REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with HydroScience Engineers, Inc. for Hydraulic Modeling Calibration and Support Services for a Revised Maximum Compensation of $500,000
Report
BACKGROUND
Water and Sewer Utilities (“W&S”) utilizes a hydraulic model of the City’s water distribution system to evaluate system performance under various operational scenarios. The model provides essential pressure and flow information that supports day-to-day system operations and long-term planning for future capital improvement projects. The implementation of hydraulic modeling has also replaced W&S’s previous practice of conducting field fire flow tests, in which staff physically operated fire hydrants to obtain pressure and flow data. By using the hydraulic model to simulate these flow tests, W&S significantly reduces water use, improving the City’s water conservation efforts.
On November 14, 2024, the City Manager executed an agreement with HydroScience Engineers, Inc. (HydroScience) following a competitive Request for Proposals process. Consistent with City Code Section 2.105.300(a), which authorizes the City Manager to execute agreements up to $250,000, the agreement provided for an initial five-year term through November 14, 2029, with two one-year renewal options and a maximum compensation of $250,000.
Under the agreement, HydroScience is responsible for reviewing the City’s existing InfoWater hydraulic model, updating it based on water infrastructure improvements, calibrating the model as necessary, and performing analyses using the model. The agreement also allows W&S to request as-needed hydraulic modeling analyses, such as fire flow analyses, development impact analyses, and annual model updates.
DISCUSSION
The original $250,000 maximum compensation was based on the effort needed to complete the base scope of work to update and calibrate the City’s hydraulic model, totaling $192,500, and the remaining $57,500 allocated for as-needed services.
The base scope includes reviewing and updating the City’s InfoWater hydraulic model to ensure it is calibrated and accurately reflects the City’s water distribution system's actual operation. This work also includes water age analysis, updating demand projections based on the previous three years of usage, and developing unidirectional flushing program documents. Completion of the updated and calibrated model is expected by June 2026 and is currently within budget.
In addition to the base scope, the agreement authorizes HydroScience to perform as-needed hydraulic modeling services requested by W&S. These services primarily consist of fire flow analyses required by customers to obtain pressure and flow information needed for fire sprinkler system design. As-needed services also include development impact analysis and annual updates to the hydraulic model. W&S used the original $57,500 allocation to fund these services during the first year while assessing actual demand levels.
W&S has now confirmed an ongoing annual demand of approximately 75 fire flow requests, along with limited additional modeling needs. This service level requires additional funding to meet projected service needs for the remainder of the agreement term. Therefore, staff is requesting City Council approval to amend the agreement with HydroScience to increase the maximum compensation by $250,000, for a revised not-to-exceed amount of $500,000. The additional $250,000 that will allow W&S to continue processing approximately 75 fire flow analyses per year and to complete other as-needed modeling services as required.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The cost of Amendment No.1 is $250,000 and increases the maximum compensation from $250,000 to $500,000 for the term of the agreement. There is sufficient funding in the Water Utility Fund for Amendment No. 1.
COORDINATION
This report has been coordinated with Water & Sewer Utilities and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute Amendment No. 1 to the agreement with HydroScience Engineers, Inc. to increase the maximum compensation by $250,000 for a revised not-to-exceed maximum compensation amount of $500,000, subject to the appropriation of funds, and in a final form approved by the City Attorney; and
2. Authorize the City Manager or designee to take all actions necessary to implement and administer the agreement with HydroScience Engineers, Inc., including negotiating and executing future amendment(s) to add or delete services associated with the services and make de minimis changes, provided that the total maximum compensation is not exceeded, subject to the review and approval as to form by the City Attorney.
Staff
Reviewed by: John Ramirez, Director, Water & Sewer Utilities
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Amendment No. 1 to the Agreement with HydroScience Engineers, Inc.
2. Original Agreement