TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: December 10, 2025
SUBJECT: APPROVAL OF 1) CONTRACT AMENDMENT NO. 4 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH DUDEK
FOR ENGINEERING SERVICES DURING CONSTRUCTION
FOR THE LIFT STATION IMPROVEMENT PROJECT,
EXTENDING THE TERM THROUGH JUNE 30, 2026, 2)
CONTRACT AMENDMENT NO. 1 TO THE PROFESSIONAL
SERVICES AGREEMENT WITH Z&K CONSULTANTS FOR
CONSTRUCTION MANAGEMENT & INSPECTION SERVICES
FOR THE LIFT STATION IMPROVEMENT PROJECT,
EXTENDING THE TERM THROUGH JUNE 30, 2026, AND 3)
AUTHORIZE THE CITY MANAGER TO EXECUTE THE
AMENDMENTS ON BEHALF OF THE CITY
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
Well-Maintained Infrastructure
BACKGROUND
The City owns and operates approximately 50 miles of gravity pipelines and three (3) sewer lift stations located on Orlando Road, Avondale, Road, and Monterey Road. To comply with State Water Resources Control Board (SWRCB) Orders, the City must maintain a Sewer System Management Plan (SSMP) and provide sufficient resources to operate, maintain and rehabilitate the sewer system to prevent sanitary sewer overflows (SSOs). As part of the Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
City’s 2019 SSMP, a Sewer Condition Assessment (SCA) report was completed to identify priority projects for inclusion in the City’s Capital Improvement Program (CIP) to ensure sustained reliability of the sewer system. The SCA recommended rehabilitation of all three City-owned sewer lift stations due to identified deficiencies. The Lift Station Improvement Project was subsequently added to the CIP.
On January 10, 2021, the City awarded a Professional Services Agreement (PSA) to Dudek for the preparation of plans, specifications and estimates (PS&E). As the project scope evolved, the PSA was amended three times. On January 10, 2024, the City Council awarded a construction contract to CWS Systems Inc. for the Lift Station Improvement Project in the amount of $2,276,000 plus a $100,000 contingency. Council also approved PSAs with Z&K Consultants for construction management and inspection services ($230,000) and approved Dudek’s third amendment ($45,500) for engineering support during construction, bringing Dudek’s total compensation to $165,875. The construction support provided by both Dudek and Z&K Consultants, including daily monitoring, inspection, review of submittals and RFIs, and resolution of field issues, is critical to successful project delivery Following contract award, an administrative Notice to Proceed (NTP) allowed the Contractor to begin submittals and order long-lead electrical components.
Construction was initially expected to begin in late 2024; however, work began approximately four (4) months later than anticipated, on April 11, 2025 with completion originally scheduled on February 4, 2026. Since then, additional delays have occurred due to unforeseen site conditions, and extensions of the Dudek and Z&K agreements, currently expiring December 31, 2025, are now required to maintain construction support services through project completion.
DISCUSSION
Construction Notice to Proceed was issued later than anticipated due to extended lead times on critical electrical components and additional coordination during the administrative phase. Once construction began on April 11, 2025, further delays occurred due to unforeseen electrical deficiencies encountered at all three lift stations.
At Orlando Lift Station, the existing incoming electrical service wiring was found to be non-compliant with current National Electric Code (NCE) requirements. This necessitated redesign and coordination with Southern California Edison (SCE) for a new, legal, meter/main service connection.
Similar conditions were then identified at both Monterey and Avondale Lift Stations. Additionally, one of the existing pumps at Monterey Lift Station originally not scheduled for replacement now requires replacement.
Procurement of the replacement pump has introduced additional delays due to required manufacturing lead times.
Construction at Orlando Lift Station is now complete. Staff are working closely with SCE and the contractor to resolve the pending issues at Monterey and Avondale Lift Stations.
Given the current construction schedule and the December 31, 2025 expiration of the Dudek and Z&K agreements, staff recommend approval of contract amendments to extend both agreements through June 30, 2026.
These amendments extend the contract terms only; no additional compensation is requested at this time. Staff will return to Council early next year with a comprehensive update on schedule and budget impacts associated with the unforeseen site conditions.
FISCAL IMPACT & PROCUREMENT REVIEW
The proposed contract amendments with Dudek and Z&K Consultants include no additional cost. Staff will return to the Council early next year with updates on project schedule and any required budget adjustments once the outstanding issues are fully resolved. No additional appropriation is required at this time.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends that the City Council 1) approve Amendment No. 4 with Dudek for engineering services during construction for the Lift Station Improvement Project, extending the term through June 30, 2026, 2) approve Amendment No.1 with Z&K Consultants for construction management and inspection services for the Lift Station Improvement Project, extending the term through June 30, 2026, and 3) authorize the City Manager to execute the amendments on behalf of the City. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to 1) approve Amendment No. 4 with Dudek for engineering services during construction for the Lift Station Improvement Project, extending the term through June 30, 2026, 2) approve Amendment No. 1 with Z&K Consultants for construction management and inspection services for the Lift Station Improvement Project, extending the term through June 30, 2026, and 3) authorize the City Manager to execute the amendments on behalf of the City.”
ATTACHMENTS
1. Draft Amendment No. 4 with Dudek
2. Original Agreement and Amendments No. 1, No. 2, and No. 3 with Dudek
3. Draft Amendment No. 1 with Z&K Consultants
4. Original Agreement with Z&K Consultants