Item Number: 14
City Council / Board of Directors
Written Communications
Meeting of: May 7, 2024
Submitted By:
Fredy Bonilla, City Engineer
Subject:
Approval of Agreement with David Evans & Associates, Inc. for Professional Services and Data Collection
Recommendation:
That the Honorable City Council:
(1) Approve a Consultant / Professional Services Provider Agreement with David Evans & Associates, Inc., in the amount not to exceed $100,000.00 for performing sewer feasibility studies and general sewer assistance; and
(2) Approve a Purchase Order for data collection in an amount not to exceed $5,600.00 for conducting after project completion counts for the 2019 Safe Routes to Schools project.
Fiscal Impact:
This action will result in fiscal impact of $105,600.00. The projects are funded by the Sewer Fund (425) and Measure I Fund (250). An additional appropriation is not required.
There are sufficient funds available in the budgets to cover the planned expenses. Please refer to the budget account numbers, descriptions, and the available budget amounts shown below:
Account Number Account Description Amount Available
4254500-52300 Sewer Engineering –
Contract Services $109,086.01
2504511-52300 Measure I Engineering –
Contract Services $25,000.00
Sewer feasibility studies are development driven and developers are required to provide a deposit as part of the entitlement process. The total cost of sewer feasibility studies are fully paid for by the developer prior to the site being entitled. Sewer feasibility studies requested by City Staff would be funded from the Sewer Fund. 3 5
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Strategic Plan Goal:
This item aligns with “Goal E Invest in Infrastructure” in the City of Victorville Strategic Plan 2023-2026. Sewer feasibility studies are part of the City’s development process for the installation of new sewer infrastructure by analyzing the demand and confirming the required size of future sewer infrastructure.
Background:
David Evans & Associates, Inc. (DEA) has worked closely with the City since 2014 to complete a variety of tasks related to the City’s sewer collection system. In 2016, DEA completed the sewer master plan for the City. The master plan preparation involved creating the City’s sewer hydraulic model. DEA has maintained and updated the model since then and provided training to Engineering staff on using the hydraulic model.
In 2014, the City issued a Request for Proposals (RFP) for a sewer master plan update to include the development of a sewer system model to be utilized to evaluate future development needs. Four responses were received for that RFP. Following review, Hall & Foreman, a subsidiary to David Evans & Associates (DEA), was found to be the most qualified firm. On November 4, 2014, the City Council approved a Consultant/Professional Services Provider Agreement with Hall & Foreman, to update the Sewer Master Plan and evaluate sewer high maintenance locations in an amount not to exceed $298,194.00.
In October of 2017, the City directly solicited a proposal from DEA for an expansion of services based upon the recent experience with the firm for the preparation of the Sewer Master Plan in accordance with Victorville Municipal Code (VMC) Section 2.28.280(c).
On March 6, 2018, the City Council approved a Consultant/Professional Services Provider Agreement with DEA, in an amount not to exceed $45,900.00, to prepare sewer feasibility studies and to provide on-call sewer engineering services. A sewer feasibility study is required for proposed development projects of a significant size to determine if the existing sewer collection system is adequate, or if sewer mains need to be increased in size, or extended to carry the increased wastewater flows from the development.
On April 28, 2020, the City Council approved another Consultant/Professional Services Provider Agreement with DEA in an amount not to exceed $75,000.00 for the same scope of work.
The agreement with DEA was last amended in 2023 to extend the term of contract by another year, which ended this year on March 4, 2024. Currently, we are extending the contract with DEA on a month-to-month basis due to the ongoing need to prepare sewer feasibility studies until a new contract is established.
For the past ten years DEA has been a very responsive and reliable consultant who can provide the requested professional services, including general sewer planning and engineering assistance on an as-needed basis.
The current ongoing tasks authorized under the existing engineering services contract will be carried over to the new agreement with the City Council’s approval. The consultant 3 5
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has been paid for the services completed to date, and any remaining balance will be carried over to the new agreement.
The following tasks will be carried over to the new agreement:
•Complete sewer feasibility study for the Dog Treat Manufacturing Plant proposed on Hesperia Road, south of Nisqualli Road
•Complete sewer feasibility study for The Court (99-unit condominiums) proposed on the northwest corner of 1st Avenue and Silica Road
As stated in the Fiscal Impact section of this report, sewer feasibility studies are development driven and developers are required to provide a deposit as part of the entitlement process. The total cost of sewer feasibility studies are fully paid for by the developer prior to the site being entitled. Sewer feasibility studies requested by City staff would be funded from the Sewer Fund.
Furthermore, in 2014, DEA provided consulting services to the City for the design of the “City of Victorville Interagency Safe Routes to School Project” (Project). DEA also assisted the City in securing Cycle 1 Active Transportation Program (ATP) funds by conducting “before” traffic counts at each of the 10 school sites to be improved by the Project. ATP guidelines require “before” and “after” traffic counts to be able to evaluate the impact of the improvements being funded by the program. The Project was completed in February 2020; however, “after” traffic counts could not be conducted due to pandemic school closures. After obtaining full grant reimbursement, the City in coordination with Caltrans, submitted a “Completion Report” in compliance with grant guidelines without “after” counts. This year, Caltrans has requested the City conduct the “after” counts and update the completion report accordingly.
Discussion:
The City currently has another Consultant/Professional Services Provider Agreement with DEA for the design of the SCLA 1-million gallon reclaimed water reservoir project for an amount not to exceed $308,480.00. The design agreement for the tank was approved by the City Council on December 7, 2021 and will not expire until January 6, 2026. Work on this design project is ongoing. If approved by the City Council, the cumulative total of the two agreements and purchase order with DEA will be $414,080.00.
VMC Section 2.28.280(c) allows a department head to recommend professional service or consulting contracts with qualified consultants on file with the City through an informal process if approved by the City Manager. The City Engineer requested permission of the City Manager to continue services with DEA based upon their past performance. The City Manager approved the request for a continuance of their services. DEA has provided sewer feasibility study services as discussed in the background portion of this staff report since 2018. They have performed the services requested of them very well. They have demonstrated their professional qualifications and competence in providing requested professional services and have created, maintained, and updated the City’s sewer hydraulic model since 2016.
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Engineering staff requested and received a proposal for the continuation of their services.
Engineering and Purchasing staff have carefully reviewed the proposal and concurred that their hourly rates are reasonable and in accordance with current rates for similar engineering services.
Engineering staff is recommending the approval of a new agreement with a one (1) year term with an option to extend it by four (4) additional one-year periods. The estimated amount of the contract is $100,000.00 based on actual costs over the last two years. The services will be used only on an as-needed basis when a sewer feasibility study is required.
Furthermore, due to DEA’s familiarity with the counts conducted in 2014 for the Safe Routes To School project completed in 2020, Engineering staff reached out to DEA and obtained a proposal, dated March 18, 2024, to conduct after project counts. The counts are required to be conducted in accordance with the ATP Interim Count Guidelines for the completed project. Engineering staff is recommending the issuance of a purchase order in an amount to exceed $5,600.00 to perform the counts and provide the data to report to Caltrans.
Staff recommends that the City Council approve a Consultant/Professional Services Provider Agreement with David Evans & Associates, Inc., in an amount not to exceed $100,000.00, for sewer feasibility studies and sewer engineering services and issue a purchase order for data collection in an amount not to exceed $5,600.00.
Staff remains available for any questions Council may have.
Attachments: A. Consultant/Professional Services Provider Agreement B. SRTS Counts Proposal