AgdaPkt 2008-06-09 - Laserfiche WebLink

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5.1G Page 1 REPORT To the Honorable Mayor and City Council From the City Mana:g~r June 9, 2008 SUBJECT Redwood City Recycled Water Project - Professional Program Management Services RECOMMENDATION Approve by motion, Amendment No.3 to the professional services agreement with Whitley Burchett & Associates for program management services of the Recycled Water Project, and authorize the City Manager to sign amendment BACKGROUND On July 26, 2004, the City Council approved a professional services agreement with Whitley Burchett & Associates (WBA) for program management services - Year One. Under a prior authorization by the City Manager, WBA had been providing interim program management services to the City, and under a separate agreement, they have also been sa SA's program manager for the on-going treatment plant expansion project. WBA has brought substantial experience in, and knowledge of, the complex regulatory aspects ofthe project. They also bring scheduling, technical writing and coordination expertise to the project team, which are vital components of a successful project management strategy. The year one budget of $164,000 was 90% expended and City Council authorized the City Manager to sign an agreement amendment on August 22, 2005. On October 2,2006, City Council approved Amendment No.2 to the Agreement, and continued scope of services and budget such that the increased level of services needed to ensure regulatory approvals ahead of construction and recycled water delivery are achieved. The amended budget was $225,000, which increased the not-to-exceed Agreement value to $634,000. At this juncture, staff has asked Bob Whitley of Whitley Burchett & Associates to continue with his leadership responsibilities for program management, especially focused on multiple teams meeting management, decision-making, and schedule tracking. These responsibilities are necessitated by the need to focus on operational challenges during the first year of recycled water delivery and as the first group of industrial customers are poised to receive service in early 2009. Staff recommends that the City Council approve an additional funding authorization of $225,000, amending the Agreement in the not to exceed amount of $225,000, from $634,000, to $859,000. The scope of services as reflected in the prior Amendment No.1 shall stay the same. All tasks and services will be provided on an as-needed basis. ALTERNATIVES The work included in this scope of services could be provided by adding city staff. However, this would entail at least six months of delay in the project, and would result in a staff down-sizing at the end of the project phase. Staff believes that WBA's performance