HomeMy WebLinkAboutItem 20 - Amendments for Emergency On-Call Water and Sewer Repair ServicesPublic Works Agency
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Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 20, 2023
TOPIC: Emergency On -Call Sewer and Water Systems Repair Services Agreements
AGENDA TITLE
Approve Third Agreement Amendments for Emergency On -Call Water and Sewer
Repair Services with Mike Prlich & Sons, Inc., Paulus Engineering, Inc., and TE
Roberts, Inc.
RECOMMENDED ACTION
Authorize the City Manager to execute the third amendment to agreements with Mike
Prlich & Sons, Inc., Paulus Engineering, Inc., and TE Roberts, Inc. for on -call
emergency sewer and water system repair services to increase the annual shared
agreement amount by $850,000, for an updated annual amount of $2,050,000, for the
remaining term of the agreement expiring August 19, 2024 (Agreement A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On August 20, 2019, the City Council approved agreements with Mike Prlich and Sons,
Inc., Paulus Engineering, Inc., and TE Roberts, Inc. for on -call emergency sewer and
water infrastructure repairs in an aggregate annual amount of $500,000. These services
include repairing pipelines, tanks, pumps at various utility facilities, and performing site
restoration, as directed by staff, to prevent system outages, maintain services during an
emergency, and restore services to normal operating conditions.
For the past three years, the Public Works Agency's Water Resources Division has
utilized these contractors for water main pipe repair work, fire hydrant relocation,
installation of new sewer laterals, and other services needed to supplement the work
performed by City staff. To meet the increased demand for these services, the City
Council approved the first amendment to agreements with the contractors on May 5,
2020, increasing the shared annual amount by $250,000 to an aggregate annual
amount of $750,000. Water Resources anticipated an increase in demands due to
collaboration with the Orange County Water District on water treatment systems for per -
and polyfluoroalkyl substances (PFAS) and recommended an increase of $450,000 for
an updated aggregate annual amount of $1,200,000.
In 2023, City staff was deployed four times in response to water main breaks located
between 700-1001 East Avalon Avenue. After careful consideration, staff recommended
Emergency On -Call Sewer and Water Systems Repair Services Agreements
February 20, 2023
Page 2
deploying contractors for emergency on -call services to repair water main pipe to
prevent additional segment repairs. Staff now recommends additional contract capacity
to allow for emergency repairs to be conducted as needed for the remainder of this
contract.
FISCAL IMPACT
Funding is available in FY 2023-24 under Water Systems Maintenance Account (No.
06017641-62300), and Sanitary Sewer Service Account (No. 05617640-62300).
Fiscal Year
Accounting
Fund
Accounting Unit,
Amount
Unit -Account #
Description
Account
Description
Existing Contract
2023-24
05617640-62300
Sanitary Sewer
Sanitary Sewer
$600,000
Service
Service, Contract
Services -
Professional
2023-24
06017641-62300
Water
Water System
$600,000
Maintenance,
Contract Services -
Professional
Amendment
2023-24
05617640-62300
Sanitary Sewer
Sanitary Sewer
$425,000
Service
Service, Contract
Services -
Professional
2023-24
06017641-62300
Water
Water System
$425,000
Maintenance,
Contract Services -
Professional
TOTAL
$2,050,000
EXHIBIT(S)
1. Agreement Amendment - Mike Prlich and Sons, Inc
2. Agreement Amendment - Paulus Engineering
3. Agreement Amendment - TE Roberts Inc
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Tom Hatch, Interim City Manager
EXHIBIT 1
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ON -CALL
EMERGENCY WATER AND SEWER SYSTEM REPAIR SERVICES
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 6,
2024, by and between Mike Prlich and Sons, Inc. ("Contractor"), and the City of Santa Ana, a
charter city and municipal corporation organized and existing under the Constitution and laws of
the State of California ("City").
RECITALS
A. The parties entered into Agreement No. A-2019-142-01, dated August 20, 2019, by which
Contractor agreed to provide on -call emergency water and sewer system repair services for
the City's Public Works Agency ("Agreement").
B. On May 5, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-
091 -0 1) to increase the shared aggregate amount to be expended under the Agreement and
the two related agreements for the same services.
C. On December 1, 2020, the parties entered into a Second Amendment to the Agreement
(#A-2020-243-01) to further increase the shared aggregate amount to be expended under
the Agreement and the two related agreements for the same services.
D. On August 23, 2022, the parties exercised their option to extend the term of the Agreement
(#A-2019-142-01A) for an additional two (2) year period until August 19, 2024, The
Agreement is current and in -effect.
E. The parties now wish to further amend the Agreement to increase the shared aggregate
amount to be expended under the Agreement and the two related agreements by an
additional $850,000.00 to cover costs through the remainder of the term of the Agreement.
The Parties therefore agree:
1. Section 2.a, Compensation, is amended to read in its entirety:
"City neither warrants nor guarantees any minimum or maximum compensation to Contractor
under this Agreement. Contractor shall be paid only for actual services performed under this
Agreement at the rates and charges identified in Exhibit R. Contractor is one of three
contractors selected to provide services on an as -needed basis under RFP No. 19-032. The
annual compensation for services provided by all contractors selected under RFP No. 19-032
shall not exceed the shared aggregate amount of $2,050,000.00 during the term of this
agreement, including any extension periods."
2. Except as modified by this Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
Pagel of 2
SIGNATURE PAGE FOR THIRD AMENDMENT TO AGREEMENT TO PROVIDE
ON -CALL EMERGENCY WATER AND SEWER SYSTEM REPAIR SERVICES
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
ATTEST
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
Sonia R. Carvalho
City Attorney
By:
f ToT, Martinez4:��
Assistant City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Thomas R. Hatch
Interim City Manager
CONTRACTOR
I r�
By:
Title:
Page 2 of 2
EXHIBIT 2
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ON -CALL
EMERGENCY WATER AND SEWER SYSTEM REPAIR SERVICES
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 6,
2024, by and between Paulus Engineering, Inc. ("Contractor"), and the City of Santa Ana, a charter
city and municipal corporation organized and existing under the Constitution and laws of the State
of California ("City").
RECITALS
A. The parties entered into Agreement No. A-2019-142-02, dated August 20, 2019, by which
Contractor agreed to provide on -call emergency water and sewer system repair services for
the City's Public Works Agency ("Agreement").
B. On May 5, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-
091-02) to increase the shared aggregate amount to be expended under the Agreement and
the two related agreements for the same services.
C. On December 1, 2020, the parties entered into a Second Amendment to the Agreement
(#A-2020-243-02) to further increase the shared aggregate amount to be expended under
the Agreement and the two related agreements for the same services.
D. On August 23, 2022, the parties exercised their option to extend the term of the Agreement
(#A-2019-142-02A) for an additional two (2) year period until August 19, 2024. The
Agreement is current and in -effect.
E. The parties now wish to further amend the Agreement to increase the shared aggregate
arnount to be expended under the Agreement and the two related agreements by an
additional $850,000.00 to cover costs through the remainder of the term of the Agreement.
The Parties therefore agree;
1. Section 2.a, Compensation, is amended to read in its entirety:
"City neither warrants nor guarantees any minimum or maximum compensation to Contractor
under this Agreement. Contractor shall be paid only for actual services performed under this
Agreement at the rates and charges identified in Exhibit B. Contractor is one of three
contractors selected to provide services on an as -needed basis under RFP No. 19-032. The
annual compensation for services provided by all contractors selected under RFP No. 19-032
shall not exceed the shared aggregate amount of $2,050,000.00 during the term of this
agreement, including any extension periods."
2. Except as modified by this Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
Page t of 2
SIGNATURE PAGE FOR THIRD AMENDMENT TO AGREEMENT TO PROVIDE
ON -CALL EMERGENCY WATER AND SEWER SYSTEM REPAIR SERVICES
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
ATTEST
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
Sonia R. Carvalho
City Attorney
By:
Jonathan T. Martine
Assistant City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Thomas R. Hatch
Interim City Manager
CONTRACTOR
Page 2 of 2
EXHIBIT 3
THIRD AMENDMENT TO AGREEMENT TO PROVIDE ON -CALL
EMERGENCY WATER AND SEWER SYSTEM REPAIR SERVICES
THIS THIRD AMENDMENT to the above -referenced agreement is entered into on February 6,
2024, by and between T.E. Roberts, Inc. ("Contractor"), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. The parties entered into Agreement No. A-2019-142-03, dated August 20, 2019, by which
Contractor agreed to provide on -call emergency water and sewer system repair services for
the City's Public Works Agency ("Agreement").
B. On May 5, 2020, the parties entered into a First Amendment to the Agreement (#A-2020-
91-03) to increase the shared aggregate amount to be expended under the Agreement and
the two related agreements for the same services.
C. On December 1, 2020, the parties entered into a Second Amendment to the Agreement
(#A-2020-243-03) to further increase the shared aggregate amount to be expended under
the Agreement and the two related agreements for the same services.
D. On August 23, 2022, the parties exercised their option to extend the term of the Agreement
(#A-20.19-142-03A) for an additional two (2) year period until August 19, 2024. The
Agreement is current and in -effect.
E. The parties now wish to further amend the Agreement to increase the shared aggregate
amount to be expended under the Agreement and the two related agreements by an
additional $850,000.00 to cover costs through the remainder of the term of the Agreement.
The Parties therefore agree:
1. Section 2.a, Compensation, is amended to read in its entirety:
"City neither warrants nor guarantees any minimum or maximum compensation to Contractor
under this Agreement. Contractor shall be paid only for actual services performed under this,
Agreement at the rates and charges identified in Exhibit B. Contractor is one of three
contractors selected to provide services on an as -needed basis under RFP No. 19-032. The
annual compensation for services provided by all contractors selected under RFP No. 19-032
shall not exceed the shared aggregate amount of $2,050,000.00 during the term of this
agreement, including any extension periods."
2. Except as modified by this Third Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect,
Page 1 of 2
_SIGNATURE, PAGE FOR THIRD AMENDMENT TO AGREEMENT TO PROVIDE
ON -CALL EMERGENCY WATER AND SEWER SYSTEM REPAIR SERVICES
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the
Agreement on the date and year first written above.
ATTEST
Jennifer L. Hull
City Clerk
APPROVED AS TO FORM
Sonia R. Carvalho
City Attorney
! Jonathan T. Martinez
Assistant City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Thomas R. Hutch
Interim City Manager
CONTRACTOR
Title:t"s tdr.
Page 2 of 2