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Report to execute a First Amendment to the Consulting Services Agreement with Bellecci & Associates for an additional $134,718 for the Mission Road Underground Utilities District (Project No. st1904). (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 First Amendment to the Consulting Services Agreement with Bellecci & Associates of Pleasanton, California for an additional $134,718, resulting in a total contract amount of $462,134, with the understanding that $324,716.07 has already been paid, for the Mission Road Underground Utilities District (Project No. st1904).
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BACKGROUND/DISCUSSION
On August 22, 2018, the City Council adopted Ordinance 1561-2018 to establish the Mission Road Underground Utilities District ("District") in accordance with provisions of California Public Utilities Commission (CPUC) Rule 20A. This District extends approximately 2,500 linear feet along Mission Road from Grand Avenue to the southern Bay Area Rapid Transit (BART) Station entrance, connecting with existing underground utilities. A map of the Mission Road Underground Utility District is provided in Attachment 1.
In established Districts, the Utility Companies [Pacific Gas & Electric(PG&E) power, American Telephone & Telegraph (AT&T) telephone, and Comcast cable] pay the cost of moving overhead electric power and communication lines to underground trenches in public rights-of-way and/or easements. Pole-mounted equipment, such as switches and transformers, are moved to utility cabinets placed on sidewalk pads. New property service laterals are installed underground from the distribution lines into each property and connected at new service panels, typically mounted outside buildings. The City must replace any utility pole-mounted street lights.
Ordinance 1561-2018 specified that the City would be the lead agent responsible for completing the project's joint trench design and construction. PG&E, AT&T, Wave Broadband, and Comcast will place their utilities underground and reimburse the City for their share of design and construction costs.
On December 12, 2018, the City Council approved a resolution authorizing the City Manager to enter into an Agreement with Bellecci & Associates for consultant services for a total contract amount of $327,416. The scope of work for civil engineering, project management, and other design services for the project was anticipated to be completed in December 2021.
During the design phase in 2021, PG&E had to reprioritize their workplan to address the wildfires, reallocating their project review resources elsewhere. This led to the project being held, as it couldn't proceed or be reviewed by PG&E. Staff worked closely with PG&E liaisons and representatives to advocate for the project with PG&E's upper management. Eventually, PG&E reprioritized the project, but it resulted in significant months-long delays.
Due to extended coordination time with PG&E, additional out-of-scope design items, and design services during construction, City staff is recommending amending the contract to extend the term of the Agreement and to increase the contract cost for the following additional scope as described below:
• Design Updates - design of new bulb-outs and drainage improvements to accommodate the new PG&E vaults in the sidewalk, etc.
• Potholing Services - verification of existing utilities for proposed utilities and design.
• Site Visits and Inspections - provide the necessary design support throughout the construction of the project.
The project's design phase is anticipated to be completed in June of 2024, with construction to start later this year. Bellecci & Associates will provide design support during construction, and City staff recommends extending the term of the Agreement to June 30, 2026. The extended time is intended to accommodate any unforeseen construction delays that may arise during the project.
FISCAL IMPACT
This project is already included in the City of South San Francisco's fiscal year 2023-24 Capital Improvement Program (Project No. st1904) with sufficient budget to accommodate the additional consulting services.
The following details the project's total design budget:
Original Consultant Services Contract $ 327,416
+ Additional Design Services (First Amendment) $ 134,718
Total Project Design Amended Contract $ 462,134
RELATIONSHIP TO STRATEGIC PLAN
The Mission Road Underground Utilities District supports the City's Strategic Plan to improve Quality of Life by promoting pedestrian-friendly sidewalks, making public transit more accessible, offering mobility options for non-drivers, and enhancing overall safety.
CONCLUSION
Staff recommends approving the First Amendment to the Consulting Services Agreement with Bellecci & Associates for the Mission Road Underground Utilities District (Project No. st1904) to complete the project through the end of construction.
Attachments:
1. Project Location Map