BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT: Title
Approve Amendment No. 2 to Agreement No. A4504A with Kayuga Solution, Inc. to Provide On-Call Asset Management Services, CAS File No. 5175, Increasing the Not-to-Exceed fee by $300,000 for a Revised Total Not-to-Exceed fee of $1,400,000.
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RECOMMENDATION: Recommendation
Approve Amendment No. 2 to the Standard On-Call Consultant Agreement A4504A, with Kayuga Solution, Inc. to provide on-call asset management services, CAS File No. 5175, increasing the not-to-exceed fee by $300,000 for a revised total of not-to-exceed fee of $1,400,000.
Body
SUMMARY:
Santa Clara Valley Water District (Valley Water) implements an asset management program based on the United States Environmental Protection Agency (EPA) ten-step asset management model. Valley Water has contracted with Kayuga Solution, Inc. (Kayuga or Consultant) to provide on-call asset management services, including for the development of asset management plans. These plans can be specific to individual facilities such as a single creek or water treatment plant, or comprehensive of all watershed, water utility, or Valley Water assets.
Tasks within the scope of this agreement include updating Valley Water’s comprehensive Asset Management Plan (AMP), updating a Watersheds AMP, and developing detailed and implementable AMPs for various, individual creeks and associated assets located along the creeks such as floodwalls, levees, and structures. AMPs may also be developed for specific Water Utility facilities such as water treatment plants, pump stations, pipelines, ponds, or dams. These AMPs help identify future maintenance and capital needs.
Specific tasks for developing or updating AMPs include refining Valley Water’s asset registry, conducting field condition assessments, performing risk assessments, developing maintenance and capital management strategies, calculating life-cycle costs and funding forecasts, and producing AMP reports.
This amendment seeks to increase the contract’s not-to-exceed amount to facilitate additional condition assessment and risk analysis of aging infrastructure. Funding for this amendment will be sourced from the budgeted resources within the Watersheds Operations and Maintenance division. This approach ensures efficient resource allocation and maximizes the value of our existing agreement.
Kayuga has a qualified consultant and subcontractor to perform and assist with this work. Kayuga’s expertise will allow us to analyze inspection data effectively and provide recommendations for rehabilitation and replacement schedules, thereby enhancing our asset management strategy and mitigating long-term risks.
In summary, this amendment will enhance our operational efficiency, extend our inspection capabilities, and ultimately aligns with our commitment to maintaining the integrity and reliability of our infrastructure.
Previous Actions
On August 10, 2021, the Board approved an on-call consultant agreement with Kayuga to perform on-call Asset Management Services, as needed, for a not-to-exceed fee of $1,100,000 for a three (3) year term and option to extend the term for up to two years.
On August 16, 2024, the Purchasing and Consultant Contracts Unit approved Amendment No. 1, to extend the Agreement term to two years from August 10, 2024 to August 10, 2026. This extension allows for the use of remaining agreement funds to continue providing valuable asset management services that support the effective oversight and maintenance of Valley Water’s infrastructure.
Consultant Work Performed to Date
To date, Valley Water has issued the Kayuga five (5) task orders. Kayuga has successfully completed tasks and subtasks related to the development and completion of the Valley Water AMP, Stevens Creek AMP, and the Watersheds AMP. These initiatives are critical components of our broader Asset Management Program, ensuring that Valley Water continues to safeguard and enhance its infrastructure assets.
Staff Management of Consultant Agreement
Staff has been actively managing the Kayuga’s performance to ensure that each task is completed with a high degree of collaboration and alignment. Valley Water staff have consistently provided key historical data and operational insights to support the Consultant’s work. Regular monthly progress meetings and weekly discussions on key tasks have allowed us to maintain transparency and achieve timely progress on all deliverables.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no Environmental Justice or Equity Impacts associated with this item.
FINANCIAL IMPACT:
The recommended action would increase the not-to-exceed fee by $300,000 for a revised total not-to-exceed fee of $1,400,000. Funding for this expenditure is included in the FY2025 Watersheds Facility Condition Assessment Project budget (Fund 12, Project No.62761024). In addition, on-call services could be charged in accordance with each approved task order to budgeted funds from the appropriate project.
CEQA:
The recommended action to approve the Agreement does not constitute a project under the California Environmental Quality Act because it does not have the potential to result in direct or reasonably foreseeable indirect physical change to the environment.
ATTACHMENTS:
Attachment A: Gov. Code 84308
Attachment 1: Amendment No. 2
Attachment 2: Amendment No. 1
Attachment 3: Agreement
UNCLASSIFIED MANAGER: Manager
Luz Penilla, 408-630-2228