REPORT TO THE CITY COUNCIL FROM: NICHOLAS D. MASCIA, PE, Assistant City Manager Interim Director - Capital Projects Department BROCK D. BUCHE, PE, PLS, Director Public Utilities Department BY: JOSHUA S. RHODES, PE, Assistant Director Capital Projects Department, Construction Management Division KELLY YOST, PE, Construction Manager Capital Projects Department, Construction Management Division SUBJECT ..Title Approve Contract Change Order No. 01 for Year No. 3 in the amount of $189,820.50, with no additional working days, for adjustments of all bid item unit costs to compensate for additional traffic control requirements with National Plant Services Incorporated, of Long Beach, California, for the Requirements Contract for Closed Captioned Television Inspection Services of Large Sewer Mains - Year No. 3. (Bid File 9602) (Council Districts - Various, City Wide) ..Body RECOMMENDATION Staff recommends that the City Council approve Contract Change Order No. 01 for Year No. 3 with National Plant Services Inc., of Long Beach, California, which increases the contract amount by $189,820.50, for a revised contract total of $1,020,754.71, with no additional working days, for adjustments of all bid item unit costs to compensate for additional traffic control requirements for the Requirements Contract for Closed Captioned Television (CCTV) Inspection Services of Large Sewer Mains - Year No. 3, and authorize the Capital Projects Department Director, or designee, to sign this Contract Change Order No. 01 for Year No. 3 on the City's behalf. EXECUTIVE SUMMARY On April 18, 2024, Year No. 3 of this contract was awarded in the amount of $830,934.21 to National Plant Services Inc., of Long Beach, California, for the Requirements Contract for CCTV Inspection Services of Large Sewer Mains at various locations City Wide. City Council approval of Contract Change Order No. 1 - Year No. 3 in the amount of $189,820.50 with no additional working days is necessary to compensate National Plant Services Inc. for additional traffic control requirements. The increase will result in a revised contract total of $1,020,754.71 for Year No. 3. The funding for this Contract Change Order is included in the Capital Improvement Budget within the Wastewater Management Division's Sewer Enterprise Fund 40501. BACKGROUND The City maintains over 75 miles of large diameter sewer mains ranging from 39-inches to 84-inches, with the current structural condition of many unknown. The CCTV inspection of existing sewer mains provides a cost-effective means to inspect and evaluate large diameter sewer mains and associated manholes, thereby developing an understanding of existing conditions. With use of information obtained from CCTV inspection, the Wastewater Management Division is able to prioritize future sewer main replacement and rehabilitation projects. On July 15, 2021, the first year of this Requirements Contract for CCTV Inspection Services of Large Sewer Mains was awarded in the amount of $690,224.00 to National Plant Services Inc., of Long Beach, California, with four (4) optional one-year extensions. Year No. 1 of this contract required one (1) Contract Change Order totaling $5,033.20, resulting in a revised contract total of $695,257.20. There were zero days added to the contract time by previously executed Contract Change Orders, four (4) weather days, and no suspension days. The computed contract completion date was revised to September 12, 2023. Year No. 2 of this contract was executed on April 24, 2023, in the amount of $690,224.00. There was one (1) Contract Change Order totaling $13,464.00, resulting in a revised contract total of $703,688.00. There were zero days added to the contract time by previously executed Contract Change Orders, no weather days, and no suspension days for Year No. 2, resulting in a computed contract completion date of September 25, 2024. Year No. 3 of this contract was executed on April 18, 2024, in the amount of $830,934.21. There have been no prior Contract Change Orders for Year No. 3, as a result there has been no increase in the contract total. A Notice to Proceed for Year No. 3 has not been determined, a contract completion date will be computed once the Notice to Proceed has been executed. City Council approval of Contract Change Order No. 01 for Year No. 3 for an additional $189,820.50 is required by Resolution 2017-158, which sets the approval thresholds for individual Contract Change Orders which exceed 1% of the total contract price or $100,000.00, or aggregate Contract Change Orders that exceed 10% of the original Contract amount. The amount of Contract Change Order No. 01 for Year No. 3 is $189,820.50, which is a total of 22.8% of the original Contract amount. This increase will result in a revised Year No. 3 contract amount of $1,020,754.71. Staff recommends that the City Council authorize the Capital Projects Department Director, or designee, to sign this Contract Change Order No. 01 - Year No. 3 on the City's behalf. ENVIRONMENTAL FINDINGS Staff performed a preliminary environmental assessment of this Project and determined that it falls within the Categorical Exemption set forth in the CEQA Guidelines, Class 6, Section 15306 (Information Collection). Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 were found to apply to this Project. A finding of Categorical Exemption was adopted by Council on July 15, 2021, as part of the contract award. LOCAL PREFERENCE Local preference pursuant to the Fresno Municipal Code Section 4-108(d) was not implemented as the bidding vendors are located outside of the stipulated 25-mile radius. FISCAL IMPACT This is a citywide project with no impact to the General Fund. Funding for Change Order No. 01 - Year No. 3 of this Project is included in the Fiscal Year 2025 Capital Improvement Budget within the Wastewater Management Division's Sewer Enterprise Fund 40501. Attachments: Executed Contract - Year No. 1 Contract Change Order No. 01 - Year No. 1 Executed Contract - Year No. 2 Contract Change Order No. 01 - Year No. 2 Executed Contract - Year No. 3 Contract Change Order No. 01 - Year No. 3