City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-01685 10/21/2025
Agreement: Supplemental Agreement No. 5: Sump 85 Reconstruction Project File ID: 2025-01685
Location: District 2
Recommendation: Pass a Motion: 1) authorizing the Interim City Manager or designee to execute Supplemental Agreement No. 5 to amend, extend, and increase City Agreement PRC000828 with Brown and Caldwell to perform engineering services for the Sump 85 Reconstruction Project (Wastewater Sump Rehabilitation/Replacement Program, X14130900, Fund 6006), for an amount not -to-exceed $292,659, bringing the total cost of the agreement to $1,516,646; and 2) reset the Interim City Manager’s or designee’s administrative authority to issue supplemental agreements in accordance with City Code Chapter 3.56.
Contact: Tim Moresco, Project Manager, (916) 808-1432, [email protected]; Michelle Carrey, Interim Engineering and Water Resources Division Manager, (916) 808-1438, [email protected]; Sherill Huun, Interim Director, (916) 808-1455, [email protected]; Department of Utilities
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement No. 5
Description/Analysis
Issue Detail: Staff recommends Council approve Supplemental Agreement No. 5 with Brown and Caldwell, for the engineering services needed to complete the design of the Sump 85 Reconstruction Project, which includes updating the preliminary design and completing the final design package.
The agreement was originally awarded at City Council on April 7, 2020, for a not-to-exceed amount of $761,702. There have been four (4) supplemental agreements to date in the amount of $462,285, bringing the total agreement value to $1,223,987. The summary of the supplemental agreements can be found below:
Supplemental
Agreement
Description Amount
1 Increased Scope for Environmental and Design + Time
Extension
$ 261,102.00
2 Additional Scope for Design of Electrical Components $ 19,775.00 3 Redesign Efforts due to Revised Flow Information $ 181,408.00 4 Time Extension to June 30, 2023 $ -
5 Savings from HOLD + Completing Project Design $ 292,659.00 $ 754,944.00
File ID: 2025-01685 10/21/2025
Supplemental
Agreement
Description Amount
1 Increased Scope for Environmental and Design + Time
Extension
$ 261,102.00
2 Additional Scope for Design of Electrical Components $ 19,775.00 3 Redesign Efforts due to Revised Flow Information $ 181,408.00 4 Time Extension to June 30, 2023 $ -
5 Savings from HOLD + Completing Project Design $ 292,659.00 $ 754,944.00
In June 2022, the City received the 90% design submittal for the project, which included the plans, specifications, and engineer’s cost estimate. Due to insufficient funding for construction, the project was placed on hold to avoid completing the bid package, which could require costly revisions to meet updated design standards or building codes. At the time the project was paused, the contract term had concluded and $1,066,125 had been expended under the existing contract. Brown and Caldwell has completed 90% of the design work, making it advantageous for the City to retroactively extend the contract to finalize the design. Supplemental No. 5 will remove all the tasks associated with the remaining $157,862 and will add $450,521 for a total increase in contract amount of $292,659.
Supplemental No. 5 will increase the total not-to-exceed amount from $1,223,987 to $1,516,646.
Policy Considerations: City Council approval is required for supplemental agreements of $250,000 or more per City Code 3.04.020.
Economic Impacts: None.
Environmental Considerations: This action, which involves a professional services agreement for Sump 85 analysis and design services, is limited to administrative activities that will not have a significant effect on the environment and does not constitute a “project” as defined by California Environmental Quality Act (CEQA) Guidelines Sections 15378(b)(2) and is not subject to CEQA (CEQA Guidelines Section 15060(c)(3)). On October 12, 2021, the City Council adopted a mitigated negative declaration and mitigation monitoring plan (Resolution No. 2021-0307) for the Sump 85 Reconstruction Project to ensure all potential effects of the project would be mitigated to a less-than- significant level in compliance with CEQA. No further environmental review is required.
Sustainability: This project is consistent with the 2040 General Plan Policy PFS-3.1, “Provision of Adequate Utilities,” as this project is needed to rehabilitate the sump station to ensure reliability and safety.
Commission/Committee Action: Not applicable.
File ID: 2025-01685 10/21/2025
Rationale for Recommendation: On October 22, 2019, a Request for Proposal (RFP) (#P20141311005) was advertised and issued on PlanetBids for Engineering Services for Improvements to Sump 85 Reconstruction Project. The City received 3 proposals from Brown and Caldwell, Carollo Engineers, and West Yost Associates. Staff evaluated the proposals based on their knowledge, expertise, and experience, and rankings were determined from the scores assigned during the evaluation process. Brown and Caldwell ranked no. 1 and was selected to provide the requested services:
Ranking Consultant
1 Brown and Caldwell
2 Carollo Engineers
3 West Yost Associates
The administratively approved procurement policy for professional services requires that any amendment extending the term of a contract must be approved by the appropriate approval authority prior to expiration of the term. Staff is seeking Council approval to supersede this policy and amend this agreement because the original project was advanced to the 90 percent design stage in 2022 but placed on hold until sufficient funding was available for construction. Since that time, key project assumptions have changed requiring new requirements and infrastructure changes to be incorporated into the final design. The proposed amendment will allow the City to complete the project in a manner that is both technically sound and cost-effective. Approval of the amendment is recommended for the following reasons: continuity of expertise enabling Brown and Caldwell to efficiently update the design without extensive rework; preservation of prior investment in the 90 percent design; project completion certainty that supports City’s infrastructure needs and avoidance of costly duplication; and design accountability by ensuring both the original revised design elements remain under a single point of responsibility, maintaining clear accountability for project quality and performance.
Financial Considerations: The proposed supplemental agreement is for an amount not-to-exceed $292,659, bringing the total contract amount to $1,516,646. Sufficient funding exists in the Wastewater Sump Rehabilitation/Replacement Program (X14130900, Fund 6006) to award the agreement.
There are no General Funds allocated or planned for this project.
Local Business Enterprise (LBE): Brown and Caldwell is not an LBE but has partnered with LBE’s; Mark Thomas Surveying (Topographic Survey), Shannon and Wilson (Geotechnical Services), Ascent Environmental (Environmental Documentation), and KMP Strategies (Public Outreach) for this contract to meet the minimum LBE participation requirement.