July 28, 1998
SUBJECT: Approval of Amendment of Consultant Services Agreement with Kennedy/Jenks Consultants for the Reclaimed Water Distribution System Phase IIb, IIc and IId (UW-96-2) – RTC 98-267
REPORT IN BRIEF
Staff is recommending that the City Council approve the amendment to the agreement with Kennedy/Jenks Consultants for providing design and
support during construction of the Reclaimed Water Project Phase IIb, IIc, and IId pipelines. The amendment provides an increase of $50,000 in the consultant’s fee for additional design services for Phase II pipeline (i.e., the main extension to the Wolfe/Kifer Storage and Pumping Station). The total contract amount, however, is reduced from the original fee of $497,000 to $295,851 because of deletion of Phase IIc and IId design work.BACKGROUND
On November 12, 1996, Council approved an agreement with Kennedy/Jenks to provide consultant services to prepare plans and specifications for the Reclaimed Water Distribution System Phases IIb, IIc, and IId pipelines. The total fee for this work was $497,500. The planned system is shown on the attached Figure No. 1. The contract was divided into phases to provide flexibility in terms of optimizing the scope of work on the basis of availability of funds in the budget. Two funding options were reviewed during the budget cycle that followed. The first option provided for completing the entire system, consisting of phases IIb, IIc, IId, including a storage tank and pumping station. This option required an addition of $10.5 million. The second option, which was adopted, provided $4.5 million for completing only Phase IIb and storage tank with pumping station. This option provides an operational reclaimed water system to which additional phases can be added to in the future if funds are available.
In keeping with the approved budget, the consultant was directed to complete the design of Phase IIb only, and wrap up the design of Phase IIc in such a way that it could be used for the future extension of the system. This has resulted in a decrease in the consultant’s overall fee.
The design of the storage tank and the pumping station is being done by another consultant under a separate contract, and is not impacted by this amendment.
DISCUSSION
The original design of Phase IIb involved placing of the pipeline in the levee system belonging to the Santa Clara Valley Water District, for which the City had obtained preliminary approval. When the design of the pipeline was essentially complete, the Water District reversed their decision to allow placing of the pipeline in the channel easement due to new geotechnical information available to them. This requires relocating the pipeline out of the District’s easement, and as a result additional design effort is needed.
The consultant proposal for the added services was $80,000. This amount was negotiated down by the staff to $50,000. To keep the project moving, $20,000 was authorized under the optional work provisions of the contract, which amount is reinstated for optional services in this amendment.
The project cost will also be increased $100,000 to $150,000 because of the need to acquire rights-of-way that were not contemplated in the original scope. Staff has started negotiations with the property owners for acquiring these rights-of-way.
FISCAL IMPACT
The total fee will be reduced and allocated as follows:
| $497,500.00 | Original Contract Fee |
| 201,649.00 | Phase IIc and IId Reduction |
| $295,851.00 | Amended Contract Fee |
| $192,408.00 | Phase IIb Design and Construction Support |
| 50,000.00 | Negotiated Additional Fee |
| 53,443.00 | Phase IIc (To Date and To Wrap Up) |
| $295,851.00 | Amended Contract Fee |
Although this is an increase in the project scope for Phase IIb, the elimination of Phase IIc and IId provides a net reduction in the original consultant services contract.
PUBLIC CONTACT
Posting of the Council Agenda.
RECOMMENDATION
That the City Council authorize the City Manager to sign the attached professional services agreement amendment with Kennedy/Jenks Consultants. This amendment provides for additional design services to complete the plans and specifications and construction support for the Reclaimed Water Distribution System Phase IIb.
Prepared by:
Mark R. Dettle
Assistant Director of P.W./City Engineer
Reviewed by:
Marvin A. Rose
Director of Public Works
Reviewed by:
Mary Bradley
Director of Finance
Approved by:
Robert S. LaSala
City Manager
Attachments
C:\DOCUMENTS\PROJECTS\UW-96-2\CONS AMEND RTC.vr