____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 4.f
Meeting Date: January 16, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
April Miller, Public Works Director
Prepared by: Theo Sanchez, Associate Civil Engineer City Manager Approval: __________ TOPIC: SAN QUENTIN PUMP STATION RECONSTRUCTION
SUBJECT: AMENDMENTS TO PROFESSIONAL SERVICE AGREEMENTS WITH ALPHACM, INC., CSW/ST-STROEH ENGINEERING GROUP, AND AUTHORIZATION OF SUPPLEMENTAL
BUDGET APPROPRIATION
RECOMMENDATION:
Staff recommends that the City Council authorize the three actions described below:
AUTHORIZE THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ALPHACM, INC. FOR ADDITIONAL
CONSTRUCTION MANAGEMENT, INSPECTION, AND TESTING SERVICES, IN THE AMOUNT NOT TO EXCEED $267,212, FOR A TOTAL NOT-TO-EXCEED CONTRACT AMOUNT OF $782,928.
AUTHORIZE THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH CSW/STUBER-STROEH ENGINEERING
GROUP FOR ADDITIONAL CONSTRUCTION SUPPORT SERVICES IN THE AMOUNT NOT TO EXCEED $19,313 FOR A TOTAL NOT-TO-EXCEED CONTRACT AMOUNT OF $523,880. AUTHORIZE SUPPLEMENTAL BUDGET APPROPRIATION OF $286,525 TO AUGMENT THE
EXISTING BUDGET FOR THE SAN QUENTIN PUMP STATION PROJECT WITHIN THE STORMWATER FUND (FUND 205) VIA A TRANSFER FROM AVAILABLE GENERAL FUND FUND BALANCE SET-ASIDE FOR PRIORITY CAPITAL PROJECTS.
BACKGROUND:
On October 17th, 2022, the City Council awarded a construction contract to Thompson Builders Corporation, a professional services agreement to AlphaCM, Inc. for construction management, inspections, and testing services, and a second amendment to the professional services agreement with SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
CSW/Stuber-Stroeh Engineering Group, Inc. for the San Quentin Pump Station Reconstruction Project.
Construction began on April 3rd, 2023, and had a projected completion date around April 2024.
ANALYSIS:
Several delays have pushed the project end date back significantly, including supply chain issues that currently anticipate the arrival of electrical components arriving in Summer 2024. Given this, project completion is currently estimated for Fall 2024.
Due to the extended length of this project and unforeseen conditions that took more time to resolve, staff recommend amendments to both the AlphaCM, Inc. and CSW/Stuber-Stroeh Engineering Group, Inc. to ensure sufficient budget to work through the entirety of the construction duration.
FISCAL IMPACT:
The current FY 2023-24 budget includes appropriations totaling $8.0 million within the Stormwater Fund (205) for the San Quentin Pump Station Project.
AlphaCM, Inc. has estimated that an additional $267,212 would be needed to ensure construction management services are provided through Fall 2024. This would increase their total contract amount to $782,928.
CSW/Stuber-Stroeh Engineering Group, Inc. has estimated that $19,313 would be needed to continue to provide construction support services through Fall 2024. This would increase their total contract amount to $523,880.
While funding to support the original contracts has been provided through existing appropriations, a supplemental budget appropriation in the amount of $286,525 is required to cover both contract amendments, as described. Funding to support this budget augmentation is available through General Fund resources (fund balance) set-aside for high priority capital projects.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Authorize the City Manager to enter into the agreement and allow supplemental budget appropriations as recommended.
2. Do not authorize the City Manager to enter into the agreement nor allow supplemental budget appropriations and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends that the City Council:
Authorize the City Manager to execute a first amendment to the professional services agreement with AlphaCM, inc. For additional construction management, inspection, and testing services, in the amount not to exceed $267,212, for a total not-to-exceed contract amount of $782,928. Authorize the City Manager to execute a first amendment to the professional services agreement with CSW/Stuber-Stroeh engineering group for additional construction support services in the amount not to exceed $19,313 for a total not-to-exceed contract amount of $523,880. Authorize supplemental budget appropriation of $286,525 to augment the existing budget for the San Quentin Pump Station project within the stormwater fund (fund 205) via a transfer from SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
available General Fund fund balance set-aside for priority capital projects to support these increased project costs.
ATTACHMENTS:
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