Public Works Agency
www.santa-ana.org/public-works
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 21, 2023
TOPIC: Amend Agreement for AMI Planning and Implementation Services
AGENDA TITLE
Approve Third Amendment with E Source Companies, LLC to Extend the Agreement Term and Increase the Total Agreement Amount by $250,000 for Automated Metering Infrastructure Planning and Implementation Services (Non-General Fund) (Project 16- 6460)
RECOMMENDED ACTION
1. Authorize the City Manager to execute a third amendment to the agreement with E Source Companies, LLC to extend the term to expire November 20, 2024, and increase the total compensation by $250,000, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023- XXX).
2. Approve an amendment to the FY 2023-24 Capital Improvement Program to include $250,000 in planning funds for the Automated Metering Infrastructure Project.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On May 7, 2019, at the conclusion of a competitive bidding process, the City Council awarded a three-year agreement, with the provision for one two-year extension option, to E Source Companies, LLC (formerly known as Utiliworks Consulting, LLC) (Exhibit 1) to provide the Public Works Agency Water Resources Division (Division) with implementation and ongoing project support for the Automated Metering Infrastructure (AMI) Project.
Throughout the AMI Project, the consultant has successfully guided the Division in its development and execution of the tasks needed to accomplish the City’s vision for this project. This included advising on component selection, assisting in the development of the Request For Proposal (RFP), reviewing and testing system integrations, and overall project management to supplement City efforts.
The additional funding from this request will re-fund tasks for ongoing project management and field/data review oversight of the deployment activities to ensure the
Amend Agreement for AMI Consulting Services
November 21, 2023
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quality and timeliness of the work being performed, as well as provide new funds for additional operational systems and data oversight. Due to a number of factors including interruption of the product supply chain due to the COVID-19 pandemic and the complexity of systems integrations, the project schedule has exceeded initial projections. Staff recommends approving this agreement amendment to maintain the vital project support services provided by E Source (Exhibit 2) and amending the FY 2023-24 Capital Improvement Program (Exhibit 3) to facilitate this amendment.
FISCAL IMPACT
Funds for action, in the amount of $250,000, have been budgeted in the previously- approved FY 2023-24 annual operating budget for the Water Enterprise. The following table summarizes the funds budgeted and available in current FY 2023-24 for expenditure. Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval of carryover to FY 2024-25.
Fiscal
Year
Accounting
Unit –
Account #
(Project #)
Fund
Description
Accounting Unit –
Account Description Amount
Existing Project Budget
FY 2023-
24 06017645-
62300
(16-6460)
Water
Water Administration &
Engineering, Contract
Services-Professional
$973,673
Additional Funding
FY 2023-
24 06017645-
62300
(16-6460)
Water
Water Administration &
Engineering, Contract
Services-Professional
$250,000
Total $1,223,673
EXHIBIT(S)
1. Agreement A-2019-066
2. Third Amendment with E Source Companies, LLC
3. CIP Worksheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Steven A. Mendoza, Acting City Manager