not-to- exceed amount of $490,000. With some efforts still continuing for support, an additional Supplemental Agreement No. 3 for Volo Technologies included a contract increase for an additional $5,000 for a new not-to-exceed amount of $495,000 to keep the efforts moving.
SUPPLEMENTAL CONTRACT
Project Titl e and Job Number: On-Call Programming Support for Utility Facilitie s Dat e: 10/2 6/2023 Purchase Ord er # : Variou s Supplemental Contr act No.: 4 The City of Sacramento ("City") and Volo Technologies, Inc. ("Contractor"), as parties to that certain Professional Services Agreement designated as Contract Number PRCO00675 , including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and mod ify the Contract as follows:
1. The Scope of Services specified in Exhibit A of the Contract is amende d as follows:
Servi ces are extended to December 31, 2024.
2. In consideration of the additional and/or revised services described in section I, above, the maximum not-ta-exceed amount that is specified in Exhib it B of the Contract for payment of Contractor's fees and expenses, is incr eased by $250,000 ' and the Contract's maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: $450,000
Net change by previous supplemental contracts: $45,000
Not -to-exceed amount prior to this supplemental contract: $495,000 Increase by this supplemental contract: $250,000
New not-to exceed amou nt including all supplemental contracts: $745000
3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount 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 wit h such additional and/ or revised services, including costs associated w it h any changes and/or delays in schedules or in the delivery of other services by Contractor.
4. Contractor warrants and represents that the person or persons executing this supplementa l contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract 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 peri orm all of the services, duties, obligations, and conditions required unde r the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
(Rev. 11-1-19)
SUPPLEMENTAL CONTRACT
Approval Recommend ed By:
Project Manager
Approved By:
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Approved By:
Ryan Moore, Assistant City Man ager
City of Sacramento
Attested To By:
City Clerk
(Rev. 11-1- 19)
Approved As To Form By:
City Attorney