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ResolutionNo1318_Wildan_PSA01_BudgetAmendment_SanitarySewer_EFIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT (“First Amendment”) is made and entered into this 13th day of December, 2022, by and between the CITY OF ROLLING HILLS, a California municipal corporation (hereinafter the “CITY”), and Willdan Engineering a subsidiary of Willdan Group, Inc., a California corporation (hereinafter the “CONSULTANT”). CITY and CONSULTANT are sometimes referred to in this First Amendment individually as a “Party” and collectively as the “Parties.” RECITALS A. CITY and CONSULTANT have entered into that certain Professional Services Agreement for the Phase II Sanitary Sewer Improvement Feasibility Study last executed on or around May 13, 2019 (the “Agreement”) B. The Parties now desire to amend the Agreement in order to amend the Agreement to provide a feasibility study to phase construction of the 8-Inch Sewer Main Project into two construction phases: (i) Phase 1 would be a new 8-inch sewer main along Portuguese Bend Road from the RHCA's main gate to Lariat Lane in Rolling Hills Estates; (ii) Phase 2 would involve the downstream sewer improvements in the City of Torrance (upsizing existing sewer mains along Rolling Hills Road from Lariat Lane to Crenshaw Boulevard and provide for additional compensation to CONSULTANT (“First Amendment”). Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, CITY and CONSULTANT agree the following terms, as set forth in this First Amendment. 1. Section 2 “Scope of Work” of the Agreement is amended to read as follows: CONSULTANT shall provide the services described in the Scope of Services attached to the Agreement as Exhibit A and incorporated therein by reference. CONSULTANT shall also provide the following supplemental services (“Supplemental Services”) attached to this First Amendment as Exhibit B. 2. Section 3 “Cost” of the Agreement is amended to read as follows: The CITY agrees to pay CONSULTANT for the Scope of Services attached to the Agreement as Exhibit A and incorporated therein by reference, an amount not to exceed $49,955.00. This amount was offset by a then balance of $17,535.00 remaining in CONSULTANT’S account. Accordingly the CITY will only make payments totaling $32,420 to CONSULTANT for completion of the work identified in Exhibit A of the Agreement. For the Supplemental Services attached to this First Amendment as Exhiibit B, the City shall pay an amount not to exceed $9,010. These amounts include the cost for the services and all expenses, travel and mileage, attendance at meetings, and reimbursable expenses. 4. Except as amended by this First Amendment, all provisions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment on the date and year first written above. CITY OF ROLLING HILLS WILLDAN ENGINEERING __________________________ __________________________ ELAINE JENG, City Manager VANESSA MUNOZ, Director of Engineering ATTEST: __________________________ CHRISTIAN HORVATH CITY CLERK APPROVED AS TO FORM: __________________________ MICHAEL JENKINS CITY ATTORNEY EXHIBIT B May 5, 2022 Via e-mail: ejeng@cityofrh.net Ms. Elaine Jeng, PE, City Manager City of Rolling Hills No. 2 Portuguese Bend Road Rolling Hills, CA 90274 Subject: Sewer Area Study Supplement Dear Ms. Jeng: The City of Rolling Hills selected Willdan Engineering in 2018 to prepare a “Sewer Feasibility Study Including City Hall and Tennis Court Site” (Phase 1). The study conducted concept level research and engineering feasibility evaluation regarding the potential of connecting the City Hall, POA building, and the tennis court site, and upstream properties to existing downstream sanitary sewer systems. The report was presented to the City Council on October 8, 2018. The City subsequently selected Willdan in July 2019 to further the design to the preliminary engineering level (Phase 2). The scope of work of the Phase 2 project included: Analyzing parcels in the City upstream of the City Hall location that can feasibly drain to the proposed sanitary sewer extension; Estimating the amount of wastewater to be generated by the project area; Analyzing the capacity of the existing downstream sewer system with the estimated wastewater from the project area; Preparation of a Sewer Area Study that was submitted to, and received approval from, the City of Torrance, the City of Rolling Hills Estates, LACDPW and the County Sanitation District of Los Angeles County; Preparation of preliminary engineering plans for the extension of the sanitary sewer to the City Hall, POA Building and tennis court site. The Phase 2 project determined that pipe size upgrades in the downstream segments in the City of Torrance are required to ensure the sewer pipes do not exceed Desi gn Capacity (pipe half full). City of Rolling Hills May 5, 2022 Attn: Elaine Jeng, PE, City Manager The City now desires to study the impact to the downstream sewers from the sewer flows from the City Hall and the Tennis Court Site only, i.e., not including sewer flow from the upstream properties. The sewer will likely not be extended to the upstream properties for several years and the City would like to not construct the pipe size upgrades at this time if they are not needed. The City has contacted the Cities of Rolling Hills Estates and Torrance and they are acceptable to this concept if the Sewer Area Study is supplemented to verify that the downstream sewer pipes are within Design Capacity without the sewer flows from the upstream properties. This proposal presents Willdan’s scope of work, fee and schedule to prepare the Sewer Area Study Supplement. SCOPE OF WORK 1. Project Management: The success of any project is dependent upon communication between the client and project manager. This communication ensures that the project performs within the agreed upon scope of work, schedule, and budget. Willdan will provide the City with a bi-weekly Project Status Memorandum which will be delivered via email. Products Developed: Bi-Weekly Project Status Memorandum Deliverable to Client: Bi-Weekly Project Status Memorandum 2. Review Approved Sewer Area Study: Willdan will review the Sewer Area Study which was approved by all affected agencies to determine the pertinent documents, figures, and calculations which will require revision. Products Developed: Project status documents and working notes Deliverable to Client: None 3. Revise the Sewer Model: Willdan will update the approved sewer model Excel file to reflect the following: Delete sewer flows from properties upstream of City Hall / Tennis Court Site; Revise pipe slopes to reflect the current design plans provided by the City; and Evaluate the results of the model Products Developed: Updated Sewer Model Deliverable to Client: None 4. Prepare a Sewer Area Study Supplement: City of Rolling Hills May 5, 2022 Attn: Elaine Jeng, PE, City Manager Willdan will prepare a textual document which will document the scope and findings of the Supplement. Figures and exhibits which were included in the approved Sewer Area Study will be annotated to reflect the scope and findings of Phase 1. Willdan will prepare a Sewer Area Study Supplement, sealed and signed by a California registered Professional Engineer and submit to the City, Rolling Hills Estates, and Torrance. As Phase 1 will not have any impact on LACDPW facilities, we have emailed them to confirm that a formal submittal to them is not required. As of the writing of this proposal, we have not heard back from LACDPW, but we are including a submittal fee of $2000 in our fee to be conservative. The fee for the LACDPW review of the original Sewer Area Study was $2000 and is based on review effo rt. The review effort for the Supplement should be less and therefore the $2000 should be conservative. The Cities of Torrance and Rolling Hills Estates require no fee for review of the Supplement. Products Developed: Sewer Area Study Supplement Deliverable to Agencies: Draft Sewer Area Study Supplement (2 Hard Copies each to Rolling Hills, Torrance and Rolling Hills Estates. If LACDPW review is required, it is through its electronic permitting service) 5. Revise Sewer Area Study Supplement Although not anticipated, it is possible that the agencies may have comments after reviewing the Sewer Area Study Supplement. If comments are received, Willdan will revise the documents as required and resubmit the Sewer Area Study, sealed and signed by a California registered Professional Engineer. Products Developed: Revised Sewer Area Study Supplement Deliverable to Client: Revised Sewer Area Study Supplement (2 Hard Copies each to Rolling Hills, Torrance and Rolling Hills Estates. If LACDPW review is required, it is through its electronic permitting service) FEE We propose to provide the above engineering services for a fixed fee of $9,010. Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hard copy original to our office, or by scanning one signed original and returning it by e-mail. City of Rolling Hills May 5, 2022 Attn: Elaine Jeng, PE, City Manager SCHEDULE We estimate the Sewer Area Study Supplement will be completed within four weeks, which excludes agency review time, from receipt of the signed proposal and written Notice-to-Proceed. The proposed Schedule is as follows: Task Weeks Weeks from NTP 1. Project Management Ongoing Ongoing 2. Review Approved Sewer Area Study 1 1 3. Revise Sewer Model 1 2 4. Prepare Sewer Area Study Supplement 1 3 5. Revise Sewer Area Study Supplement 1 4 Thank you for the opportunity to be of service to the City of Rolling Hills. We recognize the importance of this preliminary engineering assessment to the City and are committed to accomplishing it timely and successfully. Should you have any questions regarding this proposal, please contact Mr. Chris Stone, P.E. at (702) 289-4247 or Ms. Vanessa Muñoz PE, TE, PTOE at (562) 368-4848. Respectfully submitted, Approval and Authorization to Proceed By: WILLDAN ENGINEERING CITY OF ROLLING HILLS Vanessa Muñoz, PE, TE, PTOE President/Director of Engineering Date: 910005/WW.00.60/P22-158_23401 May 5, 2022 Via e-mail: ejeng@cityofrh.net Ms. Elaine Jeng, PE, City Manager City of Rolling Hills No. 2 Portuguese Bend Road Rolling Hills, CA 90274 Subject: Sewer Area Study Supplement Dear Ms. Jeng: The City of Rolling Hills selected Willdan Engineering in 2018 to prepare a “Sewer Feasibility Study Including City Hall and Tennis Court Site” (Phase 1). The study conducted concept level research and engineering feasibility evaluation regarding the potential of connecting the City Hall, POA building, and the tennis court site, and upstream properties to existing downstream sanitary sewer systems. The report was presented to the City Council on October 8, 2018. The City subsequently selected Willdan in July 2019 to further the design to the preliminary engineering level (Phase 2). The scope of work of the Phase 2 project included: Analyzing parcels in the City upstream of the City Hall location that can feasibly drain to the proposed sanitary sewer extension; Estimating the amount of wastewater to be generated by the project area; Analyzing the capacity of the existing downstream sewer system with the estimated wastewater from the project area; Preparation of a Sewer Area Study that was submitted to, and received approval from, the City of Torrance, the City of Rolling Hills Estates, LACDPW and the County Sanitation District of Los Angeles County; Preparation of preliminary engineering plans for the extension of the sanitary sewer to the City Hall, POA Building and tennis court site. The Phase 2 project determined that pipe size upgrades in the downstream segments in the City of Torrance are required to ensure the sewer pipes do not exceed Desi gn Capacity (pipe half full). City of Rolling Hills May 5, 2022 Attn: Elaine Jeng, PE, City Manager The City now desires to study the impact to the downstream sewers from the sewer flows from the City Hall and the Tennis Court Site only, i.e., not including sewer flow from the upstream properties. The sewer will likely not be extended to the upstream properties for several years and the City would like to not construct the pipe size upgrades at this time if they are not needed. The City has contacted the Cities of Rolling Hills Estates and Torrance and they are acceptable to this concept if the Sewer Area Study is supplemented to verify that the downstream sewer pipes are within Design Capacity without the sewer flows from the upstream properties. This proposal presents Willdan’s scope of work, fee and schedule to prepare the Sewer Area Study Supplement. SCOPE OF WORK 1. Project Management: The success of any project is dependent upon communication between the client and project manager. This communication ensures that the project performs within the agreed upon scope of work, schedule, and budget. Willdan will provide the City with a bi-weekly Project Status Memorandum which will be delivered via email. Products Developed: Bi-Weekly Project Status Memorandum Deliverable to Client: Bi-Weekly Project Status Memorandum 2. Review Approved Sewer Area Study: Willdan will review the Sewer Area Study which was approved by all affected agencies to determine the pertinent documents, figures, and calculations which will require revision. Products Developed: Project status documents and working notes Deliverable to Client: None 3. Revise the Sewer Model: Willdan will update the approved sewer model Excel file to reflect the following: Delete sewer flows from properties upstream of City Hall / Tennis Court Site; Revise pipe slopes to reflect the current design plans provided by the City; and Evaluate the results of the model Products Developed: Updated Sewer Model Deliverable to Client: None 4. Prepare a Sewer Area Study Supplement: City of Rolling Hills May 5, 2022 Attn: Elaine Jeng, PE, City Manager Willdan will prepare a textual document which will document the scope and findings of the Supplement. Figures and exhibits which were included in the approved Sewer Area Study will be annotated to reflect the scope and findings of Phase 1. Willdan will prepare a Sewer Area Study Supplement, sealed and signed by a California registered Professional Engineer and submit to the City, Rolling Hills Estates, and Torrance. As Phase 1 will not have any impact on LACDPW facilities, we have emailed them to confirm that a formal submittal to them is not required. As of the writing of this proposal, we have not heard back from LACDPW, but we are including a submittal fee of $2000 in our fee to be conservative. The fee for the LACDPW review of the original Sewer Area Study was $2000 and is based on review effo rt. The review effort for the Supplement should be less and therefore the $2000 should be conservative. The Cities of Torrance and Rolling Hills Estates require no fee for review of the Supplement. Products Developed: Sewer Area Study Supplement Deliverable to Agencies: Draft Sewer Area Study Supplement (2 Hard Copies each to Rolling Hills, Torrance and Rolling Hills Estates. If LACDPW review is required, it is through its electronic permitting service) 5. Revise Sewer Area Study Supplement Although not anticipated, it is possible that the agencies may have comments after reviewing the Sewer Area Study Supplement. If comments are received, Willdan will revise the documents as required and resubmit the Sewer Area Study, sealed and signed by a California registered Professional Engineer. Products Developed: Revised Sewer Area Study Supplement Deliverable to Client: Revised Sewer Area Study Supplement (2 Hard Copies each to Rolling Hills, Torrance and Rolling Hills Estates. If LACDPW review is required, it is through its electronic permitting service) FEE We propose to provide the above engineering services for a fixed fee of $9,010. Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hard copy original to our office, or by scanning one signed original and returning it by e-mail. City of Rolling Hills May 5, 2022 Attn: Elaine Jeng, PE, City Manager SCHEDULE We estimate the Sewer Area Study Supplement will be completed within four weeks, which excludes agency review time, from receipt of the signed proposal and written Notice-to-Proceed. The proposed Schedule is as follows: Task Weeks Weeks from NTP 1. Project Management Ongoing Ongoing 2. Review Approved Sewer Area Study 1 1 3. Revise Sewer Model 1 2 4. Prepare Sewer Area Study Supplement 1 3 5. Revise Sewer Area Study Supplement 1 4 Thank you for the opportunity to be of service to the City of Rolling Hills. We recognize the importance of this preliminary engineering assessment to the City and are committed to accomplishing it timely and successfully. Should you have any questions regarding this proposal, please contact Mr. Chris Stone, P.E. at (702) 289-4247 or Ms. Vanessa Muñoz PE, TE, PTOE at (562) 368-4848. Respectfully submitted, Approval and Authorization to Proceed By: WILLDAN ENGINEERING CITY OF ROLLING HILLS Vanessa Muñoz, PE, TE, PTOE President/Director of Engineering Date: 910005/WW.00.60/P22-158_23401