DATE: December 4, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: PROFESSIONAL SERVICES AGREEMENT WITH ARDURRA FOR ON-CALL WATER AND SEWER HYDRAULIC MODELING SERVICES
RECOMMENDATION
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Staff recommends that the City Council approve a three-year Professional Services Agreement with Ardurra Group, Inc., for a not-to-exceed amount of $150,000 annually, for a total contract amount not-to-exceed $450,000, for on-call water and sewer hydraulic modeling services; and authorize the City Manager, or designee, to execute the agreement.
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BACKGROUND AND ANALYSIS
The Water Utilities Department evaluates new development and re-development projects and their potential impacts to the City’s water, sewer, and recycled water systems, in addition to strategic planning and financial management of the Capital Improvement Program (CIP).
The Department routinely contracts with engineering firms (Consultants) for various technical specialty services in order to effectively manage the workload without hiring additional permanent staff. The most cost-effective process to accomplish Consultant contracting is to issue one or more large contracts for on-call services that can be accessed by staff on an as-needed basis.
On September 12, 2024, the Water Utilities Department solicited requests for qualifications (RFQs) for on-call water and sewer hydraulic modeling consulting services on a contractual basis for a period of up to three years, with an option for two one-year renewals, for the maximum possible term of five years. The solicitation was posted on BidNet Direct.
Staff received five proposals for hydraulic modelling services, and after a thorough review, is recommending approval of a professional services agreement with Ardurra Group, Inc. As the Department’s on-call hydraulic modeling consultant, Ardurra would utilize the City’s hydraulic models and provide modeling results and system information on an as-needed basis for both private development projects and City-sponsored CIPs.
FISCAL IMPACT
The total contract cost is not-to-exceed $450,000 over a three year term, or $150,000 per year, divided equally between Water Capital Projects account 750010712.5305, which has a balance of $85,125 and the Sewer Capital Projects account 800010722.5305, which has a balance of $153,090; therefore, there are sufficient funds for this contract. Future years’ cost will be funded during the normal budget process.
|
|
Account Number |
Amount |
Available Balance |
|
FY 2024-25 |
Water Capital Projects 750010712.5305 |
$75,000 |
$ 85,125 |
|
FY 2024-25 |
Sewer Capital Projects 800010722.5305 |
$75,000 |
$ 153,090 |
It is anticipated that the services described herein will be charged to the accounts above, however, should an urgent situation arise in a specific project, or should an emergency situation occur, services would be charged to the appropriate account for that project, or within an operating account.
Water Sales and Water Meter Charges are the funding sources for the water projects. Sewer Service and Sewer Flow Fees are the funding sources for the sewer projects.
COMMISSION OR COMMITTEE REPORT
The Utilities Commission approved staff’s recommendation at its regularly scheduled meeting on November 12, 2024.
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: Bryan Kallenbaugh, Senior Civil Engineer
Approved by: Lindsay Leahy, Water Utilities Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Ardurra Agreement