8.G.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 03/18/2025
- Co-Submitter:
- Mac McNamara
- From:
- Justin Emerick, Project Manager, Water Services
TITLE:
Consideration and Approval of Contract: Amendment No. 1 to the Professional Services Contract with Brown and Caldwell for an increase in compensation of $63,073 for the Lake Mary Treatment Plan Basin Design.
STAFF RECOMMENDED ACTION:
- Approve Amendment No. 1 to the Professional Services Contract with Brown and Caldwell for an increase in compensation of $63,073 for the Lake Mary Treatment Plan Basin Design; and
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
The Lake Mary Sedimentation Basins Rehabilitation & Equipment Replacement Design Project is a capital project within Water Services that was designed in 2021 (Project). Design firm Brown and Caldwell was selected through an RSOQ process to serve as the Design Engineer for this Project. Council approved the contract with Brown and Caldwell in the amount of $374,236 for these design services. The underlying Project was advertised and bids came in that were greater than the construction budget; the Project was put on hold while more funds were collected for the Project.
On January 7, 2025, City Council approved the pre-construction services with PCL Construction for the underlying CMAR construction Project. Water Services would like to amend the original 5-year contract with Brown and Caldwell, which will expire April 15, 2025, for design and construction related services to continue working with Brown and Caldwell as the original Design Engineers. The proposed amendment would allow a standard 3-year term with two one-year extensions. Procurement Director, Patrick Brown, has provided a written determination that extending the contract beyond the original five-year period would be advantageous to the City. Amendment No. 1 with Brown and Caldwell for these design and construction services totals $63,073.
On January 7, 2025, City Council approved the pre-construction services with PCL Construction for the underlying CMAR construction Project. Water Services would like to amend the original 5-year contract with Brown and Caldwell, which will expire April 15, 2025, for design and construction related services to continue working with Brown and Caldwell as the original Design Engineers. The proposed amendment would allow a standard 3-year term with two one-year extensions. Procurement Director, Patrick Brown, has provided a written determination that extending the contract beyond the original five-year period would be advantageous to the City. Amendment No. 1 with Brown and Caldwell for these design and construction services totals $63,073.
Financial Impact:
Lake Mary Sedimentation Basins Rehabilitation and Equipment Replacement Project - Design and Pre-construction Services
Cost: $63,073
Account Number Budgeted: 202-08-370-3372-0-4421 & 202-08-370-3372-0-4463
FY Budgeted Amount:$70,000
Grant Funded: No
Funding Source: Water Infrastructure Capital Program
Cost: $63,073
Account Number Budgeted: 202-08-370-3372-0-4421 & 202-08-370-3372-0-4463
FY Budgeted Amount:$70,000
Grant Funded: No
Funding Source: Water Infrastructure Capital Program
Policy Impact:
This Amendment No. 1 with Brown and Caldwell will increase our ability to meet current and future water demand from our customers. The success of this Project will increase our system resiliency and modernize the mechanical and electrical systems that we rely on for water production. Current Water Services Capital Improvement Program policy seeks to replace aging water infrastructure to reduce the risks of system failure potential and increase system resiliency and reliance.
Previous Council Decision or Community Discussion:
- January 15, 2022 - City Council approved a Contract for Professional Services with Brown and Caldwell for the Lake Mary Sedimentation Basins Rehabilitation Design Project.
- January 7, 2025 - City Council approved the pre-construction services CMAR Contract with PCL Construction for for the Lake Mary Sedimentation Basins Rehabilitation Design Project.
Options and Alternatives to Recommended Action:
- Approve Amendment No. 1 authorizing additional payment of $63,073 to Brown and Caldwell for the Lake Mary Sedimentation Basins Rehabilitation Project to allow this Project to proceed with the original Design Engineer; or
- Not approve Amendment No. 1 with Brown and Caldwell for these design and pre-construction services.
Background and History:
The Lake Mary Water Production Plant can produce up to eight million gallons of potable water per day. The treatment processes at the plant are able to treat water from Lake Mary through various mechanisms. One stage of this treatment process, the sedimentation removal process, utilizes large basins and mixing equipment to remove suspended solids from the lake water. These large concrete basins have been in service for nearly 60 years and are beginning to show their age. The concrete basins as well as the large mixing mechanisms are due for rehabilitation and replacement as failure of this system would dramatically reduce our abilities to produce this precious water resource.
Connection to PBB Priorities and Objectives:
- Sustainable and Innovative Infrastructure
- Safe and Healthy Community
- High Performing Governance
- Environmental Stewardship
Connection to Regional Plan:
- Sustainably producing potable water resources
- Implementing Water CIP projects to address aging infrastructure
- Ensuring water resources are sustainably produced for future generations
Connection to Carbon Neutrality Plan:
This project will serve the carbon neutrality plan through the maintenance and upgrades to existing infrastructure, reducing the need to build new additional water production infrastructure.
Connection to 10-Year Housing Plan:
This project will ensure water resources are developed for continued growth.
Connection to Division Specific Plan:
The Water Services Division Capital Improvements Program addresses the replacement of aging infrastructure to meet current and future growth demands.