TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: December 11, 2024
SUBJECT: APPROVAL OF AMENDMENT NO. 2 TO THE AGREEMENT
WITH DUDEK FOR PROFESSIONAL DESIGN SERVICES
FOR THE CULVERT REPLACEMENT PROGRAM EXTENDING
THE TERM THROUGH DECEMBER 31, 2025
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
The combined local and regional stormwater system within the City limits consists of 18 miles of lined and unlined open channels, drainage inlets, and pipe systems, including concrete and corrugated metal pipe culverts that were designed and constructed between the 1930’s and mid-1950’s. The City owns and is responsible for the maintenance of approximately 7 miles of the stormwater system. In 2020, the City awarded a contract to the engineering firm Dudek to prepare a stormwater system condition assessment of the stormwater infrastructure under the City’s jurisdiction with a primary focus on the structural integrity of the system to identify potential structural deficiencies. This assessment used field surveys, closed circuit television inspections, and available data to determine the condition of the existing stormwater system and develop a plan for improvements.
Dudek identified the existing box culvert located under Lacy Park as the highest priority section for replacement due to its age and existing condition.
As such, staff placed the Culvert Replacement Program into the Capital Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
Improvement Program beginning in FY 21-22, with the replacement of the Lacy Park box culvert as the first project.
DISCUSSION
On January 12, 2022, the City Council awarded a professional design services agreement to Dudek for the preparation of plans and specifications to replace the existing box culvert that traverses through Lacy Park and collects stormwater drainage from the park. This project will improve the condition of the aging system to ensure the park is able to sufficiently drain stormwater, and convey the upstream drainage to the Los Angeles County Flood Control District’s system. Based on the direction of previous staff, the original scope of work only considered reconstructing the box culvert within its existing alignment, which runs through the center field of Lacy Park, or an alternative alignment that would shift it within the paved path that loops around the park.
The construction of either of the originally proposed alignments would significantly affect the use of Lacy Park during construction.
Therefore, staff requested a proposal from the design team to assess the feasibility of re-routing the storm drain through public streets in order to minimize the project’s disruption to the park. The additional work included a field survey, assessment of two (2) alternative alignments for the culvert, and an infiltration feasibility assessment to determine the possibility of incorporating a stormwater quality component to the project utilizing Measure W Safe, Clean Water Funds.
The additional scope of work increased the total contract amount by $80,400 from $264,606 to $345,006, and was approved through Amendment No. 1 to the original agreement on September 13, 2023. Amendment No. 1 also provided an extended term through December 31, 2024.
As design work is still ongoing, staff recommends the term of the agreement be extended by 12 months in order to allow Dudek to complete their assessments and design work for the project. As such, the proposed Amendment No. 2 extends the contract duration through December 31, 2025, at no additional cost.
FISCAL IMPACT & PROCUREMENT REVIEW
The City’s adopted FY 24-25 budget has re-appropriated a total of $290,000 for the Culvert Replacement Program, which includes the completion of design work, with construction expected to occur in FY 25-26. As this Amendment No. 2 is only an extension of the term, no additional appropriation is required.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve Amendment No. 2 with Dudek extending the term of the Professional Design Services Agreement through December 31, 2025. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendment No. 2 with Dudek extending the term of the Professional Design Services Agreement for the Culvert Replacement Program through December 31, 2025, and authorize the City Manager to execute the amendment on behalf of the City.”
ATTACHMENTS
1. Draft Amendment No. 2 with Dudek
2. Amendment No. 1 and Original Agreement