Adopt Resolution 2026-07 UA
In 2018, the City identified the need for a new municipal production well, designated as Well C-8, consistent with the City's Integrated Master Plan. Following a competitive Request for Proposals (RFP 18-012), the City selected Hazen and Sawyer to provide geohydrologic and engineering services for the planning, design, drilling, development, and equipping of Well C-8. The original Professional Services Agreement was approved by the Banning Utility Authority through Resolution No. 2018-13 UA on September 10, 2018 in the amount of $671,296, plus another $25,000 in contingency.
As the project progressed, the agreement was amended to address changes in the well location, project schedule, regulatory requirements, and additional engineering and construction-related services. The history of the agreement and amendments is summarized below:
- Original Agreement: Hazen and Sawyer was retained following RFP 18-012 to provide geohydrologic and engineering design services for Well C-8. The project was initially anticipated to proceed through construction by approximately June 2020.
- Amendment No. 1: Approved through Resolution No. 2019-02 UA, Amendment No. 1 modified the scope of services to evaluate alternative well locations before proceeding with final design. The amendment also extended the agreement and increased the contract amount to $738,383. The additional siting work ultimately became significant because, after completion of the original siting study, the City identified a new well location in 2020, requiring Hazen and Sawyer to confirm the site's viability and prepare a revised well siting study and conceptual layouts.
- Amendment No. 2: Approved through Resolution No. 2022-11 UA, Amendment No. 2 addressed additional project management effort, billing rate increases, new South Coast Air Quality Management District (SCAQMD) air-quality modeling requirements, and additional well-siting work. The amendment extended the agreement through June 30, 2025, and increased the total contract amount to $884,683. During this period, Hazen and Sawyer also completed the project's environmental documentation, including the Initial Study/Mitigated Negative Declaration (MND) process, which took about ten months longer than originally anticipated; the final MND was submitted in July 2022, and County filing assistance continued through October 2022.
- Amendment No. 3: Following advertisement and award of the well drilling work, construction of the well began in April 2023 and was substantially completed in December 2023. During drilling and development, additional engineering and hydrogeologic support became necessary due to field conditions and contractor-related drilling and testing issues. Accordingly, on March 12, 2024, the Utility Authority approved Amendment No. 3 through Resolution No. 2024-04 UA. The amendment added services for project management, geotechnical investigation, drilling inspection, aquifer-zone testing, chemical and pump development, well testing, and disinfection. Resolution No. 2024-04 UA authorized an additional $30,406.22, established the contract not-to-exceed amount at $915,089.22, and extended the agreement through June 30, 2026.
After completing well drilling and development, the project advanced to the well equipping phase, including mechanical, electrical, controls, site, and related improvements needed to place Well C-8 into municipal water service. The project is currently approximately 80% complete. The primary remaining work includes energizing the electrical service, installing the standby diesel generator, programming and SCADA integration of the variable frequency drive (VFD) and associated controls, and final startup and commissioning of the well.
The current Hazen and Sawyer agreement expired on June 30, 2026; however, construction and commissioning activities remain underway. Proposed Amendment No. 4 does not add scope or compensation. It would extend the agreement through December 31, 2026, allowing Hazen and Sawyer, as the project's Engineer of Record, to continue providing engineering support through the remaining construction, startup, commissioning, and project closeout activities.
Although construction is nearing completion, continued engineering support from Hazen and Sawyer is necessary through the remaining construction, startup, commissioning, and project closeout activities.
The current agreement expired on June 30, 2026. Amendment No. 4 will extend the agreement through December 31, 2026, allowing Hazen and Sawyer to continue supporting the City through completion of the Well C-8 Project.
No additional compensation or change in scope is requested as part of Amendment No. 4. The amendment is limited to extending the contract duration, and all other provisions of the agreement remain in effect. Maintaining Hazen and Sawyer through completion will provide continuity of engineering services and allow the City to efficiently address remaining construction, controls integration, startup, commissioning, and closeout activities.
There is no additional fiscal impact associated with Amendment No. 4. The existing contract amount of $915,089.22 remains unchanged, and no additional appropriation is requested as part of this action.