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Report regarding a Second Amendment to the Consulting Services Agreement with Akel Engineering Group, Inc. for an additional $360,792 for the Sewer Master Plan (Project No. ss1801). (Jeffrey Chou, Senior Engineer)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the City Manager to execute a Second Amendment to the Consulting Services Agreement with Akel Engineering Group, Inc. of Fresno California, for an additional amount of $360,792, resulting in a total contract amount of $1,064,480, with the understanding that $682,968.74 has already been paid, for the Sewer Master Plan (Project No. ss1801).
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BACKGROUND/DISCUSSION
A Sewer Master Plan (SMP) is an essential planning tool that enables a public agency to evaluate its sanitary sewer system, identify deficiencies that can cause overflows, specify preventive maintenance practices, and develop a list of repair and replacement projects. These projects, and their approximate costs, can then be incorporated into future capital improvement programs (CIPs).
On January 24, 2018, the City Council approved a resolution authorizing the City Manager to enter into an Agreement with Akel Engineering Group, Inc. of Fresno, California for consultant services, for a total contract amount of $409,996 to develop the Citywide Sewer Master Plan.
On December 9, 2020, the City Council approved a resolution authorizing the City Manager to enter into a First Amendment to the Consulting Services Agreement and increase the contract authority by $293,692 for a total contract amount of $703,688 with Akel Engineering Group, Inc. The scope of work under the First Amendment included additional infiltration and inflow (I&I) monitoring and developing a I&I reduction program, while also updating the sewer model and technical memo. A map of the existing system monitored for the citywide study is provided in Attachment 1.
Due to additional out-of-scope design items, city staff is recommending amending the contract to extend the term of the Agreement and to include cost for the following scope and as described, but not limited to the below:
• Sanitary Sewer Hydraulic Model - updating the sewer model to be consistent with the City’s 2040 General Plan buildout.
• Sanitary Sewer Master Plan - updating the system’s capacity improvements and Capital Improvement Program based on model updates.
• Additional Analysis - budget allowance for future City-directed work.
• Development review - budget allowance for future development analysis and updates.
City staff recommends extending the term of the Agreement to June 30, 2027, as the Sewer Master Plan will be updated to incorporate the most current buildout projections from the 2040 General Plan. Staff envisions ongoing analysis and model updates in the future as new development or projects are introduced. The Sewer Master Plan will serve as a dynamic document, subject to updates as necessary.
FISCAL IMPACT
This project (No. ss1801) is included in the City of South San Francisco’s fiscal year (FY) 2023-24 Capital Improvements Program (CIP). There are sufficient funds in the FY 2023-24 CIP to cover the total design contract costs.
The following details the project total design budget:
Original Consultant Services $ 409,996
First Amendment $ 293,692
+ Additional Design Services (Second Amendment) $ 360,792
Total Project Design Amended Budget $1,064,480
RELATIONSHIP TO STRATEGIC PLAN
The proposed engineering service agreements are consistent with the City’s Strategic Plan initiative of Quality of Life by helping to provide safe and well-designed infrastructure.
CONCLUSION
Staff recommends executing the Second Amendment to the Consulting Services Agreement with Akel Engineering Group, Inc. for the Sewer Master Plan (ss1801).
Attachments:
1. SMP Sewer Basin Map