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APPROVE A MOTION TO GRANT A CONTRACT EXTENSION FOR CONSTRUCTION REPRESENTATIVE SERVICES FOR THE REGIONAL WASTEWATER CONTROL FACILITY MODIFICATIONS PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to execute a contract extension with Carollo Engineers, Inc. through January 30, 2025, for Construction Representative Services for the Regional Wastewater Control Facility (RWCF) Modifications Project.
It is further recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The RWCF Modifications Project consists of key upgrades to the RWCF to comply with permit-required effluent limits and replace equipment and processes that are 40 to 70 years old and beyond their useful life. Upon completion of the Project, the RWCF will be modernized and able to expand to support the community initially through 2035 with the ability to extend through 2045 and beyond.
To ensure overall project compliance and successful delivery, staff needs specialized Construction Representative services from an established engineering or construction company. If approved by the City Council, this action will authorize a no-cost contract extension with Carollo Engineers, Inc. for the C-Rep agreement, through January 30, 2025 (Attachment B), to allow for continued inspection services for the RWCF Modifications Project.
DISCUSSION
Background
On November 15, 2016, by Resolution No. 2016-11-15-1503, the City Council authorized a Progressive Design-Build Contract with the Joint Venture (JV) of AECOM/W.M. Lyles for the design and construction of the RWCF Modifications Project.
On July 30, 2019, by Motion No. 2019-07-30-1105, the City Council approved a Professional Services Contract (Attachment A) with Carollo Engineers, Inc. of Walnut Creek, CA, in the amount of $3,123,946 for construction representative (C-Rep) services for a term of four years with a one-year extension, not to exceed five years. The contract is set to expire on August 27, 2024, and there are no further extensions possible under the existing contract.
The C-Rep is responsible for monitoring the Design-Build contractor’s activity during final design, engineering services during construction, construction management, and construction activities. Retaining a C-Rep from an established engineering or construction firm is an industry best practice for complex projects like the RWCF Modifications Project.
Present Situation
The RWCF Modifications Project schedule is extended through January 30, 2025, due to differing site conditions found during construction, added project scope to construct the East Bank Outfall, and unexpected water intrusion during the 2023 winter storms.
The Professional Services Contract with Carollo Engineers, Inc. only allows for a five-year term, which will expire on August 27, 2024. To ensure that the City has the specialized resources available to perform the C-Rep work required for this project, staff recommends that the contract be extended through January 30, 2025.
If approved by the City Council, a no-cost contract extension will ensure that Carollo Engineers, Inc. continues to provide the City with necessary specialized C-Rep services, including monitoring progress of the construction activities, ensuring compliance with the construction contract and approved design documents, independent materials testing and a Labor Compliance Program to ensure successful project delivery and conformity to applicable law.
FINANCIAL SUMMARY
This is a no-cost change order, granting 156 days of time extension through January 30, 2025. The contract amount remains unchanged.
There is no impact to the City’s General Fund or any other unrestricted fund from this action.
Attachment A - Professional Services Contract with Carollo Engineers, Inc.
Attachment B - Amendment