CITY COUNCIL AGENDA ITEM
Memo Date: August 19, 2024
Agenda Date: September 24, 2024
Prepared By: Melinda Keesee, Field Operations Technician
Through: Donnie Howard, Field Operations Manager
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
title
To Approve Task Order No. 2025-44 with Jacobs Engineering, Inc. (Jacobs) to Provide Assistance with Project and Asset Management, Contractor Coordination and Documentation, Data Management and Quality Control, and Strategic Planning for Water Field Operations and the Cross-Connection Control Program; Pending Approval of the FY 2025 Budget
body2
BACKGROUND:
Since 2010, the Utilities Department has successfully implemented several proactive infrastructure condition assessment programs including a valve and hydrant assessment & replacement program, Cross-Connection Control (CCC) inspection/testing/replacement program, and pipeline condition assessment projects. These programs have provided comprehensive data critical to the successful implementation of proactive asset management programs managed by the Water Field Operations (WFO) division.
Due to the scope and complexity of these perpetual infrastructure assessment and repair/replacement programs, the Utilities Department has requested that Jacobs Engineering, Inc. (Jacobs) continue to augment City staff in the form of project and asset management assistance, contractor coordination and documentation of activities, data management and quality control assistance (including review of contractor submitted data and invoices), long-term strategic planning, and safety.
Proposed Task Order No. 2025-44 covers the period from date of October 1, 2024 through September 30, 2025 with the following engineering services:
Task 1 - WFO & CCC Project Management and Asset Management Assistance
Jacobs will provide project management assistance in the form of documentation of asset management activities performed by WFO Staff, assistance with uploading of distribution system improvements to the GIS database, monitoring of existing and new outside vendors/contractors’ activities, and collection and transfer of information and data to City personnel and GIS database.
In addition, Jacobs will meet with WFO personnel to review internal field activities including assessments, replacements, and improvements of potable water distribution assets. These meetings will include documentation of information regarding:
Task 2 - Cross-Connection Control (CCC) Program (Project WS13BC)
Jacobs will meet with Water Field Operations (WFO) personnel and the CCC Program Contractor to update progress in surveying, testing, repairing, and replacing commercial and residential backflow devices and review Contractor submitted data to verify accuracy and thoroughness and to ensure the proper formatting of data for uploading to the City’s GIS database.
The second amendment to the current agreement with Jacobs Engineering was approved by City Council on August 27, 2024. This approval initiated the second, and final, two-year renewal option with Jacobs Engineering, thereby extending the term of the agreement to February 4, 2027. In addition, the second amendment updated the construction cost limitation of the agreement to the current amended value of $7.5 million, plus an annual increase based on the Consumer Price Index, per the current CCNA statute, that went info effect on July 1, 2024.
Staff recommends the approval of Jacobs Engineering, Inc Task Order No. 2025-44 in the amount of $224,400 (pending approval of the FY 2025 budget).
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? N/A
Amount Requested: $224,400
Account Number: 421-4025-536.31-03
Account Name: Engineering Services
PREVIOUS ACTION:
On October 13, 2020 City Council approved Task Order 2021-16 with Jacobs Engineering to Provide Assistance with Project Management, Contractor Monitoring, Data Management, Quality Control and the Cross Connection Control Program (Project No. WS13BC).
On September 14, 2021 City Council approved Task Order 2022-18 with Jacobs Engineering, Inc. (Jacobs) to Provide Assistance with Project Management, Contractor Monitoring, Data Management, Quality Control and the Cross Connection Control Program, Project No. WS13BC.
On September 13, 2022 City Council approved Task Order 2023-30 with Jacobs Engineering, Inc. (Jacobs) to Provide Assistance with Project Management, Contractor Monitoring, Data Management, Quality Control and the Cross-Connection Control Program
On September 12, 2023 City Council approved Task Order No. 2024-34 with Jacobs Engineering, Inc. (Jacobs) to Provide Assistance with Project and Asset Management, Contractor Coordination and Documentation, Data Management and Quality Control, and Strategic Planning for Water Field Operations and the Cross-Connection Control Program
RECOMMENDED MOTION:
Recommendation
To Approve Task Order No. 2025-44 with Jacobs Engineering, Inc. (Jacobs) to Provide Assistance with Project and Asset Management, Contractor Coordination and Documentation, Data Management and Quality Control, and Strategic Planning for Water Field Operations and the Cross-Connection Control Program; Pending Approval of the FY 2025 Budget