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File Number: 19-171 <br />equalization pond. In addition to the new facilities, the project also replaced the FFR lift station, <br />the headworks and influent pump station, the primary effluent equalization facilities and the <br />WPCP’s backup power system. Finally, the project also renovated primary clarifiers, digesters, <br />equalization tanks, and pumping systems structures. <br />The contract required the contractor to provide the City with record drawings (“as-builts”) of the <br />work. During construction several unforeseen conditions were encountered, which resulted in <br />several design changes. Consequently, construction delays occurred. During the push towards <br />substantial completion and eventual acceptance, the prime contractor provided only limited <br />record drawings. To avoid lengthy and potentially costly litigation with the prime contractor <br />resulting from the aforementioned issues, the City negotiated the issues related to the <br />construction delays and limited record drawings into a final settlement. Staff believes that <br />producing the record drawings, rather than relying upon the prime contractor, will reduce the City’s <br />overall risk exposure, save money and maintain quality control. Record drawings/as-built plans <br />are vitally important, especially for accurately identifying locations of underground items <br />constructed in the project. These construction elements are currently documented in several <br />formats. This work will consolidate these elements in a single location and format to the benefit of <br />the City and future work at the WPCP. <br />Analysis <br />Staff requested proposals from civil engineering consulting firms for the preparation of the record <br />drawings/as-built plans for the subject project and received proposals from Lee & Ro, Inc. and <br />Carollo Engineers. Though the proposal request included a preference for local businesses, <br />neither of the proposers are located within San Leandro. Lee & Ro, Inc. was selected as the most <br />qualified firm to provide the services based on its technical ability and an extensive portfolio of <br />high quality similar projects. <br />To complete the subject project, staff also requests an appropriation of funds in the amount of <br />$265,790, of which $215,787 will be budgeted for the consultant services agreement and <br />$50,003 will be budgeted for staff time required to manage the implementation of the subject <br />CSA. From time to time, changes to the scope of contracts are necessary to respond to new <br />information and/or to include additional items of work necessary for a complete project. In order to <br />resolve these issues in a timely fashion and avoid delaying work, staff requests authorization to <br />issue a contract amendment to the consultant up to 10% (or $19,617) of the original contract <br />amount. <br />Current Agency Policies <br />Maintain and enhance San Leandro’s infrastructure <br />Previous Actions <br />·On May 2, 2016, by Resolution No. 2016-051, the City Council accepted the work for the <br />WPCP Rehabilitation Project. <br />Page 2 City of San Leandro Printed on 4/30/2019