11 - Pacific Data Elictric (PDE) Second Amendment to the Agreement Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: September 16, 2014 Subject: Pacific Data Electric (PDE) Second Amendment to the Agreement Summary The District entered into an Agreement with Pacific Data Electric (PDE) to prepare designs for installing generators at the Canyon and Irvine Pump Stations. The Canyon Pump Station is complete, but work is ongoing at the Irvine Pump Station. The District requested additional services from PDE that required an amendment to the Agreement. Staff Recommendation That the Board of Directors direct staff to bring this item back to the September 25, 2014 Board of Directors regular meeting with the following recommendations: 1. Approve the Second Amendment with PDE for $1,020; and 2. Authorize the General Manager to execute the Second Amendment and any other amendments thereafter where the total amount does not exceed $5,000. Analysis The District entered into an Agreement with Pacific Data Electric (PDE) to prepare designs for installing generators at the Canyon and Irvine Pump Stations in the amount of $38,867. Later, the District agreed to amend the agreement due to a change in the s cope of work for an additional $3,887. The change in the scope of work included the preparation of renderings that showed the proposed location of the generator at Irvine Pump Station.
Board of Directors September 16, 2014 Page 2 of 3 Recently, District staff required PDE to perform additional work for the generator at Irvine Pump Station that include s designing a block wall for the generator. The total cost for this design is $1,020. According to the terms of the Agreement, the General Manager may approve additional work not to exceed the greate r of $3,887 or ten percent of the total contract sum. Any additional work in excess of this cumulative amount must be approved by the Board. The Second Amendment of $1,020 will exceed the ten percent threshold, which is why this item is before you today. In addition, staff is requesting the Board approve appropriating $5,000 in case unforeseen and/or unexpected services are needed from PDE for this project. Approving the appropriation of $5,000 will give the General Manager the flexibility of approving additional work and avoid delaying the completion of this project. Strategic Element & Goal This item moves the District forward to meeting its mission of “Protecting our community’s health and the environment by providing solid waste and sewer collection services .” Legal Review Deputy District Counsel has reviewed and approved the Second Amendment. Environmental Review The consideration of a contract amendment is an administrative matter and exempt from CEQA while in the overall context the contract amendment will provide for additional design services for providing backup power to two pumping stations, which is considered m inor alterations. The addition of generators to provide backup power is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor alteration of exist ing public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly -owned utilities used to provide .... sewerage ...” Financial Review There are suffi ci ent funds available in the Capital Improvement Budget for Project #196 -B for the Second Amendment expense of $5,000. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 16, 2014 Board of Directors Study Session meeting at Distri ct Headquarters and on the District ’s website.
Board of Directors September 16, 2014 Page 3 of 3 Alternative Actions 1. Do not approve the Second Amendment and refer the matter back to staff. Reviewed by: Wendy Davis Finance Manager
www.pdeinc.com CA Lic. No. C10 620473 PDE Los Angeles Office 9970 Bell Ranch Drive #109 Santa Fe Springs, CA 90670 -2980 PDE San Francisco Office 14731 Catalina Street San Leandro, CA 94577 -6609 1 July 24, 2014 Attention: Scott Carroll Costa Mesa Sanitation District 628 W. 19 th St Costa Mesa CA 92627 Reference: PS196D change order Dear Scott , PDE, Total Energy Solutions, is pleased to submit a proposal for A&E services associated with installing an emergency generator at PS 196D 2672 Irvine Ave., Costa Mesa 92660 RE: Proposal for Architectural and Engineering Services – Costa Mesa Pump Station Generator Engineering and Construction Documents – PS 196D 2672 Irvine Ave., Costa Mesa 92660 Project: Provide Construction Documents for additional work required to design CMU block wall per owner revisions. Total fees $1,020 .00 Payment Terms: Net 30 days on all invoices Progress invoicing to be on the 30 th day of each month Interest of 1 ½ percent per month, compounded daily, applies to all outstanding invoices. Material to be invoiced at time of purchase regardless if onsite
www.pdeinc.com CA Lic. No. C10 620473 PDE Los Angeles Office 9970 Bell Ranch Drive #109 Santa Fe Springs, CA 90670 -2980 PDE San Francisco Office 14731 Catalina Street San Leandro, CA 94577 -6609 2 Exclusions: 1. Submittal to the County of Orange 2. Meetings with the County of Orange 3. Plan check fees 4. Owner of property requested renditions Please feel free to contact us should you have an y questions or comments regarding this matter. Sincerely, Dan Cohee Senior Project Manager