Report to Mayor and City Council
Tuesday, November 21, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 2 TO THE EXISTING AGREEMENT FOR CONTRACT SERVICES BETWEEN THE CITY OF CARSON AND MICHAEL BAKER INTERNATIONAL, INC. FOR THE STORMWATER FACILITIES IMPLEMENTATION PLAN
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I. SUMMARY
On May 3, 2022, Michael Baker International (MBI) was awarded Contract No. 22-102 to create a comprehensive Stormwater Facilities Implementation Plan (SWFIP) that will inform the City’s Stormwater Capital Planning, Maintenance, Operations, and Program Management and provide guidance on stormwater compliance, financial strategy, and non-structural programs.
On June 14, 2023, Amendment No. 1 was approved, addressing additional stormwater tasks needed by the City, extending the contract term to January 31, 2024 and increasing the contract sum, to complete the primary tasks outlined in the scope of work and add extra work.
After execution of the Amendment, it became apparent that the extension was not sufficient to complete several of the tasks identified in the amended contract. While most tasks are scheduled to be completed in 2024, Task No. 6 includes design and construction support for Green Streets, which is expected to occur through October 2025 due to the length of typical construction times.
The Public Works Department is requesting City Council approval of the proposed Amendment No. 2 (Exhibit No. 1) to extend the term of the contract to October 31, 2025, allowing consultant sufficient time to perform the additional services through construction.
II. RECOMMENDATION
Recommendation
TAKE the following action:
1. APPROVE Amendment No. 2 to the existing Agreement for Contract Services between the City and Michael Baker International; and
2. AUTHORIZE the Mayor to execute Amendment No. 2 following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE the recommendations presented to City Council.
2. Take another action the City Council deems appropriate, and consistent with the requirements of the law.
IV. BACKGROUND
On May 3, 2022, MBI was awarded Contract No. 22-102 to create a comprehensive SWFIP that will inform the City’s Stormwater Capital Planning, Maintenance, Operations, and Program Management and provide guidance on stormwater compliance, financial strategy, and non-structural programs. The SWFIP is a comprehensive stormwater master plan that includes detailed tasks such as the development of funding sources, applications, design, and construction support.
Since the execution of the contract, three additional stormwater tasks needed by the City arose, requiring an amendment to the existing contract to allow MBI to address them. These include two future stormwater treatment and capture projects - Calas Park Stormwater Capture Facility and Gardena, Main and Avalon Green Streets - which the City is required to construct due to regulations under the National Pollutant Discharge Elimination System. The proposed amendment was brought to City Council and approved on June 6, 2023, after which Amendment No. 1 was entered into by the parties to extend the term to January 31, 2024 and increase the contract sum by $257,211 for a new total not-to-exceed contract amount of $1,364,143.
However, after execution of the amended contract and with subsequent revisions to the order of tasks, it has become clear that the City and consultant will require more time to complete several of the tasks in the amendment. These tasks include the submittal of additional project feasibility studies for grant funding with the Safe, Clean Water Program, as well as design and construction support for green streets elements that were added in Amendment No. 1. While most tasks are scheduled to be completed in 2024, support for Task 6 - Green Streets BMP design and construction - will require follow through completion of construction of green streets, which is a lengthy process that is expected to occur through October 2025.
Staff requests that the City Council approve the proposed Amendment No. 2 to extend the term of the Agreement with MBI to October 31, 2025, to allow consultant to complete the additional services.
V. FISCAL IMPACT
None. This amendment is solely to extend the length of the contract; which is already budgeted in the Fiscal 2023-24 Public Works expenditure budget.
VI. EXHIBITS
1. Amendment No. 2 to Agreement for Contract Services with Michael Baker International, Inc. (pg. 4 - 16)
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Prepared by: Arlington Rodgers, Director of Public Works, and Gilbert Marquez, P.E., City Engineer