HomeMy WebLinkAboutStaff Report 2407-3221CITY OF PALO ALTO
CITY COUNCIL
Regular Meeting
Monday, November 04, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
10.Approval of Contract Amendment No. 3 to Contract Number C24187444 with Stephen
Ciari Plumbing and Heating, Inc., in the Amount of $167,720 for Backflow Prevention
Devices Testing, Repair, and Certification Services; CEQA Status – Categorically Exempt
Under Sections 15301 and 15302
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: November 4, 2024
Report #:2407-3221
TITLE
Approval of Contract Amendment No. 3 to Contract Number C24187444 with Stephen Ciari
Plumbing and Heating, Inc., in the Amount of $167,720 for Backflow Prevention Devices
Testing, Repair, and Certification Services; CEQA Status – Categorically Exempt Under Sections
15301 and 15302
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to
execute Amendment Number 3 to Contract C24187444 with Stephen Ciari Plumbing and
Heating, Inc. for Backflow Prevention Devices Testing, Repair, and Certification Services for a
six-month contract extension in the not-to-exceed amount of $167,720, including $152,473 for
basic services and $15,247 for additional services for unforeseen work.
EXECUTIVE SUMMARY
In June 2023, Council approved a one-year contract (although bid solicitation was for a three-
year term) for Backflow Prevention Devices Testing, Repair and Certification Services knowing
that the Utilities Department was working towards adding additional staffing to perform these
services in-house. However, the additional position was approved in Fiscal Year 2025, resulting
in the need for a six-month contract extension with the current contractor to allow for hiring
and training of the new Utilities Department staff.
BACKGROUND
In accordance with State law, backflow prevention devices require annual testing and
certification. The testing of City-owned backflow prevention devices must follow regulations of
the California State Department of Public Health contained in Title 17 of the California
Administrative Code, Chapter 5, Subchapter 1, Group 4, Sections 7583 through 7604.
On March 14, 2023, a notice inviting formal bids for Backflow Prevention Device Testing, Repair
and Certification Services was posted on the PlanetBids website. Staff reviewed the submitted
bids and recommended that the bid of $457,791 submitted by Stephen Ciari Plumbing and
Heating, Inc. be accepted, and the vendor was declared the lowest responsible bidder.
However, knowing that the Utilities Department was working towards adding staffing to
perform the backflow prevention devices testing, repair and certification services in-house, the
City decided to convert this three-year bid submission into a one-year contract with a base
amount of $146,308, which was approved during the June 19, 2023, City Council meeting1. The
original one-year contract was amended by extending the term by six months until December
31, 20242.
ANALYSIS
The City has about 400 backflow devices that need to be tested and certified annually. Prior to
starting work, the contractor is required to meet with City of Palo Alto Cross Connection
Control Staff from the Utilities Department, who will provide pre-filled test forms and tags for
known devices. The annual inspections and repairs will occur throughout the fiscal year. Staff
intends to begin doing this work in-house through the Utilities Department beginning in Fiscal
Year 2026. The recruitment process for the new staff person is underway.
FISCAL/RESOURCE IMPACT
As with the first year of the contract, funding for the six-month extension request comes from
two departments, Public Works, and Community Services, and is broken down as follows:
The Public Works and Community Services departments have allocated sufficient funding within
their respective Fiscal Year 2025 operating budgets to cover the cost of the amendment.
Necessary funds have been encumbered and given the available budgetary allocations, no
additional budget adjustments are required, allowing both departments to proceed with the
amendment request without financial impact on other programs or services.
1 City Council, June 19,2023; SR #2303-1226;
https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/public-services/contracts/2303-
1226amedment-2.pdf
2 Stephen Ciari Plumbing and Heating, Inc., Backflow Prevention Devices Testing, Repair, and Certification Services,
Contract # C24187444, Amendment No.1;
https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/public-services/contracts/stephen-ciari-
amend.-1.pdf
The cost of the six-month extension request follows the original three-year bid fee schedule
and corresponds to Year 2, as shown in the table below. In addition to the base bid, staff
recommends additional services funding in the amount of $15,247, or 10% of the Year 2 base
bid, for unforeseen work.
STAKEHOLDER ENGAGEMENT
Staff will be notified if testing or repair work will be disruptive in their workspace.
ENVIRONMENTAL REVIEW
This contract is categorically exempt from the California Environmental Quality Act (CEQA)
under Sections 15301 and 15302 of the CEQA guidelines as an alteration to an existing facility
and no further environmental review is necessary.
ATTACHMENTS
Attachment A: Contract with Stephen Ciari Plumbing and Heating, Inc.; Amendment No. 3
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer