BOARD AGENDA MEMORANDUM
SUBJECT:Title
Approve Amendments No. 1 (3) to Agreement Nos. A4273A with Balance Hydrologics, Inc., A4274A with Wood Rodgers, Inc, and A4275A with Environmental Science Associates, for On-Call Hydraulics, Hydrology, and Geomorphology Services, Increasing Each Not-to-Exceed Amount by $450,000 and Extending Each Term By Two Additional Years.
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RECOMMENDATION:Recommendation
A. Approve Amendment No. 1 to Agreement A4273A with Balance Hydrologics, Inc. for On-Call Hydraulics, Hydrology, and Geomorphology Services, to increase the not-to-exceed fee by $450,000, resulting in a revised not-to-exceed total of $950,000 and extending the term by two years (from three years to five years); and
B. Approve Amendment No. 1 to Agreement A4274A with Wood Rodgers, Inc. for On-Call Hydraulics, Hydrology, and Geomorphology Services, to increase the not-to-exceed fee by $450,000, resulting in a revised not-to-exceed total of $950,000 and extending the term by two years (from three years to five years); and
C. Approve Amendment No. 1 to Agreement A4275A with Environmental Science Associates for On-Call Hydraulics, Hydrology, and Geomorphology Services, to increase the not-to-exceed fee by $450,000, resulting in a revised not-to-exceed total of $950,000 and extending the term by two years (from three years to five years).
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SUMMARY:
Santa Clara Valley Water District (Valley Water) implements several capital and operational projects and programs to meet its mission and goals in water supply, flood protection, and watershed stewardship. Projects are planned and implemented in accordance with applicable environmental laws and regulations. Valley Water hydraulics, hydrology, and geomorphology staff provide technical support for these projects.
On June 25, 2019, the Board approved three (3) on-call agreements - with Balance Hydrologics, Inc., Wood Rodgers, Inc., and Environmental Science Associates -
to perform on-call hydraulics, hydrology, and geomorphology services, as needed, over a three-year term, in order to provide Valley Water with additional resources to augment in-house hydraulics, hydrology, and geomorphology staff and provide additional specialized services.
The agreements provide general and specialized hydraulics, hydrology, and geomorphology services on an as needed basis, to assist Valley Water in accomplishing tasks in a timely manner.
Consultant Work Performed to Date
Valley Water has issued a combined total of 15 task orders (including amendments) thus far under these three Agreements, covering various Valley Water capital and operations projects.
Expended amounts are trending higher than anticipated due to unexpected demand for hydraulics, hydrology, and geomorphology support services from Capital Improvement Projects and ongoing operations and maintenance work. Work under the on-call agreements that has been performed or is in process to date includes: $1,029,257.03.
Staff Management of Consultant Agreement
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 three Consultants to assess progress of their projects. Valley Water also performs QA/AC review of all deliverables received from the Consultants for compliance with project scope, budget and schedule.
As generally required in all Valley Water consultant agreements, these 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 consultant.
Amendment No. 1 to Agreement No. A4273A, A4274A, and A4275A
Staff recommends approval of attached Amendment No. 1 to each Agreement, increasing the not-to-exceed amounts of all by $450,000, resulting in a change in the total not-to-exceed amount for each Agreement from $500,000 to $950,000 (the total collective NTE amount of all three agreements increases from $1.5 million to $2.85 million) and to extend the term of each agreement by two additional years, from a current end date of June 25, 2022 to June 25, 2024. Valley Water has a large Capital Improvement Program consisting of numerous complex projects as well as ongoing operations and maintenance commitments. Staff projects have a continued demand for hydraulics, hydrology, and geomorphology services that will exceed internal staff’s capacity. These Amendments will continue to provide a mechanism for the three firms to perform the necessary hydraulics, hydrology, and geomorphology services for important projects to help maintain delivery schedules.
ENVIRONMENTAL JUSTICE IMPACT:
There are no Environmental Justice Impacts associated with this item.
FINANCIAL IMPACT:
No funds will be encumbered at this time for these Amendments. Individual operations and capital projects will budget and pay for these services as needed. Task orders will be approved for work on specific projects with adequate available Board adopted budget to pay for the work approved. If the Board approves these Amendments, the not-to-exceed amount in the three Agreements will be increased by $450,000, resulting in a total financial impact of $950,000 for each Agreement.
CEQA:
The recommended action, to approve Amendment No. 1 to each Agreement, does not constitute a project under the California Environmental Quality Act (CEQA) because it does not have the potential to result in a direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment 1: Amendment No. 1 A4273A
Attachment 2: Amendment No. 1 A4274A
Attachment 3: Amendment No. 1 A4275A
UNCLASSIFIED MANAGER:Manager
John Bourgeois, 408-630-2990