REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with Woodard and Curran, Inc. for the Sanitary Sewer Hydraulic Modeling As-Needed Support [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
The City went through an RFP process and in June 2018 City Council approved an agreement with Woodard and Curran, Inc. for professional services to assist in maintaining the City’s sanitary sewer system hydraulic model (sewer hydraulic model) and evaluation of sanitary sewer system capacity on an as-needed basis. For developments with higher than projected densities or flows in the 2035 General Plan, the sewer hydraulic model is used to evaluate impacts of the proposed developments on the sanitary sewer system. The sewer hydraulic model requires regular maintenance updates to ensure it contains the latest and most accurate information on the sanitary sewer system. As part of the citywide sewer condition assessment program, sewer mains are inspected and repaired or replaced annually. After construction/repair of the sewer main is completed, the sewer hydraulic model is routinely updated with more accurate pipe data reflecting the changes and then it is analyzed for conveyance capacity.
The City is also home to a number of data centers which can experience “discharge events” from their cooling systems associated with heat waves. These “discharge events” can typically take place as temperatures get into the upper 90’s and 100’s. Staff would like to gain a better understanding of the potential peak flow rates from these data centers during a “discharge event.” In order to adequately assess the effect of such events the City should evaluate the data center locations, operations associated with discharge flows, and the weather conditions required to trigger such flows. Having this information will allow the City to update the sewer model, review the results and develop a standard procedure for analyzing future data centers effects on the City’s sanitary sewer system.
DISCUSSION
The proposed amendment to the scope of work will help accomplish various work efforts. First, it will analyze any deficiencies in the system, determine solutions and amend the City’s Sanitary Sewer Master Plan (Master Plan) to address the identified deficiencies. The conceptual solution will enable the City to initiate a sanitary sewer system capacity improvement project.
The second effort includes conducting a citywide data center discharge study to develop a framework for analyzing and planning for data center developments in the City and developing a standard procedure for analyzing future data centers.
Recent development activities and as-needed support required in the last two years have been higher than expected and the current agreement funding is being exhausted faster than originally anticipated. To avoid any lapse in service to development projects that require sewer capacity review, additional funds for the current tasks in the agreement are also being requested.
The first additional task, developing an addendum to the City’s Master Plan, is scheduled to be completed by the end of December 2020. The second additional task, conducting a citywide data center discharge study, is tentatively scheduled to be completed by the end of 2021. Since the current agreement expires prior to completing the citywide data center discharge study, this amendment proposes to extend the agreement expiration to June 30, 2022. Approval of this amendment would allow the City to commence necessary evaluations of any newly discovered deficiencies and discharges for data centers, keep the sanitary sewer system model up to date, and provide uninterrupted sanitary sewer capacity review services for development projects.
The current sanitary sewer hydraulic modeling support agreement with Woodard and Curran has an agreement amount of $300,000, and with the current level of support needed, the fund is expected to be exhausted by the end of August 2020.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of a California Environmental Quality Act (“CEQA”) pursuant to the CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Under the original Agreement, the not-to-exceed amount is $300,000. Amendment No. 1 would increase the contract by $673,636, which will bring the total not-to-exceed amount of the Agreement to $973,636.
A total appropriation of $632,113 is available in the Sewer Utility Capital Fund’s Sanitary Sewer Hydraulic Modeling As Needed Support project. Additional funding of $41,523 is available in the Sanitary Sewer Capacity Improvements project. This funding is recommended to be transferred to the Sanitary Sewer Hydraulic Modeling As Needed Support project to cover the Agreement’s existing tasks for continuation of services through the extension of the agreement term.
Budget Amendment
FY 2020/21
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Sewer Utility Capital Fund |
|
|
|
|
Expenditures |
|
|
|
|
Sanitary Sewer Hydraulic Modeling As Needed Support Project |
$632,113 |
$41,523 |
$673,636 |
|
|
|
|
|
|
Sanitary Sewer Capacity Improvement Project |
$20,991,662 |
($41,523) |
$20,950,139 |
COORDINATION
This report has been coordinated with the Water and Sewer Utility Department, Finance Department and 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 <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement for Design Professional Services with Woodard and Curran, Inc. for Sanitary Sewer Hydraulic Modeling As-Needed Support in the amount of $673,636, and extend the Agreement for one year to June 30, 2022;
2. Authorize the City Manager to exercise the option to extend the Agreement for up to two additional terms of one year each;
3. Authorize the City Manager to make minor modifications to the Agreement, if necessary; and
4. Approve the FY 2020/21 budget amendment in the Sewer Utility Capital Fund to transfer of $41,523 from the Sanitary Sewer Capacity Improvement Project to the Sanitary Sewer Hydraulic Modeling As Needed Support Project.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Original Agreement dated June 2018
2. Amendment No. 1