AgdaPkt 2006-10-09 - Laserfiche WebLink

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6.1 C Page 1 ��a�T �'o the Honorable Mayor and City �ouncii From the C�ty Manager Ocfiober 9, 20Q6 Subject Redwood City RecycEed Water Project— Professianal Pragram Management Services Recommendation By Motion, approve f�mendment No. 2 to the professional services agreemeni wi�h Whiiiey Burchett&Assaciates for program management services,and authorize the City Manager #o sign ag�eement amendment Background On July 26, 2004, the City Council approved a professianal services agreement with Whitley Burchett 8� Associates (WBA) for program management services — Year One. Under a prior authorization by the City Manager,WBA had been providing interim program managernent services to the City, and under separate agreement, #hey have also been SBSA's program manager for the on-going treatment plan expansion project. WBA has brought substantial experience in,anci knowledge of,the complex regulatory aspects of the project. They also brought scheduling,#echnical writing and coordination expe�kise to the praject team, which are vi#al components of a successful project management strategy. The Year One budget of$164,000 was 90% expendetl. 4n Augus# 22, 2005, The Council approved Amendment No. 9 to the Agreement, and continued scope of services and budget such that the increased level of services needed ta ensure reguiatory approvals ahead of construction and training / start-up ahead of recycled wa#er delivery are achieved. The Year Two budget was $245,000, which increases the not-to-exceed Ag�eement value to $409,000. As of August 2006,the remaining balance for this agreement is approx.$105,000,which is enough to continue senrices through March 2007, at an average expense rate o#$15,000 per month. Due to efficiencies in managing warkload and expedient Stafe approval of regulatory submittals, the apparent du�afion far expending the amended agreement amount wiil be stretched by eight months past the first 24 monti�s of senrices. At this juncture, staff has asked Bob Whitley to assume additional leadership responsibilities for program management, especially focused on multip(e teams meeting management, decision-making, and schedule track9ng. This shift has been necessitated by changes in Pubtic Works Services staffing,as well as the need to focus on operationai training and readiness as fhe first group of�ecycled water customers is poised to receive service in the spring af 2Q07. Amendment No. 2 extends the time of the agreement and adds budget allocation to support the work through Fiscal Year 2007/08. The scope of services as reflecfied in the priar Amendment No. 1 shall stay the same. All tasks and services wili be provided on an Page 1 of 2