AgdaPkt 2011-01-24 - Laserfiche WebLink

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i 6.1 B REPORT To the Honorable Mayor and City Council From the Cit Mana er January 24, 2011 SUBJECT Redwood City Recycled Water Project — Professional Program Engineering Services RECOMMENDATION Approve by motion, Amendment No. 4 to the professional engineering services agreement with Kennedy/Jenks Consultants for Recycled Water Project - Customer Retrofit and Program Support Services — Phase One, and authorize the City Manager to sign Amendment BACKGROUND On August 23, 2004, the City Council approved the original agreement with Kennedy/Jenks for a comprehensive set of services including retrofitting sites from potable to recycled water. The scope and budget were based on the Recycled Water Task Force Recommended "Alternative TF" Project, cumulative City Council policy and direction, and Kennedy/Jenks' experience on a similar retrofit project for the South Bay Water Recycling Program. The original plan for managing this contract called for Council authorization of work for each fiscal year until work was to be completed. The value of retrofit effort thus far is as follows: Year Authorizations b Council 2004 Ori ina! a reement a rova! $ 574,100 2005 Amendment #9 $ 492,100 2008 Amendment's #2 & 3 $ 1,436,591 Total $ 2,502,799 To date, Kennedy Jenks has assisted the City in retrofitting 135 accounts from potable to recycled water and the project is now delivering approximately 147 million gallons of recycled water to customers each year. The Amendment No. 4 request is for continued support from Kennedy/Jenks to provide bidding and construction management services for an additional set of retrofits at Homeowner Associations (HOA's) located in Redwood Shores. These retrofits are in addition to the original Phase I plan; promulgated by the fact that HOA's in the Redwood Shores area continue to indicate strong interest in receiving recycled water. Staff is recommending that the City Council approve an additional funding authorization of $366,210, amending the Kennedy Jenks Agreement from $2,502,791 to the not-to-exceed amount of $2,869,001. ALTERNATIVES The work incfuded in the scope of services could be provided by adding city staff for the remaining project period (2010 through mid-2011). 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 Kennedy/Jenks' performance to date and their readiness to move quickly on critical path tasks is a key efficiency factor.