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Home My WebLink About7/5/2017 - STAFF REPORTS - 1.A. P l M SAA iy c V N x x P» q�1FO itN City Council Staff Report DATE: July 5, 2017 CONSENT CALENDAR SUBJECT: APPROVAL OF AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT NO. A6690 WITH ANDERSONPENNA, INC., IN THE AMOUNT OF $35,470 FOR ASSISTANCE WITH THE REIMBURSEMENT PROCESS FOR STATE REVOLVING FUND AND GREEN PROJECT RESERVE FOR THE WASTEWATER TREATMENT PLANT UPGRADE, CITY PROJECT NO. 15-14 FROM: David H. Ready, City Manager BY: Engineering Services Department SUMMARY The requested action will approve Amendment No. 2 to the Professional Services Agreement No. A6690 with AndersonPenna, Inc. in the amount of $35,470 for an increased total contract amount of $88,690 for the Wastewater Treatment Plant Upgrade, City Project No. 15-14. RECOMMENDATION: 1) Approve Amendment No. 2 to the Professional Services Agreement No. A6690 with AndersonPenna, Inc. in the amount of $35,470 for an increased total contract amount of $88,690 for the Wastewater Treatment Plant Upgrade, City Project No. 15-14; and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: On April 1, 2015, the City of Palm Springs entered into a contract with AndersonPenna for professional assistance in the preparation of applications forms, documents, financial and technical assistance in the submittal of a funding request to the California State Water Resources Control Board for a government loan of as much as $30 Million from the Clean Water State Revolving Fund (SRF) Program to finance the construction of the City of Palm Springs Wastewater Treatment Plant Upgrade, City Project No. 15- 14 (Project). A Purchase Order for Amendment No. 1 was executed on October 17, ITEM NO. I• A' City Council Staff Report July 5, 2017 - Page 2 Amendment No. 2 to AndersonPenna Agreement No. A6690, City Project 15-14 2016, in the amount of $14,000 for assistance in applying for Green Project Reserve (GPR), a loan forgiveness grant program. The grant application resulted in over $1.1 million in loan forgiveness for the City to the SRF. Navigating the reimbursement process for SRF and GPR requires specialized knowledge in both the application and funding procedures, an area in which AndersonPenna had demonstrated their expertise both with the City and other public agencies. In order to secure the City's reimbursements in a timely manner and minimize any miscommunication between the granting agencies and the City, staff recommends that the City execute a contract amendment for AndersonPenna to manage the reimbursements for the grants and funding that they helped secure for the Project. The proposal from AndersonPenna for providing assistance for the SRF and GPR reimbursement process is shown in Attachment #1. ENVIRONMENTAL IMPACT: On June 18, 2014, the City Council, acting as the lead agency in accordance with the California Environmental Quality Act (CEQA), and pursuant to Section 15074 of the CEQA Guidelines, reviewed, approved, and ordered the filing of a Mitigated Negative Declaration (MND) for the construction of several new replacement facilities at the City's Wastewater Treatment Plant facility, including: influent sewer, headworks, septage receiving station, influent pump station, primary clarifiers, scum pump station, primary sludge pump station, primary sludge de-gritting, gravity thickener cover, Digester No. 2 cover, foul air treatment facility, new electrical building, and lighting system. These projects, bundled together, have been identified as the City of Palm Springs Wastewater Treatment Plant Upgrade, City Project No. 15-14. A Notice of Determination (NOD) for the Project was subsequently filed with the Riverside County Clerk on June 25, 2014. FISCAL IMPACT: The original contract amount was approved for $39,220. Amendment No. 1 was in the amount of $14,000, bringing the contract total to $53,220. The total cost for Amendment No. 2 is $35,470, as shown in the cost breakdown below: Proposed Amendment No.2 Task 1: Initial Set Up and Administration: $6,690 Task 2: Reporting and Reimbursements: $28,780 Total: $35,470 02 City Council Staff Report July 5, 2017 - Page 3 Amendment No. 2 to AndersonPenna Agreement No. A6690, City Project 15-14 The total contract cost, including Amendment No. 1 and No. 2, is $88,690, as shown below: Original Contract: $39,220 Amendment No. 1: $14,000 Amendment No. 2: $35,470 Total: $88,690 All costs associated with the Project, both prior and future costs, are entirely funded by the Wastewater Enterprise Fund (Fund 420). No General Fund or Measure J Capital Fund budget will be required in the delivery of the Project. SUBMITTED Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq., Ph. Assistant City Manager City Manager Thomas Garcia, P.E. City Engineer ATTACHMENTS: 1. AndersonPenna Proposal 2. Amendment No. 2 03 ATTACHMENT 1 04 /r ANDDEERSON • PENNA • PARTNERS IN PROJECT DELIVERY - June 10, 2017 Mr. Marcus Fuller, PE Assistant City Manager City of Palm Springs 3200 East Tahquitz Canyon Way Palm Springs, CA 92262 Subject: Assistance for SRF & GPR Reimbursement Process Dear Marcus: As we have discussed, the City of Palm Springs is requiring assistance with the SRF & GPR reimbursement process for the Wastewater Treatment Plant(WWTP) Upgrade Project. Sudi Shoja, PE will be responsible for preparing the various elements of the reimbursements and coordinating all aspects of the SWRCB approval processes. Consistent contact with funding agency staff is required to ensure that documents receive timely attention, and are evaluated by the various divisions involved. Scope of Services: • Prepare all necessary forms and eligible costs for initial reimbursement and then the monthly reimbursements • Provide all back up information such as prevailing wage, AIS & DBE Information for the purpose of reimbursement processing • Provide quarterly reports to meet the requirements • Coordinate with State project managers in various divisions to gain full approval for all above • Prepare closeout documents We look forward to continuing to work with you and ensure full reimbusement of the SRF and GPR funding . Please contact Sudi Shoja at (949) 637-1405 or me at (714) 504- 2753 if you have any questions. Sincerely, AndersonPen~�na Partners, Inc. Angeli a M. Lucero, Principal 3737 f3i rd Sh-eef; Swi�(-e.250 • N6wpo^1- r3eac4I GA 4266E �+rvnv-a.a,cL�ak.w�etvi. PHN 949 428 150E • FAX 449 258 5053 C +-Fq-U-& P6E CJ City of Laguna Beach February 16, 2017 ANDERSON•PENNA •xcss ,x rxoa<c• oc�rvcer• Page 2 Fee Proposal -Financial Reimbursement and Reporting Wastewater Treatment Plant Project AndersonPenna Partners tabor Hours Project Grant Senior Direct Total Task Item Manager Manager Analyst Engineer Costs Hours Total Fee Hourly Rates $165.00 $140.00 $120.00 $155.00 $0.00 Task 1.Initial Set Up&Administration 1.1 Project Management/Invoicing 10 10 $1,650 1.2 Initial Setup 36 36 $5,040 Task 2 Reporting&Reimbursements 2.1 5 Quarterly Reporting 40 40 $5,600 2.2 Equipment Reimbursement Request 18 18 $2,520 2.3 18 Monthly Reimbursement Requests 108 108 $15,120 2.4 Close out 36 500 36 $5,540 TOTAL HOURS 30.00 238.00 - - 248 TOTAL CONTRACT FEE $1,650 $33,320 $- $- $500M $35,470 os ATTACHMENT 2 07 AMENDMENT NO. 2 TO AGREEMENT NO. A6690 STATE REVOLVING FUND LOAN AND GREEN PROJECT RESERVE REIMBURSEMENT ASSISTANCE WASTEWATER TREATMENT PLANT UPGRADE CITY PROJECT NO. 15-14 THIS SECOND AMENDMENT TO Agreement No. 6690 for consulting services, (herein "Amendment") made and entered into on the _ day of 2016, by and between CITY OF PALM SPRINGS, a California charter City and municipal corporation, (herein "City"), and AndersonPenna Partners, Inc., a California corporation, (herein "Consultant"), is hereby amended as follows: RECITALS WHEREAS, City and Consultant entered into that certain Agreement No. A6690 for preparation of applications, forms, documents, financial and technical assistance in the submittal of a funding request to the California State Water Resources Control Board for a government loan of as much as $30 Million from the Clean Water State Revolving Fund (SRF) Program to finance the construction of the City of Palm Springs Wastewater Treatment Plant Upgrade, City Project No. 15-14, ("Agreement"); and WHEREAS, the parties executed Amendment No. 1 to the Agreement to provide additional services associated with documentation of City Project No. 15-14 applicability to the Green Project Reserve (GPR) through the SRF Program making the City eligible for up to $720,000 in principal forgiveness from its SRF loan amount; and WHEREAS, the parties wish to amend the Agreement to provide additional services associated with processing reimbursements from the GPR and the SRF Programs for City Project No. 15- 14, in accordance with Consultant's letter dated June 10, 2017, included herewith as Attachment 1; and Section 1. Scope of Services, Exhibit "A", is hereby amended by adding the following Task Item 6: "6. Assist with the SRF & GPR reimbursement process for the Wastewater Treatment Plant (WWTP) Upgrade Project— Consultant shall assist City with preparation of invoices and support documents for the project for reimbursements for the Green Project Reserve (GPR) and the SRF Programs. These services shall include: • Prepare all necessary forms and eligible costs for initial reimbursement and then the monthly reimbursements • Provide all back up information such as prevailing wage, AIS & DBE Information for the purpose of reimbursement processing • Provide quarterly reports to meet the requirements • Coordinate with State project managers in various divisions to gain full approval for all above • Prepare closeout documents" 08 Section 2. Section 2.1, Maximum Contract Amount, is hereby revised to reflect the total amended contract amount as herein specified by this Amendment. The Maximum Contract Amount is increased to $88,690. The Schedule of Compensation, Exhibit "C", is hereby amended and increased by $35,470 to add Task 6 "SRF & GPR Reimbursement and Reporting" on not to exceed amount of $35,470. Section 3. Schedule of Performance, Consultant shall provide the services provided herein by this Amendment as directed by City; Exhibit "D" is hereby revised to extend the completion dates in accordance with the SWRCB's acceptance of Project Closeout documentation. Section 4. Full force and effect: Except as otherwise previously modified herein, all other provisions of the Agreement shall remain in full force and effect. 09 IN WITNESS WHEREOF, the parties have executed and entered into this Amendment as of the date first written above. CITY OF PALM SPRINGS, a California charter city and municipal ATTEST: corporation By: By: James Thompson David Ready City Clerk City Manager APPROVED AS TO FORM: By: Douglas Holland City Attorney AndersonPenna Partners, Inc., a California corporation By: Printed Name/Title