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Home My WebLink AboutCarollo Engineers 2014-07-04; Amendment 11 2025-12-1812/29/2025 Kristine Lawler (Dec 29, 2025 11:37:34 PST) Kristine Lawler 12/29/2025 1 CITY OF UKIAH RECYCLED WATER PROJECT – PHASE 4 DESIGN, ESDC, and CM CHANGE ORDER 5 November 6, 2025 Carollo has been supporting the CM and ESDC effort for the Phase 4 Construction of the Recycled Water Project. The original CM/ESDC contract was set up for 24 months of onsite support per all documentation sent to the state and the construction contract. That period ended in mid-August. At the direction of the City, Carollo remained onsite for an additional two and a half months. Prior to this work the City was notified that this work was not included in our scope of work nor budget. The budget was shared with the City for continued support and Carollo was directed to remained onsite. Since that time the City has also requested to maintain support from Carollo’s CM through the end of 2025 at limited capacity. This Change Order documents the out-of-scope work that is purely based on the extended construction and close out window schedule. Construction was extended from August 15th to October 31, 2025. Modified project elements are as followed: Maintain CM and inspection services on-site through October 31st, 2025. CM and inspector requested to be on-site November 4th through 6th 2025. CM to help support at limited capacity through December 31st, 2025 A detailed estimate for work under this CO is provided as Exhibit A. Exhibit 1 Exhibit A - (Nov 6 2025) City of Ukiah Recycled Water Project - Phase 4 CO 5 For Approval PIC/PM PE Proc Struct Elec Permit Eng CAD QC/QC DP PIC CM CM Inspector EPIC Inspector Field Clerk Total Labor Crawford PECE ODC Total Task Task Description 2025 $364 $343 $343 $343 $343 $303 $290 $247 $364 $158 $320 $263 $246 $252 $138 $16.00 8.0 Engineering Services During Construction 8.1 Pre-Construction Conference and weekly meetings 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.2 Engineer's Site Observation 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.3 Submittals Review 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.4 Respond to Requests for Information (RFIs) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.5 Review and Preparation of Design Clarifications 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.6 Record Drawings 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.7 Substantial and Final Completion Assistance 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.8 Training and Commissioning 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 8.9 Operations and Maintenance Manuals 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 Task 8.0 Totals = 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 Task 8.0 Totals = $0 9.0 Construction Management 9.1 Preconstruction Services 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 9.2 Services During Construction 0 0 0 0 0 0 0 0 0 10 0 521 521 40 0 1,092 $276,846 $0 $17,472 $18,000 0 $0 $35,472 $312,318 9.3 Material Testing 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 $0 0 $0 $0 $0 9.4 Startup and Testing 0 0 0 0 0 0 0 0 0 0 0 70 0 0 0 70 $22,400 $0 $1,120 0 $0 $1,120 $23,520 Task 9.0 Totals = 0 0 0 0 0 0 0 0 0 10 0 591 521 40 0 1,162 $299,246 Task 9.0 Totals = $335,838 Project Totals = 0 0 0 0 0 0 0 0 0 10 0 591 521 40 0 1,162 $299,246 $0 $0 $18,592 $18,000 0 $0 $36,592 $335,837.58 Subconsultants Fee Mileage Other Direct Costs (ODC) Carollo Labor Includes 10% Subconsultant Page 1 of 2 Agenda Item No: 8.h. MEETING DATE/TIME: 12/17/2025 ITEM NO: 2025-1402 AGENDA SUMMARY REPORT SUBJECT: Approval of Contract Amendment and Corresponding Budget Amendment with Carollo Engineers for Engineering Services and Construction Management in the Amount of $335,837.58 for the Recycled Water Project – Phase 4. DEPARTMENT: Public Works PREPARED BY: Seth Strader, Public Works Management Analyst II PRESENTER: Sean White, Water Resources Director ATTACHMENTS: 1. Amendment 1314-231-A10 2. Recycled Water Phase 4_Carollo CM and ESDC services Summary: Council will consider approval of contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the amount of $335,837.58 for the Recycled Water Project – Phase 4. Background: The City previously approved Contract Amendment 10 authorizing Task Orders 8 and 9 for Engineering Services During Construction (ESDC) and Construction Management (CM) associated with Phase 4 of the Recycled Water Project (Attachment 1). The original CM/ESDC contract was structured for 24 months of on-site support in accordance with documentation submitted to the State and incorporated into the construction contract. That original contract period concluded in mid-August 2025. Due to construction schedule delays and logistical impacts beyond the original project timeline, the City directed Carollo Engineers to remain on-site for continued construction support. This additional effort was outside the original contract scope and budget. Carollo provided the City with a detailed cost estimate for the extended support, and the City authorized continued services to maintain construction oversight and compliance. Construction was formally extended from August 15, 2025, through October 31, 2025, with additional close-out activities extending into the end of 2025. Discussion: With Phase 4 construction extended beyond the original contract term, continued CM and ESDC support from Carollo Engineers is required to ensure proper project execution, inspection coverage, regulatory compliance, and project close-out. Carollo has continued to provide these services at the direction of the City due to the extended construction and close-out window. The extended scope of work includes the following services: Continued on-site CM and inspection services through October 31, 2025. On-site CM and inspection support from November 4–6, 2025 for critical project activities. Limited-capacity CM support through December 31, 2025 to assist with project close-out. These services are essential to maintain construction oversight, manage final inspections, resolve punch list items, support regulatory documentation, and ensure successful completion of the project. A detailed cost Page 2 of 2 estimate for the extended services has been provided for this request amendment to the contract (Attachment 2). All additional expenses for this amendment are fully reimbursable through the State Revolving Fund (SRF) grant awarded to the City for the design and construction of the Recycled Water Project. Staff request Council approve the contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the amount of $335,837.58 for the Recycled Water Project – Phase 4. Recommended Action: Approve contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the Amount of $335,837.58 for the Recycled Water Project – Phase 4. BUDGET AMENDMENT REQUIRED: YES CURRENT BUDGET AMOUNT: PROPOSED BUDGET AMOUNT: 335,837.58 FINANCING SOURCE: State Revolving Fund (SRF) REVENUE: No GRANT: Yes PREVIOUS CONTRACT/PURCHASE ORDER NO.: Contract 1314231 COORDINATED WITH: Jason Benson, Senior Civil Engineer STRATEGIC PLAN (SP): CLIMATE INITIATIVES (CI): GENERAL PLAN ELEMENTS (GP): CONTRACT No.: SUBMITTED BY: Date: PERSON/COMPANY: PROJECT NAME: City Council Approval: Date: Agenda Item No.: Budget No(s): Revenue Contract: Grant: Expiration Date: Please attach: Sourcing method and justification (attach documentation if necessary) Post meeting staff report showing approval Documentation or description showing funding Insurance Documents ADDITIONAL COMMENTS: CONTRACT INFORMATION 1314-231-A11 Myles Fisette 12/22/25 Carollo Engineers Recycled Water Project Phase 4 12/17/25 8.h. 83027330.80230.18052: $335,837.58