HomeMy WebLinkAboutITEM VIII-B-5CITYOF
AGENDA BILL APPROVAL FORM
WASH[NGTON
Agenda Subject: Resolution No. 4473
Date: April 14, 2009
Department:
Attachments: Budget Status Sheet
Budget Impact:
Public Works
Resolution No. 4473
$ 0
Administrative Recommendation:
City Council adopt Resolution No. 4473
Background Summary:
Amendment #2 to Consultant Agreement No. AG-C-310 with Carollo Engineers for Engineering Services
on Project No. CP0704, Comprehensive Water plan modifies the agreement scope of services and
increases the total agreement amount.
Additional engineering services on this project include field investigation and hydraulic modeling;
revisions to water system policies and criteria; water sales and production analysis; water demand
forecasting; water resources evaluation and supply analysis; preliminary and draft capital improvement
programs; and coordination, communication and meetings with City staff.
The anticipated cost for this amendment is $50,166, increasing the agreement total to $494,570.
A project increase of $39,730 within the 430 Water Fund, 065 account will be necessary; however it will
not require a budget adjustment since it is anticipated that the budgeted expenditures in the 065 account
will not be exceeded this year.
W0420-4
A3.16.9, 03.4.1.8 CP0704
Reviewed by Council 8 Committees:
Reviewed by Departments & Divisions:
❑ Arts Commission COUNCIL COMMITTEES:
p Building ❑ M&O
❑ Airport ❑ Finance
❑ Cemetery ❑ Mayor
❑ Hearing Examiner ❑ Municipal Serv.
❑ Finance ❑ Parks
❑ Human Services Z Planning & CD
❑ Fire ❑ Planning
❑ Park Board ZPublic Works
Z Legal ❑ Police
❑ Planning Comm. ❑ Other
Z Public Works ❑ Human Resources
Action:
Committee Approval: ❑Yes ❑No
Council Approval: ❑Yes ❑No Call for Public Hearing
Referred to Until
Tabled Until / /
Councilmember: Wa ner
Staff: Dowd
Meetin Date: A ril 20, 2009
Item Number: VIII.B.5
AUBURN MORE THAN YOU 1MAGINED
BUDGET STATUS SHEET
Project No: CP0704 Project Title: Comprehensive Water Plan
Project Manager: Cynthia lamothe
Q Project Initiation
Initiation Date: 0 Permision to Advertise Date: April 7, 2009
Advertisement Date: 0 Contract Award
Award Date: 0 Change Order Approval
Q Contract Final Acceptance
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
Funding
Prior Years
2009
2010
Future Years
Total
430 Fund- Water
344,051
140,900
0
484,951
Total
344,051
140,900
0
0
484,951
Estimated Cost (Funds Needed)
Activity
Prior Years
2009
2010
Future Years
Total
Water Comp Plan
344,051
155,630
0
499,681
Management Reserve Fund
25,000
0
25,000
0
Total
344,051
180,630
0
0
524,681
430 Water Budget Status
Prior Years
2009
2010
Future Years
Total
'430 Funds Budgeted()
(344,051)
(140,900)
0
0
(484,951)
430 Funds Needed
344,051
180,630
0
0
524,681
*430 Fund Project Contingency
0
0
0
0
0
430 Funds Required
0
39,730
0
0
39,730
in the Budget Status Sections indicates Money the City has available.
W0420-4A 1 of 1
RESOLUTION NO. 4473
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AMENDMENT NO. 2 TO
AGREEMENT FOR PROFESSIONAL SERVICES AG-C-310
BETWEEN THE CITY OF AUBURN AND CAROLLO ENGINEERS,
PC, RELATED TO PROJECT NO. CP0704, COMPREHENSIVE
WATER PLAN
WHEREAS, the City and Carollo Engineers, PC have previously entered
into a professional services agreement AG-C-310 in the amount of $444,404;
and
WHEREAS, the original agreement was modified by Amendment No. 1
to extend the expiration date of the agreement to December 31, 2009; and
WHEREAS, the City wishes to modify the agreement scope of services
and increase the total agreement amount to $494,570.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, HEREBY RESOLVES as follows:
Section 1. Purpose. The Mayor and City Clerk of the City of Auburn
are hereby authorized to execute Amendment No. 2 to Agreement for
Professional Services No. AG-C-310 with Carollo Engineers, PC. A copy of
said Amendment is attached hereto, denoted as Exhibit 1" and is made a part
hereof as though set forth in full herein.
Resolution No. 4473
April 14, 2009
Page 1
Section 2. Implementation. The Mayor of the City of Auburn is hereby
authorized to implement such administrative procedures as may be necessary
to carry out the directives of this resolution.
Section 3. Effective Date. This Resolution shall take effect and be in
full force upon passage and signatures hereon.
Dated and Signed this day of , 2009.
CITY OF AUBURN
PETER B. LEWIS
MAYOR
ATTEST:
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
Resolution No. 4473
April 14, 2009
Page 2
AMENDMENT #2 TO AGREEMENT NO. AG-C-310 BETWEEN
THE CITY OF AUBURN AND CAROLLO ENGINEERS, PC
THIS AMENDMENT is made and entered into this day of ,
2009, by and between the CITY OF AUBURN, a municipal corporation of the State of
Washington (hereinafter referred to as the "CITY"), and CAROLLO ENGINEERS, PC,
(hereinafter referred to as the "CONSULTANT"), as an Amendment to the Agreement
between the parties for AG-C-310 executed on the 11th day of October, 2007, and
amended by agreement dated 31St day of December, 2008.
The changes to the agreement are described as follows:
1. CONTRACT TERM: There is no change to the date of termination.
2. SCOPE OF WORK: See Exhibit A, which is attached hereto and by this reference
made part of this Amendment.
3. COMPENSATION: The amount of this amendment is $50,166. The total contract
amount is increased to a total of $494,570.
REMAINING TERMS UNCHANGED: That all other provisions of the Agreement
between the parties for AG-C-310 executed on the 11 th day of October, 2007, shall
remain unchanged, and in full force and effect.
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the
day and year first above written.
CAROLLO ENGINEERS, PC
By:
Authorized signature
ATTEST (Optional):
By:
Its:
Approved as to form (Optional):
Attorney for (Other Party)
CITY OF AUBURN
Peter B. Lewis, Mayor
ATTEST:
Danielle E. Daskam, Auburn City Clerk
Appr d as t orm:
anie B. Hei, ub n' Attorn y
Amendment No. 2 for Agreement No. AG-C-310
Carollo Engineers, PC
Page 1 of 3
EXHIBIT A
SCOPE OF WORK
Amendment No. 2
City of Auburn
Water Comprehensive Plan Update
April 2009
Carollo Engineers
PROJECT DESCRIPTION AND PURPOSE
The following is a scope of work amendment for impacts to the project schedule and
additional services performed during the development of the Water Comprehensive
Plan Update (Comp Plan). The services were requested by City Staff.
SCOPE OF SERVICES AND TASKS
This amendment will consist of modifications to specific tasks in the original scope of
services as follows:
Task 1 - Project Management
The original scope assumed the project would be completed by December 2008. The
initial scope of services identified that "project timeline modifications may require project
hour and budget modifications". Additional effort on tasks throughout the project has
delayed the completion date for final approval to December 2009.
Additional services include:
• Project coordination and communication with the City including: internal and
external meetings, project file management, and status.
• Prepare and submit monthly activity reports showing current project status and
identifying key issues or elements of the project that will need to be addressed.
Task 3- Hydraulic Modeling and Analysis
The update of the current hydraulic model is necessary to identify projected deficiencies
during the system analysis. This task has taken longer than anticipated due to the
availability of the City's data. Specifically, the data needed additional facility review and
input. Major improvements since the last plan were not complete on GIS data and
inconsistencies between City field records and GIS data needed to be rectified.
Specifically, additional effort was required in the Lakeland Hills Service Area and the
Academy Service Area.
Amendment No. 2 for Agreement No. AG-C-310
Carollo Engineers, PC
Page 2 of 3
Task 5- Level of Service/Policies
Roth Hill Engineering prepared the initial draft of this Chapter in 2007. The Policy and
Criteria Chapter was revised by Carollo Engineers in 2008 per City Staff. Additional
effort included the development of additional final drafts, a meeting with City Staff to
discuss proposed changes, and final chapter re-formatting.
Task 6: Water Requirements
Carollo received data modifications with revised Sales and Production Data, Existing
Accounts and Population projections from January to September of 2008. It was
brought to the attention of City Staff that the production data was not in alignment with
the sales data. The City staff researched the issue and submitted new data for the
Carollo team. Additionally, the initial growth projections provided to the Carollo team did
not match the current development trends for the City. The water demand forecast
summarized in the Water Requirements Chapter was reanalyzed multiple times.
Additional effort included the development of additional final drafts, a meeting with City
Staff to review data, and final chapter re-formatting.
Task 7 - Existing System
The Carollo team toured the facilities with City Staff in early 2008. After the existing
system facility technical memorandum was prepared, the City submitted multiple
revisions to the City's water system components. Specifically, the pumping ability of
each source was modified by City Staff, impacting the water resource evaluation, the
model update and the system analysis. Additional effort included the development of
additional Existing System sections, changes to the Storage and Water Supply analysis
and final chapter re-formatting.
Task 8: Water Resources
The water supply analysis in the Water Resources task was expanded by City Staff to
include a Water Supply Strategy for the City for the next 30 years. The initial task was
based on using "existing City and Northwest Land and Water documents", however this
data was not available for use. Additional effort included preparation and participation in
internal City Staff team meetings, Public Works Committee work session (September
15) and Council of a Whole work session (September 29). Deliverables included
PowerPoint presentations; Excel tables, team correspondence, and technical
memoranda.
Task 11: Recommended Improvements
The City requested a draft Capital Improvement Program (CIP) in August of 2008, prior
to the completion of the system analysis. The CIP was used to assist the City with their
annual budgeting. This effort was not anticipated in the initial scope of services. The
additional effort summarized the recommended improvements for the sources of
supply, storage, distribution and transmission, and pressure zones with planning level
project cost estimates in memo format.
Amendment No. 2 for Agreement No. AG-C-310
Carollo Engineers, PC
Page 3 of 3