Title
Recommendation to Authorize the City Manager to Execute a First Amendment to Agreement with Schaaf & Wheeler for the Preparation of Engineering Documents for the Upgrade of the City of Alameda Sewer Pump Stations, Phase 5, to Extend the Term of the Agreement for Two Additional Years without Amending the Agreement Amount. (Public Works 50141600)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) issued a Request for Proposal (RFP) on March 12, 2020, for preparation of engineering documents for the upgrade of the City’s sewer pump stations, phase 5. Schaaf & Wheeler was awarded the contract on June 16, 2020. The contract expired on June 16, 2021, prior to completion of the design work. The consultant team has designed the majority of the pump station upgrade projects completed to date in the City. The consultant has proven to be responsive and possesses expert knowledge of pump station design. Staff is requesting an amendment to the agreement to extend the term only with Schaaf & Wheeler for preparation of engineering documents for the upgrade of the City’s sewer pump stations, phase 5.
BACKGROUND
The City operates the local sanitary sewer collection system comprised of sewer pipes, pump stations, and other facilities. Some of this aging infrastructure has reached its life expectancy and requires rehabilitation. The City is upgrading existing sanitary sewer pump stations, as identified in the Sanitary Sewer Pump Station Master Plan, in accordance with requirements of the Consent Decree, and funded in City’s Capital Improvement Program. The work entails designing improvements to pump station reliability, safety and capacity and to limits public health impacts associated with sanitary sewer overflows.
DISCUSSION
The term of original agreement terminated on June 16, 2021. A First Amendment to the Agreement is needed to extend the term with Schaaf & Wheeler for preparation of engineering documents for the upgrade of the City’s sewer pump stations, phase 5 for two additional year. The budget for these services is $544,392. The design services include the following pump stations:
• Eighth and Portola
• Eighth and Taylor
• Tideway
• Willow
• Dublin
Staff recommends amending the agreement, extending the term only, to allow sufficient time for Schaaf & Wheeler to complete the work. Construction dollars will not be appropriated until Fiscal Year 2023-24 budget. The design cycle is expected to be completed over the next 24 months. The original contract and amendment are attached as Exhibits 1 and 2.
ALTERNATIVES
• Amend the contract to extend the term with Schaaf & Wheeler.
• Do not amend this contract, requiring staff to solicit services to complete the design.
FINANCIAL IMPACT
The project is budgeted in the Public Works Department’s Capital Improvement Program (current Project 96004602, new Project C22000) with funding from the Sewer Services Fund (current Fund 602, new Fund 501). There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under CEQA Guidelines Section 15301(b), Existing Facilities.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a first amendment to agreement with Schaaf & Wheeler for the preparation of engineering documents for the upgrade of the City of Alameda sewer pump stations, phase 5, to extend the term of the agreement for two additional years.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval of the first amendment to the agreement with Schaaf & Wheeler to extend the term for two years.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Flavio Barrantes, Project Manager III
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Original Agreement
2. First Amendment
cc: Eric Levitt, City Manager