Title
Staff Report for a Resolution to Approve a Consulting Services Agreement Amendment No. 1 for $86,471 with Carollo Engineers; Inc. Related to the Water Pollution Control Plant Rehabilitation Project, Project No. 593-52-239
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract amendment provides for consulting services to assist with the close out of the construction contract for the Water Pollution Control Plant (WPCP) Rehabilitation project.
Staff recommends the following:
• Approval of Amendment No. 1 to an existing consulting services agreement with Carollo Engineers, Inc. that
o Provides construction claim support and preparation of record drawings and online maintenance manuals
o Increases the contract amount by $86,471, resulting in a total contract amount of $465,054;
o Extends the existing contract to December 31, 2018;
BACKGROUND
Carollo Engineers, Inc. provided construction support on the WPCP Rehabilitation project beginning in late 2011 and continued past acceptance in May 2016. Shortly after acceptance of the work, Carollo Engineer’s contract for construction support expired, and in September 2016 a new contract was created which included two tasks carried over from the construction support contract as well as new tasks to assist the City with resolving disputes with the general contractor, S.J. Amoroso, Inc. This current contract expires at the end of 2017.
Significant progress has been made on the resolution of disputed items; however, not all items are resolved. The materials Carollo Engineers need to complete tasks related to documenting record drawings and creating online maintenance manuals have not yet been submitted by the general contractor.
Analysis
Carollo Engineers’ work related to documenting record drawings and creating online maintenance manuals is important work that the City still needs. The work has been delayed by the general contractor. Staff recommends that Carollo Engineers continue to provide these services.
While agreement with the general contractor has been reached on many disputed items, additional effort is needed to respond to outstanding claims and to support the City’s position regarding analysis of project delays and impacts to the scope of work and schedule. Carollo Engineers remains the most knowledgeable entity with respect to this project and the construction contract and is well positioned to continue providing this service.
To complete negotiations and achieve the desired resolution on outstanding contract close out matters, staff requires Carollo’s assistance and expertise. Staff estimates that $86,471 is required for Carollo to assist with the completion and resolution of outstanding construction contract closeout issues.
Previous Actions
• On September 19, 2016, by Resolution No. 2016-120, the City Council approved a consulting contract agreement with Carollo Engineers, Inc. for closeout consulting services and for services not completed under prior existing engineering consultant services agreement on the WPCP Rehabilitation project.
• On May 2, 2016, by Resolution No. 2016-051, the City Council accepted the work for the WPCP Rehabilitation Project.
• On July 20, 2015, by Resolution No. 2015-133, the City Council approved appropriations in the amount of $453,000.00 from the WPCP Enterprise Fund Unrestricted Fund Balance to the WPCP Rehabilitation Project.
• On July 5, 2011, by Resolution No. 2011-136, the City Council approved appropriating funds totaling $43,000,000 from the State Revolving Fund Financing for the WPCP Rehabilitation Project (appropriated $43,000,000.00).
• On July 5, 2011, by Resolution No. 2011-135, the City Council approved appropriating Funds from the WPCP Enterprise Fund for the WPCP Rehabilitation Project (appropriated $7,000,000.00).
• On July 5, 2011, by Resolution No. 2011-133, the City Council approved a Consulting Services Agreement with Carollo Engineers related to the WPCP Rehabilitation Project in the amount of $3,231,229.00.
• On February 7, 2011 by Resolution No. 2011-013, the City Council approved the plans and specifications and called for bids for the subject project.
Applicable General Plan Policies
• Policy CSF 6.4: Wastewater Collection and Treatment. Maintain efficient, environmentally sound, and cost-effective wastewater collection and treatment services in San Leandro.
• Policy CSF 6.5: Capacity. Maintain adequate capacity at the San Leandro wastewater treatment plant to accommodate projected levels of growth within the service area and encourage Oro Loma Sanitary District to do the same. Support efforts to maintain and/or improve the high quality of treated effluent at both plants and increase the feasibility and cost-effectiveness of using recycled wastewater for non-potable purposes.
• Policy CSF 6.8: Maintenance. Ensure that sufficient funding is provided for the ongoing maintenance of City-owned facilities, including streets, street lights, traffic signals, landscaping, street trees, storm drains, public buildings and other infrastructure.
Permits and/or Variances Granted
City Building Permits were issued for the work.
Environmental Review
The project was determined to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to section 15301 (b) “Existing Facilities”.
Code Compliance Review
Code review was completed as part of the permit approval from the City of San Leandro Building Department and the Alameda County Fire Department.
Fiscal Impacts
The total cost of the project including construction and construction management is $51,301,957 and the consultant services agreement costs for the closeout contract is as follows:
Existing Agreement $378,583
CSA Amendment No. 1 (New Costs) $86,471
Total Costs $465,054
Budget Authority
This project is funded from the following accounts:
Account No. Appropriation Dates & Resolution No. Amount
593-52-251 July 5, 2011; 11-136 $ 43,000,000
593-52-250 July 5, 2011; 11-135 $1,610,000
593-52-252 July 5, 2011; 11-135 $5,390,000
593-52-252 July 20, 2015; 15-133 $453,000
593-52-209 July 2004; Carryover 2012-13 $545,735
593-52-236 July 2007; Carryover 2007-08 $303,222
$51,301,957
Attachment(s) to Related Legislative File
• Amendment No.1 to CSA with Carollo Engineers, Inc. for WPCP Closeout
PREPARED BY: Austine Osakwe, Senior Engineer, Engineering and Transportation Department