HomeMy WebLinkAboutE-4.1. Approve an amendment to the blanket PO to Civiltec Engineering
CONSENT CALENDAR
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: RICHARD TORRES, INTERIM GENERAL MANAGER
DATE: MARCH 28, 2022
SUBJECT: APPROVE THE PROFESSIONAL SERVICES AGREEMENT BLANKET
PURCHASE ORDER AMENDMENT TO CIVILTEC ENGINEERING INC.
FOR WATER ENGINEERING SERVICES, TO PROVIDE SUPPORT TO ALW
WATER ENGINEERING WITH DEVELOPMENTS AND THE CAPITAL
IMPROVEMENT PROGRAM
BACKGROUND:
On June 21, 2021, the City Council approved Blanket Purchase Orders, which included Civiltec
Engineering Inc. for $24,999 for July 1, 2021 through June 30, 2022. Azusa Light and Water
(ALW) Water Engineering typically utilizes Civiltec fiscally for occasional water engineering
services. This fiscal year is abnormal with an increased complex capital improvement program
with material shortages, shipping delays related to the COVID-19 pandemic and inclement
weather events increasing the time duration and work for capital improvement projects. Other
factors affecting the water engineering group include multiple development projects throughout
the Azusa Light and Water service area, increased influx of Accessory Dwelling Units, and the
“Great Resignation” in the workforce. An amendment on March 8, 2022 was approved for
$25,000 for a total of $49,999. As of April 7, 2022 Civiltec’s services will have exhausted the
amended purchase order. The proposed action would increase the purchase order by an
additional $50,000 to a total amount of $100,000, to accommodate the additional required
workload.
RECOMMENDATION:
Staff recommends the Utility Board take the following actions:
1) Approve an amendment to the blanket purchase order, to Civiltec Engineering Inc.,
for Water Engineering Services, to provide support to ALW Water Engineering with
Developments and Capital Improvement Program, for a total not to exceed amount of
$50,000 until July 31, 2022; and
2) Authorize the Mayor to execute the Professional Service Agreement, in a form
acceptable to the City Attorney, on behalf of the City.
E-4
PSA to Civiltec Engineering Inc.
March 28, 2022
Page 2
ANALYSIS:
On June 21, 2021, the City Council approved Blanket Purchase Orders, which included Civiltec
Engineering Inc for $24,999 for July 1, 2021 through June 30, 2022. ALW Water Engineering
typically utilizes Civiltec fiscally for occasional water engineering services. This fiscal year is
abnormal with an increased complex capital improvement program with material shortages,
shipping delays related to COVID-19 pandemic and inclement weather events; multiple
development projects throughout the Azusa Light and Water service area; increased influx of
Accessory Dwelling Units; and the Great Resignation in the workforce.
On January 11, 2022 Civiltec Engineering Inc. provided a seasoned Civil Engineer in the Water
Industry to be present two times a week, on Tuesdays and Wednesdays for 10 hours each day at
the Azusa Light & Water Building to aid with the backlog of work, upon the vacancy of the
Water System Engineer in October of 2021. On March 8, 2022 an amendment was approved for
an additional $25,000 for a total blanket purchase order of $49,999 for Civiltec Engineering Inc.
However, to keep utilizing Civiltec service’s two times a week as of April 7, 2022, that amended
purchase order covered will be exhausted.
ALW Staff has worked with Civiltec Engineering Inc. to provide water engineering support
services for development related to water system operations and the capital improvement
program. ALW is asking for additional engineering support from Civiltec for the Water Division
due to the 6 month vacancy of the Water System Engineer and the recent new Interim position
for the Senior Water System Engineer. The continued assistance will aid with the existing
workload. ALW Staff has been working actively with the Human Resources Division for
recruitment with the Water Engineering personnel however there was no viable candidates for
the Associate Water Utility Engineer position. ALW Staff is currently evaluating the recruitment
for the Assistant Water Utility Engineer position. In the meantime, to keep good customer
service and a decent 4-6 week turnaround time ALW needs to utilize Civiltec’s engineering
services two times a week at ALW office.
The proposed action would increase amended blanket purchase order by an additional $50,000,
to a total amount of $100,000, to accommodate the required workload for two days a week until
July 31, 2022. The proposal by Civiltec provides an additional 300 hours at $165 an hour.
FISCAL IMPACT:
The fiscal impact of the Professional Service Agreement is $50,000, for a total cost of $100,000.
Funding for this contract is available in the Water Division’s Operation and Maintenance Fund
Account No. 32-40-722-701-6493 and Account No. 32-40-723-751-6493.
PSA to Civiltec Engineering Inc.
March 28, 2022
Page 3
Prepared by: Reviewed and Approved:
Melissa Barbosa, PE Richard Torres
Interim Assistant General Manager of Water Operations Interim General Manager
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Professional Services Agreement
2) Civiltec Engineering Inc. Proposal Letter