DATE: November 20, 2024
TO: Honorable Mayor and City Councilmembers and President and Directors of the Harbor District Board
FROM: Public Works Department
TITLE: AMENDMENT 1 TO A PROFESSIONAL SERVICES AGREEMENT WITH RICHARD BRADY AND ASSOCIATES AND APPROPRIATE FUNDS
RECOMMENDATION
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Staff recommends that the City Council and the Harbor District Board of Directors approve Amendment 1 to the Professional Services Agreement (PSA) with Richard Brady and Associates, in the amount of $315,900 for a revised contract price of $365,900, to provide a Design and Bid package for remote utility metering system implementation at the Oceanside Harbor; appropriate $315,900 from Harbor Unrestricted Fund Balance; and authorize the Administrative Officer to execute the amendment upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
The Oceanside Harbor opened in 1961. The existing floating concrete docks were built during the 1980’s and 1990’s with a few recent replacements. Many of the upland structures were built in the 1980’s with some existing structures from the 1960’s still standing. Many of the Harbor assets are nearing the end of their remaining service life.
In January 2021, the City Council approved a PSA with Richard Brady & Associates, in the amount of $399,555, to conduct a Conditions Assessment of the Oceanside Harbor (referred to as the Brady Report). Once the condition of all the assets was determined, a life expectancy was estimated and then a detailed maintenance plan was created. The Brady Report includes cost estimates with recommended repairs needed at the Harbor. The original PSA was approved by Council on January 20, 2021.
In October 2023, the Harbor & Beaches Advisory Committee (HBAC) was presented with the Oceanside Harbor Facility Condition Assessment, Long Term Maintenance Action Plan and Financial Needs Assessment Survey. The HBAC recommended Harbor District Board of Directors approval of the metering project as part of the broader infrastructure upgrade package and associated financing strategy which included increased slip rental rates and utility revenue.
In December 2023, the Harbor District Board of Directors approved the installation of utility meters at all slips in conjunction with its review and consideration of the infrastructure plan and financing strategy.
In January of 2024, the City Council approved a PSA with Richard Brady & Associates in the amount of $50,000 to provide As-Needed Engineering Services which included a feasibility study for implementing a remote Utility Metering System at the Oceanside Harbor. Through subsequent analysis, it was determined that utility metering should be limited to electrical usage and not address water usage.
Following completion of the feasibility study, staff met with Richard Brady & Associates to determine next steps, including the additional services needed to proceed with the metering project. Staff recommends that Richard Brady & Associates next provide a design package for the installation of remote metered pedestals at Oceanside Harbor Docks as well as a bid package to include a detailed layout and installation details and provide requirements needed for the new, metered pedestals infrastructure. Such work would be funded through the requested contract amendment.
FISCAL IMPACT
The total amount of Amendment 1 with Brady and Associates is $315,900. Staff is requesting to use Harbor reserves in the amount of $315,900 and appropriate to the Harbor & Beaches Administration account 624010101.5305 to cover the cost of the amendment. A transfer of $315,900 is required from account 1751.6900.0101 to 624010101.6800.0751 in order to appropriate the funds. The funding source is Harbor Unrestricted fund balance account 751.3100.0002 which has an available balance of $4.13 million; therefore, sufficient funds are available.
|
Description |
Amount |
Request to Appropriate |
Account |
Funding Source |
Available Balance |
|
Brady & Associates Amendment 1 |
$315,900 |
$315,900 |
624010101.5305 Harbor & Beaches Admin |
751.3100.0002 Harbor Unrestricted Fund Balance |
$4.13M |
COMMISSION OR COMMITTEE REPORT
The Harbor and Beaches Advisory Committee will be informed of this action at its November 18, 2024 regular meeting.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Joseph Ravitch, Harbor Division Manager
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Amendment 1
3. Exhibit A
4. PSA