REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 2 to the Agreement with Woodard and Curran, Inc. for Sanitary Sewer Hydraulic Modeling As-Needed Support
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
In March 2018, the City conducted a competitive Request For Proposals (RFP) process for design professional services to assist in maintaining the City’s sanitary sewer system hydraulic model (model) and evaluation of sanitary sewer system capacity for development and sewer repair projects on an as-needed basis. Through this process, Woodard and Curran, Inc. was selected and on June 26, 2018 City Council awarded a three-year agreement. On August 18, 2020, City Council approved Amendment No. 1 to the agreement, which updated the scope of work to include additional work efforts related to updating the City’s Sanitary Sewer Master Plan. Amendment No. 1 increased the total not-to-exceed amount of the agreement to $973,636 and extended the term for one year to June 30, 2022.
The model is used to evaluate impacts on the sanitary sewer system of proposed developments with higher-than-projected densities or flows in the 2035 General Plan. These types of evaluations are paid for through developer fees. To ensure the model contains the latest and most accurate information on the sanitary sewer system, it requires regular maintenance updates. As part of the citywide sewer condition assessment program, sewer mains are routinely inspected and repaired/replaced, and this model is used to analyze the sewer systems conveyance capacity. Once repairs or improvements are constructed, the model is updated to reflect the changes with the latest data.
This model is also utilized to review Specific Plan impacts on the sewer conveyance capacity, such as the Patrick Henry Drive Specific Plan (PHDSP). In May 2020, the sewer model run analysis found that multiple capacity improvement projects would be required in order to convey the estimated sanitary sewer flows from the PHDSP.
DISCUSSION
The proposed Amendment No. 2 updates the scope of work to increase support activities for the PHDSP development, including evaluating various alternatives to convey the increased sanitary sewer flows so an informed decision can be made on which capacity improvement projects need to be implemented to support it. A total of five alternatives, including three gravity alternatives and two lift station alternatives, will be evaluated for items such as hydraulic performance, maintenance, and estimated construction cost. Amendment No. 2 also proposes to extend the term of the agreement for one year to June 30, 2023.
Funding provided through the Reimbursement Agreement for the PHDSP will cover the sewer system capacity improvement project evaluation of alternatives. The Community Development Department (CDD) submitted RTC 21-1063 for City Council approval on August 24, 2021, which includes Amendment No. 1 to the Reimbursement Agreement with developers within the PHDSP Area.
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
The current not-to-exceed compensation amount under Amendment No. 1 is $973,636. Amendment No. 2 increases the maximum compensation by $237,386. This includes $189,909 for the estimated services and an additional amount of $47,477 to be authorized as necessary if additional changes to the PHDSP are made. The revised not-to-exceed amount of the amended agreement is $1,211,022.
There is sufficient funding for this amendment in the Sanitary Sewer Hydraulic Modeling As-Needed Support Project. A total appropriation of $240,000 was funded by developer contribution through a reimbursement agreement as the compensation increase for Amendment No. 2 is specifically related to work supporting the PHDSP.
COORDINATION
This report has been coordinated with the Water & Sewer Utilities Department, Community Development 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. 2 to the Agreement for Design Professional Services with Woodard and Curran, Inc. for Sanitary Sewer Hydraulic Modeling As-Needed Support in the amount of $237,386 and to extend the term of the agreement through June 30, 2023 for a revised not-to-exceed maximum compensation amount of $1,211,022; and
2. Authorize the City Manager to make minor modifications to the Agreement, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Original Agreement
2. Amendment No. 1
3. Amendment No. 2