Agenda Item Wording:
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Authorize the City Manager to approve a contract amendment for Carollo Engineers, Inc. in the amount of $97,070 for the Update to the Stormwater Master Plan (Project Number 2450-72000/CP9067-999) and an additional appropriation of $100,000 from Storm Sewer Construction Fund 221.
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Deadline for Action: None.
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Katherine Woodhull-Fuget, Assistant Engineer, Katherine.Woodhull-Fuget@visalia.city, (559) 713-4447
Frank Senteno, City Engineer, Frank.Senteno@visalia.city, (559) 713-4331
Nick Mascia, Assistant City Manager, Nick.Mascia@visalia.city, (559) 713-4323
Department Recommendation:
Staff recommends that the City Council:
1. Authorize the City Manager to execute a consultant contract amendment for the development of additional Capital Improvement Projects by Carollo Engineers, Inc. to Update the Stormwater Master Plan in the amount of $97,070 (CP9067); and
2. Authorize an additional appropriation of $100,000 from Storm Sewer Construction Fund 221 to CP9067.
Background Discussion:
The main purpose of updating these master plans is to adequately size storm water and sewer system facilities for the future growth in accordance with the 2014 General Plan update. The 2014 General Plan update contains new policies and changes to land use types and land use densities that have a direct impact on the sizing of these facilities. The current master plans in use were updated in 1994 based on the 1990 General Plan. These master plan updates should track on the same cycle of updates that occur to the General Plan. Staff is currently updating these master plans and will be presenting an introduction to the Nexus Study at the December 19th Work Session, if time permits. The tentative schedule is to assemble the Impact Fee and Service Charges and present to City Council with a draft report at various City Council meetings in spring of 2023 with a final report and public hearing to follow. The schedule is subject to change based on the Consultant findings, public input, and City Council direction.
Sewer and Storm Drain Master Plan(s) History:
In 2003, the City authorized Carollo Engineers, P. C. to prepare an update to the Sanitary Sewer Master Plan. Carollo delivered a sewer model and master plan report in 2005. In 2006, the City issued a Request for Proposals (RFP) to update the Storm Master Plan and received only one proposal, from Boyle Engineering Corp. After pulling the contract award to Boyle from the consent calendar on November 6th, 2006 due to concerns with the scope of work, Council authorized Boyle to proceed with the data collection and model development phases but not the master plan analysis or report. Boyle delivered an in-progress storm drain model and draft future project list in 2007.
Programmatic Environmental Impact Reports were not created for either the 2005 Sewer nor the 2007 Storm Master Plan updates, and so neither were officially implemented. Efforts were halted with the start of the General Plan update process so that any General Plan changes could be incorporated into the master plans.
In 2013, Staff resumed efforts to update the master plans, including formally terminating the contract with Boyle while ensuring the City retained the rights to the storm water modeling data produced by Boyle for future use. In 2014, the current City General Plan was adopted. In 2016, Staff went to Council with a work session item to discuss the impacts of 2014 General Plan Policies on the master plans and to receive Council feedback on the proposed scope of work for a new RFP to update the master plans.
In the fall of 2017 City staff issued RFP 17-18-29 to hire a consultant to update the City’s public facility master plans for storm water and sanitary sewer collection. The general scope of work included hydrology, hydraulic modeling and analysis, planning level design, cost estimating, stakeholder outreach, presentations, financial analysis and report writing. The City received proposals from two (2) consultants in response to the RFP. A three-person Selection Committee was established to review, rate and rank the Proposals. The rating of the Proposals showed the one submitted by Carollo Engineers to be consistently and clearly ranked the highest. On September 4th, 2018, Council authorized the City Manager to execute a contract with Carollo Engineers, Inc to update the City’s public facility master plans for stormwater and sanitary sewer collection. The contract was split into two separate CIP’s.
The updates to the Stormwater Master Plan (CP9067) had an original contract amount not to exceed $326,700 and the Sanitary Sewer Master Plan (CP0015) a not to exceed contract amount of $279,200.
These master plans provide necessary guidance to City staff for capital projects and to private developers for knowing the City’s requirements for storm water and sewer system facilities. This includes when to have the developer upsize their line to meet the plan. Additionally, these master plans will include nexus studies that will provide an equitable distribution of development and maintenance costs through updated development impact fees and service charges, respectively, for storm water and sanitary sewer collection.
This contract amendment focuses solely on the Stormwater Master Plan.
Current Stormwater Master Plan Background:
Carollo’s initial proposed scope of work included developing an existing conditions storm drain model from scratch. In an attempt to cut costs, Staff at the time proposed using the model produced by the halted Boyle Engineering 2005 master plan efforts as a baseline conditions model that Carollo’s subcontractor, CWE, could convert from InfoSWMM to EPASWMM (Modeling formats) and then add minor updates to bring the model from the 2005 condition up to the present. This was a significant decrease in scope from Carollo’s initial proposal, and, had things gone as planned, would have saved a substantial amount of money. Unfortunately, when the 2005 model was delivered to the consultant after the contract was awarded, they determined that the model was not actually a complete and detailed model of the 2005 conditions. A significant amount of infrastructure and subcatchments (drainage areas) were missing, and much of what was in the model was inaccurate. As a result, extra time and effort were required to get the storm drain model up to where it was expected to be at the start of the project. This extra work was performed under Amendment #1 and Amendment #1 was approved in August 2021 increasing the contract amount by $132,543, bringing the storm contract amount to $459,243.
Project Delays:
The City staff member originally responsible for the project having the most project and institutional knowledge left the City shortly after the project started, making things even more difficult for the consultant. The project has changed hands twice more since then, creating delays in resolving missing data gaps. Delays were also created due to limited City data and staff availability. Further, the City was slow to deliver required project data due to difficulty locating the information. Development of the existing storm drain system model was an iterative process; delayed by constant setbacks due to having to chase down information in the field or through available plans. And as stated above, there was a significant amount of effort needed to develop the correspondingly amount of added infrastructure and identified deficiencies in the existing system. During these delays, the Consultant also experienced staff turnover, which added time and cost as additional staff had to be brought up to speed on the model.
Contract Amendment #2:
When Carollo and CWE developed the initial contract and the first contract amendment, they assumed a total of 20 to 25 CIP projects would be developed to address both existing deficiencies and future conditions. The original cost for the Master Plan Development Capital Improvement Plan sub-task was based on 20 to 25 CIPs at $3,000 to $5,000 per concept developed. Over the past year, the consultant and staff identified 19-existing deficiency CIPs, three of which have alternative options, and 31-future conditions CIPs for a total of 53 projects and/or concepts developed. These additional CIPs have exhausted the budget for the storm master plan.
Therefore, the following contract amendments are requested for the Storm Water Master Plan:
Item 1: Master Plan Development (Task 3)
This amendment accounts for the costs for developing 31-additional CIPs not originally budgeted for. These efforts include model development and analysis, determination of the trunkline and basin locations and sizes, evaluation of the previously proposed CIP projects identified by the City for the existing conditions, development of the CIP data sheets for the master plan, and one revision of the sheets based on City comments. There will be no revisions above these efforts.
Net Increase: $91,770
Item 2: Project Management (Task 6)
This amendment also accounts for additional meetings and teleconferences required to complete the project.
Net Increase: $5,300
The capital costs for the new CIPs associated with this amendment in addition to capital costs identified in the Sewer Master Plan Study will be incorporated into the Nexus Study. The nexus Study is a comprehensive study that will update impact fees for new development and update the storm sewer service charges that are billed monthly to existing development. Staff will be presenting an introduction to the Nexus Study at the December 19th Work Session.
Change Order Committee:
The amendment went before the Change Order Committee on November 10th, 2022. The Change Order committee is a group of non-appointed technical staff without direct involvement with the project submitted for review. The Committee is an informal committee that reviews the contract change order request for completeness, accuracy, constructability, objectivity, consistency, and overall insight. After reviewing the request and discussing the item, the committee recommended approval of the amendment of the contract to Carollo.
Fiscal Impact:
The Update to the Storm Master Plan (CP9067) is funded by the Storm Sewer Construction Fund (221). The total project budget is $591,100 as shown in the following budget summary:
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Update to Storm Master Plan: Project CP9067 |
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Funding Source: Fund 221 |
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Project Funding |
$451,100 |
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Funds Appropriated 8/16/21 |
$140,000 |
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Total Project Funding |
$591,100 |
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|
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Project Expenditures as of 6/30/22 |
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Carollo Contract Including Amendment 1 |
$382,352.05 |
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Project Management |
$106,813.78 |
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Sub-total Expenditures |
$489,165.83 |
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Remaining Project Expenditures |
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Carollo Contract |
$76,890.95 |
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Carollo Amendment 2 |
$97,070 |
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Project Management (Estimate) |
$22,000 |
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Contingency (~6% Amendment 2) |
$5,000 |
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Sub-total Remaining Expenditures |
$200,960.95 |
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|
|
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Total Estimated Cost |
$690,126.78 |
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|
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Budget Deficit |
$(99,026.78) |
Staff recommends the appropriation of $100,000 from Fund 221 to address the anticipated budget deficit shown in the table above.
Prior Council Action:
August 16, 2021
Authorize the City Manager to approve a contract amendment for Carollo Engineers, Inc. in the amount of $132,543 for the Update to the Stormwater Master Plan (Project Number 2450-72000/CP9067-999); and authorize the appropriation of $140,00 from Storm Sewer Construction Fund (221) to CP9067.
September 4, 2018
Council authorized the City Manager to execute an agreement for RFP 17-18-29 to Update the City’s Public Facility Master Plans for Storm Water and Sanitary Sewer Collection with Carollo Engineers, Inc. in the amounts of $326,700 (CP9067) and $279,200 (CP0015), authorized the appropriation of $155,285 from Fund 221 to CP9067, and authorized the appropriation of $12,000 from Fund 231 to CP0015.
June 6, 2016
Work session to review key topics related to the City’s sewer system and storm water master plans and receive Council feedback for incorporation into the scope of work and authorize the advertising of a Request for Proposals (RFP) to update these master plans.
Alternatives:
None recommended
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve a contract amendment for Carollo Engineers, Inc. in the amount of $97,070 for the Update to the Stormwater Master Plan (Projecct Number 2450-72000/CP9067-999) and the appropriation of $100,000 from Fund 221 to CP9067.
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Environmental Assessment Status:
N/A
CEQA Review:
A Programmatic Environmental Impact Report will be required prior to the adoption of the public facility master plans. Staff intend to issue a new RFP for the development of the storm and sewer master plan programmatic EIRs.
Attachments:
1. Proposed Contract Amendment 2
2. August 16th, 2021 Agenda Item