REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with Mott MacDonald Group, Inc. for Annual Sanitary Sewer Condition Assessment Repair Projects (Year 2021/2022 Projects) [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
On June 23, 2020, Council approved an agreement with Mott MacDonald Group, Inc. to provide engineering design services for sanitary sewer repair construction contracts for public works bidding (Attachment 1). The agreement includes an initial term to prepare construction documents for repair projects bidding in 2021, and two extension options to prepare construction documents for repair projects bidding in 2022 and 2023. The initial term of the agreement for year 2021 projects includes the design of repairs along approximately 45 sanitary sewer pipelines totaling approximately 12,000 feet in length at various locations citywide. These pipelines were identified for repair by Water and Sewer Utilities Department staff based upon pipeline inspections performed through the sanitary sewer condition assessment program and considerations such as the condition of the pipes, the severity of defects, the amount of sewer flow and size of area served. The consultant has been providing engineering services for repair of these pipelines since approval of the agreement and is currently in the preliminary engineering phase.
The Water and Sewer Utilities Department has continued to perform ongoing condition assessments of the sanitary sewer collection system with the objective of completing a full inspection of all the gravity mains by March 2021. This assessment was divided into five phases, the third of which was recently completed. The pipelines prioritized for repair in year 2021 construction contracts referenced above are based upon information collected and evaluated from prior phases. The third phase assessment revealed approximately 50 additional high priority pipelines totaling about 15,000 feet that need repair. These pipelines are considered a high priority due to their condition, location, and the amount of sewer flow that they carry. The location of these additional pipelines is in the northern region of the City and includes critical sewer mains along Great America Parkway, Lafayette Street, and surrounding areas that together convey approximately 65 percent of the City’s total sewage flow. A portion of the sanitary sewer pipeline within these limits along Lafayette Street previously required emergency repairs. A map of these locations is attached to this report (Attachment 2).
Due to the high priority of these additional pipelines in need of repair, staff recommends adding them to the existing 2021 Mott MacDonald Group, Inc. annual repair agreement so they can be completed as soon as possible. Engineering services for the additional pipelines are not included the scope of services or schedule of fees in the original agreement with Mott MacDonald Group, Inc., and an amendment to the agreement is required for the consultant to provide the services necessary to prepare the construction bid documents to repair these pipelines.
DISCUSSION
Upon identifying the need for repair of the additional pipelines, staff coordinated with the consultant and Water and Sewer Utilities Department to evaluate various options for addressing these repairs within the terms of the original agreement. Options considered included continuing with the pipeline repairs specified in the original agreement and deferring the additional pipeline repairs to a subsequent year; deferring the pipeline repairs in the original agreement and instead continuing with the additional pipeline repairs; and continuing with the pipeline repairs in the original agreement and adding the additional pipeline repairs. Due to the high priority of the repair needs and the potential risk posed with delaying the repairs, staff concluded that the most prudent course of action is to pursue the repairs of both the original agreement and the additional pipelines.
The proposed Amendment No. 1 attached to this report (Attachment 3) includes a negotiated scope of services and schedule of fees that incorporates the engineering design services necessary for repair of the additional pipelines into the agreement. The scope of services generally includes for both the original pipelines and the additional pipelines: review of the pipeline defects, recommendation and incorporation of the type of repair into multiple construction contracts, preparation of environmental review, preparation of construction documents (plans, specifications, and estimates) for public works construction bidding, and engineering support services during construction. The prioritization of the pipelines for repair will be further refined as part of the preliminary engineering and cost estimating tasks, and it is possible that some pipeline repairs deemed to be a lower priority may be deferred to subsequent years if adequate funding for construction is not available. The exact details of this will not become known until the preliminary engineering work with estimated construction costs is performed under the amended agreement.
Staff recommends approval of Amendment No. 1 to the agreement for design professional services with Mott MacDonald Group, Inc. for annual sanitary sewer condition assessment repair projects. Approval of this amendment will allow for the engineering design services necessary to develop the construction documents for the work to maintain the reliability of the City’s sanitary sewer infrastructure. Prevailing wage requirements that were included in the original agreement remain applicable under Amendment No. 1.
ENVIRONMENTAL REVIEW
This action is for design professional services and the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act ("CEQA") Guidelines section 15378 as the action being considered does not commit the City to undertake the project and future discretionary approvals are required by the City to approve the project for construction. The amended agreement includes environmental review services for the sewer repairs being considered, and the consultant will evaluate the proposed work in accordance with CEQA as part of the design and approval process.
FISCAL IMPACT
The original agreement for year 2021 projects is for a total not-to-exceed amount of $878,163 (consisting of $798,330 for basic services and $79,833 for additional services). Amendment No. 1 adds $690,766 to the initial term, bringing the agreement to a total not-to-exceed amount of $1,568,929 ($1,426,299 for basic services and $142,630 for additional services). Funds for Amendment No. 1 are available in the FY 2020/21 and FY 2021/22 Adopted Capital Improvement Program Budget in the Sanitary Sewer System Improvements project in the Sewer Utility Capital Fund. The original agreement includes two extension options for the design of future year 2022 and 2023 repair projects in the amounts of $560,000 and $600,000, respectively. The amounts for these extension options remain unchanged under this Amendment No. 1.
Staff anticipates that additional amounts may be required for this project in the Capital Improvement Program Budget to fund the full construction costs of the year 2021 repair contracts. Any budget amendments will be presented to the Council for consideration at the time of construction contract award.
COORDINATION
This report has been coordinated with the Water and Sewer Utilities 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
Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement with Mott MacDonald Group, Inc. for Annual Sanitary Sewer Condition Assessment Repair Projects.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manger
ATTACHMENTS
1. Original Agreement
2. Map of Additional Pipelines for Repair
3. Amendment No. 1