BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT:
Title
Approve Amendment No. 1 to the Standard On-Call Consultant Agreements with the following four (4) Consultant firms: Dahlin Group, Inc., Hazen and Sawyer, Siegfried Engineering, Inc., and Salas O’Brien to Provide On-Call General and Specialty Engineering Services for Facilities; Combining the Not-to-Exceed Fees of all four agreements for a shared aggregate subtotal not-to-exceed fee of $2,000,000 and Increasing that subtotal by $1,000,000 for a Revised Shared Aggregate Total Not-to-Exceed Fee of $3,000,000 for each of the aforementioned agreements, and Increase the Not-to-Exceed Fee for Swinerton Management & Consulting by $200,000 for a Revised Total Not-to-Exceed Fee of $700,000, for Engineering and Construction Management Services, and Extend the Term of Each Agreement through December 31, 2027.
End
RECOMMENDATION:
Recommendation
A. Approve Amendment No. 1 to the Standard On-Call Consultant Agreement No. A4476A, with Dahlin Group, Inc., for On-Call General and Specialty Engineering Services for Facilities, Combining the Not-to-Exceed Fee of the Dahlin Group, Inc., Hazen and Sawyer, Siegfried Engineering, Inc., and Salas O’Brien agreements for a shared aggregate subtotal not-to-exceed fee of $2,000,000 and increasing that subtotal by $1,000,000 for a Revised Shared Aggregate Total Not-to-Exceed Fee of $3,000,000, and extend the term to December 31, 2027;
B. Approve Amendment No. 1 to the Standard On-Call Consultant Agreement No. A4477A, with Hazen and Sawyer, for On-Call General and Specialty Engineering Services for Facilities, Combining the Not-to-Exceed Fee of the Dahlin Group, Inc., Hazen and Sawyer, Siegfried Engineering, Inc., and Salas O’Brien agreements for a shared aggregate subtotal not-to-exceed fee of $2,000,000 and increasing that subtotal by $1,000,000 for a Revised Shared Aggregate Total Not-to-Exceed Fee of $3,000,000, and extend the term to December 31, 2027;
C. Approve Amendment No. 1 to the Standard On-Call Consultant Agreement No. A4478A, with Siegfried Engineering, Inc., for On-Call General and Specialty Engineering Services for Facilities, Combining the Not-to-Exceed Fee of the Dahlin Group, Inc., Hazen and Sawyer, Siegfried Engineering, Inc., and Salas O’Brien agreements for a shared aggregate subtotal not-to-exceed fee of $2,000,000 and increasing that subtotal by $1,000,000 for a Revised Shared Aggregate Total Not-to-Exceed Fee of $3,000,000, and extend the term to December 31, 2027;
D. Approve Amendment No. 1 to the Standard On-Call Consultant Agreement No. A4479A, with Salas O’Brien, for On-Call General and Specialty Engineering Services for Facilities, Combining the Not-to-Exceed Fee of the Dahlin Group, Inc., Hazen and Sawyer, Siegfried Engineering, Inc., and Salas O’Brien agreements for a shared aggregate subtotal not-to-exceed fee of $2,000,000 and increasing that subtotal by $1,000,000 for a Revised Shared Aggregate Total Not-to-Exceed Fee of $3,000,000, and extend the term to December 31, 2027; and
E. Approve Amendment No. 1 to the Standard On-Call Consultant Agreement No. A4480A, with Swinerton Management & Consulting, for On-Call Construction Management Services for Facilities, increasing the Not-to-Exceed Fee for the Agreement by $200,000 for a Revised Total Not-to-Exceed Fee of $700,000, and extend the term of the Agreement to December 31, 2027.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) Facilities Management Unit staff is responsible for providing building services, facilities project management and, space planning/management to Valley Water. Typical projects include landscape design, building studies, remodels, tenant improvements, renovation of mechanical and electrical systems, roofs, and parking lots.
To effectively respond to facility maintenance pressing projects and provide necessary
technical support, the Board approved four agreements for on-call design engineering services and one agreement for construction management services to help meet operational and service needs of the organization. These on-call agreements leverage staff expertise and provide support on an as-needed basis for design engineering and construction management services for small facility CIP and operational projects. The agreements have allowed Facilities Management Unit staff to quickly and efficiently obtain a range of services such as architectural, landscape, civil, structural, mechanical/electrical/plumbing engineering (MEP) and construction management.
To enhance flexibility and ensure a more suitable alignment of the expenditure rate for individual on-call agreements, staff is requesting Board approval of the Amendments to the on-call consultant Agreements with the four firms, Dahlin Group, Inc. Agreement No. A4476A; Hazen and Sawyer, Agreement No. A4477A; Siegfried Engineering, Inc., Agreement No. A4478A; and Salas O’Brien, Agreement No. A4479A; to provide On-Call General and Specialty Engineering Services for Facilities; combining the not-to-exceed fee of all four agreements for a shared aggregate subtotal of $2,000,000, then increasing that subtotal amount by $1,000,000 for a revised shared aggregate total not-to-exceed fee of $3,000,000, and extend the term for each agreement to December 31, 2027 (Attachments 1 through 4); and approval of Amendment No. 1 to the on-call consultant Agreement No. A4480A, with Swinerton Management & Consulting, for On-Call Construction Management Services for Facilities, increasing the Not-to-Exceed Fee for this Agreement by $200,000 for a Revised Total Not-to-Exceed Fee of $700,000, and extend the term for each Agreement to December 31, 2027 (Attachment 5).
Relevant Prior Board Actions
On June 8, 2021, the Board approved five On-Call Consultant Agreements with the firms: Dahlin Group, Inc.; Hazen and Sawyer; Siegfried Engineering, Inc.; and Salas O’Brien, to provide On-Call General and Specialty Engineering Services for Facilities (Attachments 6 through 9); and an On-Call Consulting Agreement with the firm, Swinerton Management and Consulting, to provide On-Call Construction Management Services for Facilities, each having a not-to-exceed amount of $500,000 and a term of five (5) years. (Attachment 10)
Consultants Work Performed to Date
To date, Valley Water has issued the Consultants work totaling sixty-eight percent (68%) of the approved combined not-to exceed fee for the individual agreements. The remaining amounts under each agreement are listed in the table below.
|
No. |
Agreement No. |
Consultant |
Agreement NTE Amount |
Remaining Agreement Amount |
|
1 |
A4476A |
Dahlin Group Architecture Planning |
$500,000 |
$386,700 |
|
2 |
A4477A |
Hazen and Sawyer |
$500,000 |
$140,410 |
|
3 |
A4479A |
Salas O' Brien |
$500,000 |
$95,769 |
|
4 |
A4478A |
Siegfried Engineering |
$500,000 |
$3,962 |
|
5 |
A4480A |
Swinerton Management & Consulting |
$500,000 |
$177,960 |
Staff Management of Consultant Agreements
Staff has been actively monitoring and managing the Consultants performance to ensure quality deliverables are produced on time and within budget. Progress meetings have been conducted periodically with the Consultants to assess progress of task orders. Valley Water also performs a quality assurance/quality control (QA/QC) review of all deliverables received from the Consultants for compliance with scope, budget and schedule.
As generally required in all Valley Water consultant agreements, consultants are required to submit detailed monthly progress/status reports with their invoices. These reports are scrutinized by Valley Water staff before approval of any payment to the consultants.
Staff recommends approval of Amendment No. 1 combining the not-to-exceed fee of all four agreements for a shared aggregate subtotal not-to-exceed fee of $2,000,000, and increasing that subtotal amount by $1,000,000 for a revised shared aggregate total not-to-exceed fee of $3,000,000, and extend the term for each agreement to December 31, 2027. Staff also recommends approval of Amendment No. 1 to the Agreement with Swinerton performing construction management services for Facilities Projects to increase the Not-to-Exceed Fee by $200,000 for a revised total Not-to-Exceed fee of $700,000 and extend the term from December 31, 2025, to December 31, 2027.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no environmental justice and equity impacts associated with this item. This action is unlikely to or will not result in adverse impacts and is not associated with an equity opportunity.
FINANCIAL IMPACT:
Execution of each Amendment No. 1 to the four on-call consultant agreements with the firms performing on-call general and specialty engineering services for Facilities will result in a shared aggregate not-to-exceed fee of $2,000,000. That $2,000,000 shared aggregate not-to-exceed fee will then be increased by $1,000,000 for a revised shared aggregate total Not-to-Exceed Fee of $3,000,000; and execution of Amendment No.1 to the on-call consultant agreement with Swinerton Management & Consulting performing on-call construction management services for Facilities will result in an increase to the not-to-exceed amount by $200,000 for a total revised Not-to-Exceed fee of $700,000. No funds will be encumbered at this time. On-Call services will be charged in accordance with each approved task order to budgeted funds from the appropriate operating, capital or maintenance for projects related to Facilities and the funds will be recommended by staff for Board approval as part of the biennial budget process or through budget adjustments.
CEQA:
The recommended action does not constitute a project under CEQA because it does not have a potential for resulting in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment A: Gov. Code 84308, Agreement No. A4476A, Dahlin Group, Inc.
Attachment A: Gov. Code 84308, Agreement No. A4477A, Hazen and Sawyer
Attachment A: Gov. Code 84308, Agreement No. A4478A, Siegfried Engineering
Attachment A: Gov. Code 84308, Agreement No. A4479A, Salas O’Brien
Attachment A: Gov. Code 84308, Agreement No. A4480A, Swinerton
Attachment 1: Amendment No. 1, Agreement No. A4476A, Dahlin Group, Inc.
Attachment 2: Amendment No. 1, Agreement No. A4477A, Hazen and Sawyer
Attachment 3: Amendment No. 1, Agreement No. A4478A, Siegfried Engineering
Attachment 4: Amendment No. 1, Agreement No. A4479A, Salas O’Brien
Attachment 5: Amendment No. 1, Agreement No. A4480A, Swinerton
Attachment 6: Agreement No. A4476A, Dahlin Group, Inc.
Attachment 7: Agreement No. A4477A, Hazen and Sawyer
Attachment 8: Agreement No. A4478A, Siegfried Engineering
Attachment 9: Agreement No. A4479A, Salas O’Brien
Attachment 10: Agreement No. A4480A, Swinerton
UNCLASSIFIED MANAGER:
Manager
Tony Ndah, 408-630-2208